Lists

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SharePoint Lists are one of the core components of SharePoint.  SharePoint has a number of list templates ready to use:

• Announcements
• Calendar
• Contacts
• Discussion Board (similar to a Forum)
• Issue Tracking
• Links
• Project Tasks
• Status List
• Survey Tasks

What do you do if there is nothing here that fits your needs?  You then create a custom list.

Create a Custom List

1. Navigate to the site on which you want to create the custom list.
2. Click Site Actions > More Options
3. Under Filter By, select List, for category select Blank & Custom.
4. Click Create > More options.  Be default you can only select a name.
5. Give the custom webpart a description.
6. Determine if you want the page to show within the Quick Launch menu.
7. Fill in the appropriate name, a description and click Create.
8. Once the list has been created, SharePoint will take you to the list view.  The new list has one default column named Title.
9. Add the necessary columns.
10. Choose Create Column from the ribbon.
11. ...to continue, refer to this link: https://www.youtube.com/watch?v=2VpoZKvLDnM

Create Custom Columns within a List

Once the list has been created, SharePoint will take you to the list view.  The new list has one default column - Title.  You likely will wish to add additional columns.

To add and customize columns for your list:

1. In the ribbon, click the List tab.
2. In the Manage Views group, click Create Column.
3. In the Name and Type section, type the name that you want for the column in the Column name box.
4. Under the type of information in this column is, select the type of information that you want to appear in the column.Set additional column settings.  Type a description to help people understand the purpose of the column and what data it should contain.  This description is optional.
   1. Single line of test
   2. Multiple lines of text
   3. Choice
   4. Number
   5. Currency
   6. Date and Time
   7. Lookup
   8. Yes/No
   9. Person or Group
   10. Hyperlink or Picture
   11. Calculated (calculation based on other columns)
   12. External Data
   13. Managed Metadata
5. Click Ok.
6. Repeat these steps for how many columns you may need.

Utilize Custom Column Validation

Depending on the type of column that you selected, more options may appear in the Additional Column Settings section.  Select the additional settings that you want.

1. If you want the data in the column validated, click Column Validation to expand, and type the Formula that you want to use to validate the data, and type User message that you want to provide users to help them type valid data.  The Column Validation section is not available for all types of columns.
2. Click Ok.

 Name and Type of Column Definitions

For definitions of Name and Type of Column Definitions,

Add Site Columns to a List

1. If the list is not already open, click its name on the Quick Launch.
2. If the name of your list does not appear, click ALL Site Contents, and then click the name of your list or library.
3. In the ribbon, click the List or Library tab.  In the Settings group, click List Settings or Library Settings.
4. On the Settings page, in the Columns section, click Add from existing site columns.
5. On the Add Columns from Site Columns page, in the Select Columns section, select the group of site columns to choose from in the Select site columns from drop-down list.
6. When you select a column group from the list, the available site columns appear in the Available site columns list.
7. Select the site columns you want to add and click Add. To add the column to the default view, which people on your site automatically see when they first open a list or library, make sure Add to default view is selected. Some lists such as the Tasks list also have the option Add to all content types, which is selected by default. If you want to add the column to all content types, make sure Add to all content types remains selected.
8. Depending on the type list or library, there may be more settings in the Options section. Select the additional options that you want.
9. Click OK.

Import an Excel Spreadsheet into a List/Library

1. Click Site Actions.
2. Click View All Site Content
3. Click Create to create the custom list library
4. Choose List, then Import Spreadsheet icon
5. After clicking the Import Spreadsheet icon, type name of document.
6. Click Browse.
7. Choose Excel document you wish to import.
8. Click Import.

Sync with Outlook

1. From the site that you want to build your task list, choose Site Actions.
2. Then select More Options.
3. Choose Tracking from the list on the left. 
4. Select Tasks
5. Select More Options.
6. Give your new Task List a name and decide whether or not you would like a navigation link to be placed on the left side of your site.
7. After the task list is created, click on the List tab under List Tools and choose Connect to Outlook.
8. Confirm, Allow.
9. Select Yes within the pop-up dialog boxes.
10. You will see your new task list appear under the Tasks application of Outlook under and Other Tasks heading.
11. Outlook will appear and have its own confirmation dialog.
12. Select Yes.

Create a View within a List?

As the name implies, a view is a different way of looking at a list. For example, one view of a Contact list will show all of the columns, while another will show only Name, Phone Number, and Email address.  Generally, only a Group Owner can create a new list view.

1. Click on the list name, in the quick-launch bar on the left hand side. If your list is on your web page, skip to step 2.
2. At the top of your page, under List Tools, click on the List tab.
3. Click on the Create View icon.
4. In the Choose a view format section, select the Standard View.
5. In the Name section, provide a name in the View Name box. Check the box, if you want this view to be your default view.
6. In the Audience section, click on the radio button to make this view for yourself or everyone with access to the site.
7. In the Columns section, you can choose the items to display and the left-to-right order of the display. Under the Display column, check the items that you want to see. Under the Position from Left column, set the column order. When you make a change, the other items in the list are renumbered automatically.
8. In the Sort section you can define the ordering from top to bottom. In the example below, we are ordering the list alphabetically by Last name and then by zip code. In this example, the 96819 zip code is displayed above the 02150 zip code.
9. In the Filter section, you select the criteria for displaying data. For example, you could filter your list to show only those items that have a Status of “Pending.” If you have need for more than 2 filters, click on the Show More Columns.
10. In the Inline Editing section, if you want to edit a row within the current view, click on the check box.
11. There are several other options that are available in the View option, but these are not covered here. When you have completed the entries on this page, click the OK button.

 Recover a List Item

1. Click Site Actions
2. Select View All Site Content.  Note if you are not an administrator, your choice is limited to only View All Site Content.
3. Scroll down to the bottom of your page and click on the Recycle Bin.
4. Check the boxes next to the items that you want to restore. Check the top box next to the Type column heading to check all of the items.
5. Click Restore Selection at the top.
6. Click OK to confirm the restoration.