Understanding SharePoint 2010 Lists & Libraries

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1. Greg GignacUnderstanding Lists & Libraries Copyright © Greg Gignac, All Rights Reserved 2. About Your Instructorã Experience: SharePoint Consultant for the past…
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  • 1. Greg GignacUnderstanding Lists & Libraries Copyright © Greg Gignac, All Rights Reserved
  • 2. About Your Instructor• Experience: SharePoint Consultant for the past 3 years implementing and architecting business solutions inside intranets/extranets built on the MS SharePoint 2010 platform.• Education: Villanova Master Certificates; Project Management, Business Analysis, ROI Analysis• Certifications: PMI - Certified Associate in Project Management AIIM - Certified SharePoint 2010 Specialist AIIM - Certified Practitioner; ECM, BPM, IOA MOS - SharePoint 2010, Outlook 2010, PowerPoint 2010 MCT - Microsoft Certified Trainer Copyright © Greg Gignac, All Rights Reserved
  • 3. Meet & Greet• 1-minute introduction: – Name – Work – What version of SharePoint are you using and what is your experience level? – What are your expectations of this class? Copyright © Greg Gignac, All Rights Reserved
  • 4. Contact InfoName: Greg GignacEmail: gregignac@hotmail.comhttp://www.linkedin.com/pub/greg-gignac/7/683/402 Copyright © Greg Gignac, All Rights Reserved
  • 5. Housekeeping• This Class is 3 hours in length - 9:00 to 12:00• Bathrooms - down hall on either side• Vending Machines - across the hall• Fire Exits - end of both halls Copyright © Greg Gignac, All Rights Reserved
  • 6. Preflight Check1. Get comfortable  • Temperature • Chair1. Do you have a handout?2. Feel free to take NOTES! • Do you have pen and paper? Copyright © Greg Gignac, All Rights Reserved
  • 7. Pre-Course Announcement• Understanding Lists & Libraries – What are Lists & Libraries? – Why use a List or Library? – When to use a List or a Library? – Where are Lists & Libraries located? Copyright © Greg Gignac, All Rights Reserved
  • 8. Course Prerequisites• Do you have at least 2 months experience with the Microsoft SharePoint platform?• Do you have basic knowledge of the Microsoft Office suite? Word, Excel etc. Copyright © Greg Gignac, All Rights Reserved
  • 9. SharePoint Resources• Websites Office.com, nothingbutsharepoint.com• Books The SharePoint Shepherd’s Guide for End Users, How to Do Everything Microsoft SharePoint• Videos• Lynda.com, SharePoint-Videos.com• Conferences SharePoint Saturday(free)• LinkedIn SharePoint Groups Copyright © Greg Gignac, All Rights Reserved
  • 10. Module 1Understanding SharePoint Lists & Libraries Copyright © Greg Gignac, All Rights Reserved
  • 11. Learning Objectives• What is a SharePoint List & Library?• Why use a List or Library?• When to use a List or Library?• Where are List & Libraries located? Copyright © Greg Gignac, All Rights Reserved
  • 12. SharePoint Lists & LibrariesWhat•Lists & Libraries first appeared in the 2001version of the SharePoint platform•Lists and libraries are modern, flexible structuresto store information compared to the folderstructures found in Microsoft Operating Systems.•Lists and Libraries have a column/row structurelike an Excel spreadsheet. Copyright © Greg Gignac, All Rights Reserved
  • 13. SharePoint Lists & Libraries Copyright © Greg Gignac, All Rights Reserved
  • 14. SharePoint Lists & Libraries• Lists & Libraries in SharePoint 2001• Lists & Libraries are modern, __________ structures to __________ information.• Lists & Libraries ___________ to the folder structure of Microsoft Operating systems.• Lists & libraries have a _________ / _____ structure like an Excel spreadsheet. Copyright © Greg Gignac, All Rights Reserved
  • 15. SharePoint Lists & LibrariesWhy•Lists & Libraries provide flexibility for storinginformation that is not possible in a folderstructure.•3 New Capabilities:- Sort- View- Filter Copyright © Greg Gignac, All Rights Reserved
  • 16. SharePoint Lists & Libraries SORT Copyright © Greg Gignac, All Rights Reserved
  • 17. SharePoint Lists & LibrariesWhy•Lists & Libraries provide flexibility for storinginformation that is not possible in a folderstructure.•3 New Capabilities:- Sort- View- Filter Copyright © Greg Gignac, All Rights Reserved
  • 18. SharePoint Lists & Libraries VIEW Copyright © Greg Gignac, All Rights Reserved
  • 19. SharePoint Lists & LibrariesWhy•Lists & Libraries provide flexibility for storinginformation that is not possible in a folderstructure.•3 New Capabilities:- Sort- View- Filter Copyright © Greg Gignac, All Rights Reserved
  • 20. SharePoint Lists & Libraries FILTER Copyright © Greg Gignac, All Rights Reserved
  • 21. SharePoint Lists & Libraries Mnemonics STOP VIEWING FOLDER S Copyright © Greg Gignac, All Rights Reserved
  • 22. SharePoint Lists & Libraries Mnemonics SORT VIEW FILTER Copyright © Greg Gignac, All Rights Reserved
  • 23. SharePoint Lists & Libraries Mnemonics STOP VIEWIN G FOLDER S Copyright © Greg Gignac, All Rights Reserved
  • 24. SharePoint Lists & LibrariesQ. Why use Lists & Libraries?a. Freeb. Flexiblec. Fun Q. What capabilities do list and libraries provide?a. standardizing, vectoring, focusingb. sections, variables, columnsc. sort, view, filter Copyright © Greg Gignac, All Rights Reserved
  • 25. SharePoint ListsLists•Lists can be createdinside any SharePointsite.•Lists are structured incolumns and rows.•Lists hold data in theirrespective column androw. Copyright © Greg Gignac, All Rights Reserved
  • 26. SharePoint LibrariesLibraries•Libraries can be createdinside any SharePoint site.•Libraries are structured incolumns and rows.•Libraries hold data in theirrespective column and rowwith the added capability ofattaching a file to adesignated type column. Copyright © Greg Gignac, All Rights Reserved
  • 27. When to use a List or Library?When•The primary difference between a list and libraryis the added capability of attaching a file type to alibrary.•SharePoint supports most file types such asWord, Excel, PowerPoint, PDF etc. Copyright © Greg Gignac, All Rights Reserved
  • 28. When to use a List or Library?When to use Lists-A use case of a list is a phone list where you onlyneed to view basic contact information;Name | Number | RelationshipJohn Smith 555 - 5555 Brother Copyright © Greg Gignac, All Rights Reserved
  • 29. When to use a List or Library?When to use Libraries-A use case for a library is an area where you wouldlike to store all of your sales information. Thisincludes basic information about the client as well asthe client’s contract which in this case is a worddocument.File Type | Client | Region | Total Sales John Smith East $5,000.00 Copyright © Greg Gignac, All Rights Reserved
  • 30. When to use a List or Library? Association TrickThink of the Library as a “Reference Library”•You build a library rather than a list because youneed to “reference” (or attach) information.•You visit a library to reference a book or document. Copyright © Greg Gignac, All Rights Reserved
  • 31. When to use a List or Library?The primary difference between a list and a library isthe added capability of attaching a ______ _____ toa library.Name a file type you can attach to a library?1.2.3. Copyright © Greg Gignac, All Rights Reserved
  • 32. When to use a List or Library?If you wanted to store a group of excelworksheets in SharePoint would you create alist or library? Copyright © Greg Gignac, All Rights Reserved
  • 33. Where are Lists and Libraries?Where•List and Libraries are located and created in anySharePoint site.•There is no limit on the number of lists orlibraries that you can create on a site. Copyright © Greg Gignac, All Rights Reserved
  • 34. Ready, Set, Review• What is a SharePoint List & Library?• Why use a List or Library?• When to use a List or Library?• Where are Lists & Libraries located? Copyright © Greg Gignac, All Rights Reserved
  • 35. Questions Copyright © Greg Gignac, All Rights Reserved
  • 36. Break Time• Next Module – Using Lists, Case Studies Please be back in 15 Minutes Copyright © Greg Gignac, All Rights Reserved
  • 37. • Thank You for Learning!! Copyright © Greg Gignac, All Rights Reserved
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