Thursday, 3 November 2016

SharePoint online and SharePoint 2016 List Settings

Today we will see all the setting available on Custom List for SharePoint online and SharePoint 2016.
To check the List setting, we need to open List or Library from List ribbon tab on the top of page. Here select List setting under List Tab.
Custom List Setting:  There is new column added content Type
Let’s check and describe one by one, we will describe all details with categories and sub categories on the List settings.
  1. List Information: Displays the library (or list) name, web address, and description
  2. General Settings: Includes Title and Description as well as Versioning, Advanced, and Rating settings.
  3. Permissions and Management: Includes saving the library/list as a template as well as Permission and Workflow settings.
  4. Communications: Configure RSS and incoming e-mail settings for the library or list.
  5. Content Types: If you have configured your library/list to allow for content types, a Manage Content Types section appears. Use this section to associate content types with your list or library. With content types, you can reuse columns across sites as well as across lists and libraries.
  6. Columns: View, add, and modify columns for the library or list.
  7. Views: Display and modify the library/list views. You can also create new views.

  1. List Information: It will display Name Web address and description.

  1. General Setting:
  • List Name, description and Navigation: We will assign name and description on fist box and navigation will specify link to the list appears in the quick launch.
Versioning Setting: Enabling the versioning setting will help us to see the history or the list items

We can track and manage information as it evolves. You can look at earlier versions and recover them, if necessary. That is very handy, for example, when people realize that earlier versions of an item might be more accurate than later ones. Some organizations retain multiple versions of items in their lists for legal reasons or audit purposes.
Content Approval: Use this section to decide whether or not to require content approval for items submitted to the list.
Item Version History: With this turned on whenever a list item is altered by a user a new version is created. There are two further options that limit the total number of versions allowed, as well the number of drafts for each approved version. Drafts are temporary versions of documents that have not been approved by a user with ‘Manage’ rights.
Draft Item Security: This controls which individuals can view drafts of the list, in increasing order of restrictiveness.
  • Advanced settings: SharePoint allow many settings to modify the setting on the list.

Content Types: Specify whether to allow the management of content types on this list. Each content type will appear on the new button and can have a unique set of columns, workflows and other behaviors.
Item-level Permission: Specify which items users can read and edit.  
Attachments: Specify whether users can attach files to items in this list. By default it will be enable here.
Folders: If we are creating folder it will specify whether the "New Folder" command is available. Changing this setting does not affect existing folders.
Search: we will specify whether this list should be visible in search results. Users who do not have permission to see these items will not see them in search results, no matter what this setting is.
Index Non-Default View: Specify whether non-default views of this list should be indexed.
Reindex List: Click the Reindex List button to reindex all of the content in this document library during the next scheduled crawl.   
Offline Client Availability: Specify whether this list should be available for offline clients.
Quick Edit: Specify whether Quick Edit can be used on this list to bulk edit data.
Dialogs: If dialogs are available, specify whether to launch the new, edit, and display forms in a dialog.
Automatic Index Management: Automatic index management allows SharePoint to maintain column indices on this list to provide the best query performance within views.
List experience: Select the experience you want to use for this list. The new experience is faster, has more features, and works better across different devices.  

  • Validation Settings: It used when we want to provide the users to provide a specific kind of validation on their each submission of their document or items.

  • Audience targeting settings: By using target audiences, we can display content such as list or library items, navigation links, and entire Web Parts to specific groups of people. This is useful when you want to present information that is relevant only to a particular group of people. For example, you can add a Web Part to the legal department's portal site that contains a list of legal contracts that is visible only to that department.
  • Rating Settings: Specify whether or not items in this list can be rated. When you enable ratings, two fields are added to the content types available for this list and a rating control is added to the default view of the list or library. You can choose either "Likes" or "Star Ratings" as the way content is rated

  • Form Settings: Use Microsoft InfoPath to customize the form for this list. You can modify the form layout, add pictures and formatted text, add custom data validation, create additional views, and add rules.   
3. Permissions and Management
  • Delete this list: It will allow to delete the list.
  • Save list as template:  It will allow you to save list as template.

  • Permission for this list:  This will allow us to assign permission and behavior for this particular list.
  • Workflow settings: This allow us to change workflow settings.
  • Generate file plan report: Here we can allow where to save the report once it has been generated.
  • Enterprise Metadata and Keywords Settings: An enterprise keywords column allows users to enter one or more text values that will be shared with other users and applications to allow for ease of search and filtering, as well as metadata consistency and reuse.
  • Information Management Policy Settings:

4. Communications: Configure RSS and incoming e-mail settings for the library or list.
  • Rss Settings:
5. Content Types: Content types enable you to organize, manage, and handle content in a consistent way across your sites. This list is configured to allow multiple content types. Use content types to specify the information you want to display about an item, in addition to its policies, workflows, or other behavior.

6. Columns: View, add, and modify columns for the library or list. Then here we have columns where you can create, add, modify, order or index columns.

  • Create Column:
  • Add Columns from Site Columns:  We can add column from existing site column.
  • Indexed Column: Use this page to view and change the indexing settings for this list. You can create a new index or remove an existing one.
7. Views: Display and modify the library/list views. You can also create new views.

  • Create View: we can create view with existing filed value.

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