Introduction to SharePoint Lists
Ways to work with lists
- Track versions and detailed history You can track versions of list items, so that you can see which items have changed from version to version, as well as who changed the list items. If mistakes are made in a newer version, you can restore a previous version of an item. Tracking the history of a list is especially important if your organization needs to monitor a list as it evolves.
- Require approval You can specify that approval for a list item is required before it can be viewed by everyone. Items remain in a pending state until they are approved or rejected by someone who has permission to approve them. You can control which groups of users can view a list item before it is approved.
- Integrate e-mail with a list If incoming or outgoing mail has been enabled on your site, lists can take advantage of e-mail features. Some lists, such as calendars, can be set up so that people can add content to them by sending e-mail. Other lists, such as a task list, can be set up to send mail to people when items are assigned to them. Your organization can customize other types of lists to receive e-mail.
- Customize permissions You can specify whether participants for your list can read and edit only the items they created or all items in the list. People who have permission to manage lists can read and edit all list items. You can also apply specific permission levels to a single list item, for example, if the issue contains confidential information.
- Create and manage views Your group can create different views of the same list. The contents of the actual list don’t change, but the items are organized or filtered so that people can find the most important or interesting information, depending on their needs.
- Use formulas and calculated values You can use formulas and calculated values to dynamically generate information in the columns of a list. The operations can include information from one or more other columns in a list as well as system functions such as [today] to indicate the current date. For example, you can specify a default due date that is seven days from the current date.
- Keep informed about changes Lists and views in Windows SharePoint Services 3.0 now use RSS, so that members of your workgroup can automatically receive updates. RSS is a technology that enables people to receive and view updates or RSS feeds of news and information in a consolidated location. You can also create e-mail alerts to notify you when the lists are changed or when new items are added. Alerts are a convenient way to keep track of the changes that are important to you.
- Share list information with a database program If you have a database program installed that is compatible with Windows SharePoint Services 3.0, such as Microsoft Office Access 2007, you can export and import data to and from your site, as well as link a table from the database to a SharePoint list. When you work with your list data in a database, you can analyze it as you analyze any data, such as by using queries, joins, and reports.
Use lists consistently across sites If your group works with several types of lists, you can add consistency across multiple lists with content types, site columns, and templates. These features enable you to reuse the settings and list structure in an efficient way. For example, you can create a content type for a customer service issue that specifies certain columns (such as customer contact) and business processes for the content type. Another example is creating a site column for department names that has a drop-down list of departments. You can reuse the column in multiple lists to ensure that the names always appear the same way in each list.
Find links to more information about content types, site columns, and list templates in the See Also section.
- Work on list items from an e-mail program By using an e-mail program that is compatible with Windows SharePoint Services 3.0, you can take important list information with you. For example, with Microsoft Office Outlook 2007, you can view and update tasks, contacts, and discussion boards on your site from Outlook.