Working with SharePoint lists, Part 1

The first part of this two-part tutorial guides you through the process of adding a list to your Microsoft Windows SharePoint Services site and then customizing it to include the columns of information that you want. In part 2, you'll also learn about using sorting, filters, and views to display the information just the way you want. Suppose a team from your company, Contoso Corporation, has an upcoming customer meeting with Trey Research. You and your team have tasks to complete in preparation for that meeting. To keep track of these work items, you'll create a new tasks list on your SharePoint site. You'll then create columns, add items to the list , and learn about display options for items in that list.

Goals
After completing this tutorial, you will know how to:

Create a list Add columns to a list Add items to a list

Before you begin

To complete this tutorial, you'll need a Windows SharePoint Services site. It's best to try out these tutorials on a site that's not being used by a team. Your system administrator can create one for you or you can create a site beneath your team's current site as described in this section. Make sure you are a member of the Administrator or Web Designer site groups or a site group with the Add and Customize Pages right on the new site.

Create a practice site

NOTE You can create a subsite under the current site if you are a member of the

Administrator site group or a member of a site group that has the Create Subsite right. If you are not a member of the Administrator site group, ask the site administrator to create a subsite for you. Make sure you are a member of the Web Designer or Administrator site group in the new subsite. 1. On the top link bar, click Create. 2. At the bottom of the page in the Web Pages section, click Sites and Workspaces. 3. In the Title and Description section, type a name, such as List Tutorial, and a description for the new site.

For example, you can type Working with Lists Practice Site for the description of this site. 4. In the Web Site Address section, type the Web address (URL). The first part of the address is provided for you. For the second part, type list-tutorial. 5. In the Permissions section, click Use same permissions as parent site. 6. Click Create. 7. On the Template Selection page, click Team Site, and then click OK. After the site is created, it appears in your browser.

Add sample users

The site you use will need to have at least three users, including yourself. If you created a new site using the instructions in previous section, you should already have some users to work with from the parent Web site. Using accounts from the parent site won't affect the users in any way you'll simply be using their names. If you're using a trial hosted site, or an administrator created a site for you without any users, you can add made-up users to the site. To add users to a site that doesn't have at least three users (including yourself), complete the following steps. To complete these steps you must be a member of the Administrator site group or a site group with the Manage Web Site right. 1. On the top link bar of your SharePoint site, click Site Settings. 2. On the Site Settings page, in the Administration section, click Manage Users. 3. On the Manage Users page, click Add Users. 4. In the Step 1: Choose Users section specify the two users that you want to add, separated by semicolons. You can enter:

E-mail addresses (for example, user1@example.com; user2@example.com) User names (for example, DOMAIN\user_name) Microsoft Active Directory directory service security group names (for example, DOMAIN\security_group_name) Domain group names (for example, DOMAIN\group_name) Cross-site group names (for example, Accounting) 5. In the Step 2: Choose Permissions section, select the Reader check box, and then click Next. Because these users won't actually be interacting with this site, there's no need to give them sufficient permissions to make changes.

6. In the Step 3: Confirm Users section, verify the e-mail addresses, user names, and display names. 7. In the Step 4: Send E-mail section, clear the Send the following e-mail to let these users know they've been added check box. Because this tutorial is just for practice, you don't want to send e-mail messages to these users. 8. Click Finish. In the tutorial, we'll refer to the users you added as User1 and User2. With the site and users prepared, you're ready to start working with SharePoint lists.

About SharePoint lists

A list in your Web site based on Microsoft Windows SharePoint Services is a collection of information that you share with team members. For example, you can create a sign-up sheet for an event, or you can create a tasks that you need to track. You can use the lists that come with your site as is, you can change or delete lists that you don't use, and you can create your own lists. Windows SharePoint Services has templates for links, announcements, contacts, events, tasks, and issues lists. When you create your own lists, you can base them on the designs used for the built-in lists, or you can create custom lists from scratch. In this example, you'll create a list based upon the Tasks template. If you have a Windows SharePoint Services-compatible program such as Microsoft Office Excel 2003 and Microsoft Internet Explorer 5 or later installed, you can create lists that are based on spreadsheets.

Creating a list
After you have access to a site, you're ready to create the list to track your team work items for the upcoming visit. To complete the following steps, the account you use to access the site must be a member of the Administrator or Web Designer site groups or a site group with the Add and Customize Pages right. 1. In the top link bar, click Create. 2. On the Create Page page, click Tasks. 3. In the Name box, type the name for the list: Trey Research Visit Tasks.

4. In the Description box, type the description Trey Research visit work items. 5. In the Navigation section, click Yes to put a link to this list on the Quick Launch bar on the home page.

In a site with only a few lists, it's a good idea to choose Yes here. Having a list on the Quick Launch bar makes it easier for site users to find it. But in sites with many lists and libraries, you'll want to include only the most commonly used lists and libraries or the Quick Launch bar will get too long. 6. Click Create. The new tasks list appears in your Web browser. Site users can get to the new list by clicking Documents and Lists on the top link bar, and then clicking the list name in the Lists section. If you chose to add the list to the Quick Launch bar, users can also click the list name there to open it.

Adding a column
When you create a tasks list, it comes with many useful columns for tracking your tasks. Default columns can track priority, status, task ownership, and time constraints. For the upcoming visit to Trey Research, you can add a column to help categorize the tasks as

related to either travel planning, legal research, market research, or part of the presentation your team is making. Having this column will also be useful in the sections of these tutorials that cover sorting, filtering, and creating views later. 1. Go to the tasks list you created in the previous set of steps (if you're not already there): On the top link bar, click Documents and Lists. On the Documents and Lists page, click the name of the tasks list (Trey Research Visit Tasks in this example). 2. Click Modify settings and columns. 3. In the Columns section, click Add a new column. 4. In the Name and Type section, in the Column name box, type Area, and then click Choice (menu to choose from).

5. In the Optional Settings for Column section, type Functional area for each work item as the description for the column. 6. In Require that this column contains information, click Yes. 7. In the Type each choice on a separate line box, replace the placeholder text with the following entries: Travel Plans Legal Research Market Research Presentation 8. In Display choices using option, click Drop-Down Menu. In this case, the Radio Buttons option would work as well. The Checkboxes option allows users to choose more than one area; however, that's not a good choice for this exercise, since you will sort on only one category. 9. In the Allow fill-in choices option, click No.

If you know that the number of categories is going to increase over time, it's good to enable this option. However, in this example each functional area will have an owner assigned, so you want to control which categories appear. You don't want users to create categories that don't have an owner to track. 10. In Default value, make sure Choice is selected. The first item in the list (Travel Plans, in this case) is the default. 11. Make sure the Add to default view check box is selected. 12. At the bottom of the page, click OK. Now that you've added the Area column, you're ready to add some items to the tasks list. After that's done, you'll be ready to learn about different ways to view the list information.

Adding items to a list

1. Go to the tasks list you created earlier (If you're not already there): On the top link bar, click Documents and Lists. On the Documents and Lists page, click the name of the tasks list (Trey Research Visit Tasks in this example). 2. At the top of the list, click New Item. 3. In the Title box, type Plane tickets. 4. You don't need to change the default information for the Priority, Status, and % Complete fields. 5. In the Assigned to field, choose your name. 6. In the Start Date and Due Date boxes, click the calendar time in the hour and minutes boxes. 7. In the Area box, click Travel Plans. 8. Click Save and Close at the top of the form. Now to give you some more information to work with, go back and add the items listed in the following table.
NOTE If you don't see the names of the users in the Assigned to option, they may need

, select a date, and then select a

to visit the site and interact with it, such as by adding an item to a list and then deleting it. This is a common problem when you add users as part of a Windows NT Security group or when a site allows anonymous access.

TITLE

ASSIGNED

PRIORITY AREA

TO
Plane tickets Hotel rooms Patent search Contract proposal Presentation Focus group Yourself User1 User2 User2 Yourself User1 2 2 1 1 1 2 Travel Plans Travel Plans Legal Research Legal Research Presentation Market Research

TIP You can add, edit, and delete list times much more quickly if you have a Windows

SharePoint Services-compatible datasheet program, such as Microsoft Office 2003 Professional, installed. Datasheet programs allow you to work with list entries just as you would in a spreadsheet program, such as Microsoft Office Excel 2003, without having to switch to a separate program. To use the datasheet program, just click the Edit in Datasheetbutton at the top of the list.

Suggested next steps

Congratulations on completing Working with SharePoint Lists, Part 1! Now that you have learned the basics of working with lists, learn how to change the way list information is displayed so you can find and manage information more easily by completing the tutorial Working with SharePoint lists, Part 2.
NOTE The example companies, organizations, products, domain names, e-mail

addresses, logos, people, places, and events depicted herein are fictitious. No association with any real company, organization, product, domain name, email address, logo, person, places, or events is intended or should be inferred.

Microsoft Windows SharePoint Services technology This tutorial teaches you how to view information in lists based on Microsoft Windows SharePoint Services. It is the second of a two-part tutorial. In the first part, Working with SharePoint lists, Part 1, you learned

the basic steps of creating a list, adding columns, and adding new list items. You should complete Part 1 before you take this tutorial. In this tutorial, you will continue to use the example of your team's visit to Trey Research to learn how to sort and filter list items so you can find and manage information more easily. You also learn how to create a view so that you can specify more advanced display settings and save them.

Goals
After completing this tutorial you will know how to:

Sort a list based on the data in one column Filter a list Create a custom view of a list

Sorting a list by column

You can use any column of a list or library to sort items. In the following steps, you'll sort the tasks list you created in Part 1 of this tutorial by the team member responsible for it.

Sort a list
1. Go to the tasks list you created earlier (if you're not already there): On the top link bar, click Documents and Lists. On the Documents and Lists page, click the name of the tasks list (Trey Research Visit Tasks in this example).

2. Click the Assigned to column heading.

NOTE If you want to reverse the sort order (ascending

or descending), click the name of the column again. An arrow next to the column name indicates the direction of the sort.

Filtering a list
Filtering is a quick and easy way to find and work with a subset of entries in a list or library. A filtered list displays only the rows that meet the criteria you specify for a column. Unlike sorting, filtering does not rearrange the items. Filtering hides rows you do not want to appear. In the following steps, you'll filter the tasks list so only the items related to travel plans appear.

Filter a list
1. Go to the tasks list you created earlier (if you're not already there): On the top link bar, click Documents and Lists. On the Documents and Lists page, click the name of the tasks list (Trey Research Visit Tasks in this example). 2. On the toolbar, click Filter. A drop-down list appears above each column containing all of the values for that column. 3. Click the list for the Area column, and then click Travel Plans.

You can continue to apply additional filters until only the desired items appear. To remove a filter, click All in the drop-down list for the filtered column. Other filters are unaffected.

About custom views

Views make it easy to see information in a variety of ways. You can use views in lists (such as Announcements, Contacts, and so on), and you can also use them in libraries, surveys, and discussion boards. When you create a view, a link to the view is added to the Select a View section on the page that displays the list. An indicator marks the active view, as shown:

You can create custom views to do one or more of the following:

Filter by a set of criteria Sort in a particular order Hide or show columns

Group information based on list data Display subtotals of columns Show lists with date information as calendars or tables For example, instead of applying the same filter every time you go to a particular list, you can create a view that includes the filter. To see the filtered information, you can click the link to the view you created. You can even make your new view the default public view, so that when your team members go to the page that displays a list they automatically see the filtered information.

Types of views
In this tutorial, you'll create a public view of items belonging to each user, sorted by area. All users can see and use this view. You also have the option of creating a personal view. Other site users will see only public views and their own personal views. You'll be creating a standard view, as opposed to a datasheet or calendar view. Standard views display list information in the manner that you specify. You can view and work with list data from any supported Web browser. Standard views require no special software on your computer. In a standard view, you filter, update, add, or delete items one at a time. Datasheet views require that you have a Windows SharePoint Services-compatible datasheet program installed, such as Microsoft Office 2003 Professional.

Datasheet programs allow you to quickly add, delete, and update list entries just as you would in a spreadsheet program, such as Microsoft Excel, without having to switch to a separate program. Another type of view is a calendar view. If your list includes a column with dates, you can create a view that displays the list as a calendar. This feature allows you to create a custom list that you can view either as a standard tabular view, or as a calendar. You can switch between the two views quickly.

Creating a view
In the following steps, you'll create a view that displays your tasks, grouped by Area. When your team members use the view, they'll see their own tasks, grouped by Area.

Create a view
1. Go to the tasks list you created earlier (if you're not already there): On the top link bar, click Documents and Lists. On the Documents and Lists page, click the name of the task list (Trey Research Visit Tasks in this example). 2. Click Modify settings and columns. 3. Under Views, click Create a new view, and then click Standard View. 4. On the Create View page, in the Name section, type My Tasks by Area.

5. In the Audience section, click Create a public view. 6. In the Columns section, you choose which columns appear in this view. Select the following columns and clear the rest:

Attachments Title (linked to item with edit menu) Status Priority Due Date % Complete Area 7. The numbers on the right show the position for each column.

Suppose the Priority and Area columns are important to you. You'll want them to appear closer to the left side of the view than to the right. Change the numbers so that the columns appear in this order:

COLUMN
Attachments Title (linked to item with edit menu)

ORDER
7 1

Status Priority Due Date

5 2 4

% Complete 6 Area 3 8. In the Filter section, click Show items only when the following is true. 9. In the first of Show the items when column menus, click Assigned to. 10. Leave the second menu set to Is equal to. 11. In the text box below the second menu, type [Me]. Entering [Me] here will the tasks assigned to the current user, so all members of your team can use the same view and see only their items. When you're finished, it should look like the following:

12. Click the plus sign (+) next to Group By to expand the Group By section. 13. In the Group By section, in the list under First group by the column, click Area.

14. Select Show items in ascending order or Show items in descending order. 15. Under By default, show groupings, select Expanded. Expanded groupings show the grouping title and all items. Collapsed groupings show only the title of the grouping. 16. At the bottom of the page, click OK. 17. On the Customize Trey Research Visit Tasks page, click Go back to "Trey Research Visit Tasks."
NOTE At any time you can delete a view by

clicking Delete at the bottom of the Edit View page. The default view of a list, document library, or discussion board cannot be deleted. To delete the current default view, set another view as the default, and then delete the original default view.

Suggested next steps

Congratulations on completing this tutorial! Now that you have learned the basics of working with lists and views, here are a few suggestions for additional tasks you can try, to learn about Windows SharePoint Services:

Learn how to manage users and set permissions for a SharePoint site Take the tutorial Managing users and specifying permissions for a Web site based on Windows SharePoint Services

Learn how to customize a SharePoint site using a Web browser Take the tutorial Customizing a SharePoint site in your Web browser Learn how to change the Quick Launch bar Read the article Change the Windows SharePoint Services Quick Launch Bar by using FrontPage 2003. Learn how to move a list to a spreadsheet Read the article Export a SharePoint list to a spreadsheet. After you finish this tutorial, you can delete your practice site so that you don't waste your server resources. (You must be a member of the Administrator site group for your site to delete it. If you are not a member of the Administrator site group, you can ask the person who created the site for you to delete it.)

Delete a site
1. Click Site Settings on the top link bar of your site. 2. On the Site Settings Page, click Go to Site Administration. 3. On the Site Administration page, in the Management and Statistics section, click Delete this site. 4. On the confirmation page, click Delete.
NOTE The example companies, organizations,

products, domain names, e-mail addresses, logos, people, places, and events depicted herein are fictitious. No association with any real company, organization, product, domain name, email address,

logo, person, places, or events is intended or should be inferred.

Working with SharePoint document libraries

Document libraries are collections of files that you can share with team members on a Web based on Microsoft Windows SharePoint Services. For example, you can create a library of common documents for a project, and team members can use their Web browsers to find the files, read them, and make comments. Users with Microsoft Office 2003 can check out and edit the files as if they resided on a local or network drive. By default, your team Web site comes with a built-in document library named Shared Documents, which is listed on the Quick Launch bar as well as on the Documents and Lists page.

About this tutorial

This tutorial teaches you how to use some of the most basic features of working with SharePoint document libraries.

Goals
After completing this tutorial, you will know how to:

Create a document library Create folders and navigate between them Add files to a document library Check out, edit, and check in files. Set properties of files Delete documents and folders Links to information on using more advanced features document libraries like Web discussions and content approval appear at the end of this tutorial. Suppose you're the owner of a new site at Contoso corporation and want to share some files that were created in Microsoft Office Excel, PowerPoint, and Word. The files are being prepared for an upcoming customer visit with Trey Research. You want to create some presentations, documents, and spreadsheets with supporting data.

Before you begin

To complete this tutorial, you'll need a Windows SharePoint Services site and an empty document library. It is best to try out these tutorials on a site that is not being used by a team. Your system administrator can create one for you or you can create a site beneath your team's current site as described in the next section. If you don't have a server running Windows SharePoint Services available and have Internet access, you can sign up for a hosted Windows SharePoint Services trial.

Create a practice site

NOTE You can create a subsite under the current site if you are a member of the

Administrator site group or a member of a site group that has the Create Subsite right. If you are not a member of the Administrator site group, ask the site administrator to create a subsite for you. Make sure you are a member of the Web Designer or Administrator site group in the new subsite. 1. On the top link bar, click Create. 2. At the bottom of the page in the Web Pages section, click Sites and Workspaces. 3. In the Title and Description section, type a name, such as Document Library Tutorial, and a description for the new site. For example, you can type Working with Document Libraries Practice Site for the description of this site. 4. In the Web Site Address section, type the Web address (URL). The first part of the address is provided for you. For the second part, type documentlibrary-tutorial. 5. In the Permissions section, click Use same permissions as parent site. 6. Click Create. 7. On the Template Selection page, click Team Site, and then click OK. After the site is created, it appears in your browser.

Downloading sample documents

To complete this tutorial, you'll need to go to the Download Center to download a set of practice documents. Follow the instructions on the download page to save the files to your computer.
NOTE If you have a set of documents that you'd rather work with, you can use those

instead. The practice documents are provided as a convenience.

After you have a site and documents to practice with, you'll need to create a document library as described in the next section. Make sure you are a member of the Administrator or Web Designer site groups or a site group with the Add and Customize Pages right on the new site.

Creating and configuring a document library

Now that you have a site and some documents to work with, you're ready to create your document library and set up some folders.

Create a document library

1. On the top link bar, click Create. 2. On the Create Page page, click Document Library. 3. In the Name box, type Trey Research Visit.

4. In the Description box, type Supporting files for upcoming customer meeting with Trey Research. 5. In the Navigation section, click Yes to put a link to this document library on the Quick Launch bar on the home page.

In a site with only a few lists and libraries, it's a good idea to choose Yes here. Having a link to a document library on the Quick Launch bar makes it easier for site users to find it. But in sites with many lists and libraries, you'll want to include only the most commonly used lists and libraries or the Quick Launch bar will get too long. 6. In the Document Versions section, click No. For document libraries that will contain files that get developed over time, it is a good idea to turn document versions on. You won't be changing the files in this tutorial, however, so there is no need to save versions. 7. Click Create. A page that displays the default view of the new document library appears.

Creating folders
1. Go to the Trey Research Visit you created earlier (if you're not already there): On the top link bar, clickDocuments and Lists. On the Documents and Lists page, click Trey Research Visit Tasks. 2. In the Trey Research Visit document library, click New Folder. 3. On the New Folder page, in the Name box, type Presentations. 4. Click Save and Close. 5. Repeat these steps and create two more folders called Spreadsheets and Documents.

Moving between folders

1. To go into the Presentations folder, click on its name. 2. To move back up to the top level of the folder, click Up .

Adding a column to a document library

When you add a column to a document library, you add a new type of property that users can set for files in that library. You can require that users enter information for a column, or columns can be optional. By adding columns (properties), you make it easier to sort, filter, and organize files for retrieval. By default all document libraries come with columns that let you edit the name and title of the file. There are also columns that Windows SharePoint Services maintains for information such as the name of the person who last edited the file and the date and time the file was last saved. For the upcoming visit to Trey Research, you will add a column to so that document owners can specify how close their files are to being finished. 1. Go to the Trey Research Visit you created earlier (if you're not already there): On the top link bar, clickDocuments and Lists. On the Documents and Lists page, click Trey Research Visit Tasks.

2. In the Trey Research Visit document library, click Modify settings and columns. 3. In the Columns section, click Add a new column. 4. In the Name and Type section, in the Column name box, type Status, and then click Choice (menu to choose from).

5. In the Optional Settings for Column section, type Status for each file as the description for the column. 6. In Require that this column contains information, click Yes. 7. In the Type each choice on a separate line box, replace the placeholder text with the following entries: Not Started Writing Team Review Legal Review Complete 8. In Display choices using option, click Drop-Down Menu. In this case, the Radio Buttons option would work as well. The Checkboxes option allows users to choose more than one status. 9. In the Allow fill-in choices option, click No. If you know that the number of categories is going to increase over time, it is good to enable this option. However, in this example, you want to control which options for file status appear so that it is easier to track progress. 10. In Default value, make sure Choice is selected. The first item in the list (Not Started, in this case) is the default. 11. Make sure the Add to default view check box is selected.

12. At the bottom of the page, click OK. Now that you've added the Status column, you're ready to add some files to the library.

Adding documents to the document library

This tutorial will show you three methods for uploading pictures to a picture library. Windows SharePoint Services provides the first of these methods, single upload. Office 2003 provides a tool for uploading multiple documents, or you can save a file directly to a document library from within an Office 2003 program.

Uploading a single file from the Web browser

1. Go to the Trey Research Visit you created earlier (if you're not already there): On the top link bar, clickDocuments and Lists. On the Documents and Lists page, click Trey Research Visit Tasks. 2. In the Trey Research Visit document library, click the Presentations folder that you created earlier. 3. Click Upload Document. 4. On the Upload Document page, click Browse to the folder with the sample documents you downloaded earlier. 5. Click the file Project Status.ppt and then click Open. 6. Click Save and Close. The Microsoft Office PowerPoint 2003 presentation file appears in the document library. The Status property is set to the default value that you chose when you created that column. 7. Repeat the steps above and add the sample file Recommending a Strategy.ppt.
NOTE You can add any other files to the document library this way. For example, you

could go to your My Documents folder and add files from there.

Uploading multiple documents

The steps below teach you how to upload multiple documents if the computer you are working at has Office 2003 installed. Even though you will be working in Windows SharePoint Services in your Web browser, you will only see the Upload Multiple Files link mentioned below if you have Office 2003 installed. In the example below, you'll add the sample Microsoft Microsoft Office Excel spreadsheet files and Word documents to the Spreadsheets andDocuments folders respectively that you created earlier.

1. Go to the Trey Research Visit you created earlier (if you're not already there): On the top link bar, clickDocuments and Lists. On the Documents and Lists page, click Trey Research Visit Tasks. 2. In the Trey Research Visit document library, click the Documents folder that you created earlier. 3. Click Upload Document. 4. On the Upload Document page, click Upload Multiple Files. 5. Go the folder where you downloaded the practice files. 6. Select the two Word files (Memo_Draft.doc and Memo_Final.doc) by selecting the check box next to each file. 7. Click Save and Close. 8. When prompted to confirm that you want to upload the files, click Yes. The files appear in the document library. The Status property is set to the default value that you chose when you created that column. 9. Repeat the steps above to put the two Excel spreadsheet files (Cost analysis with pareto chart1.xls andStart-up capital estimate1.xls) into the Spreadsheets folder.
NOTES

You can also use the Explorer view to copy multiple files to a document library. In the Select a View pane, clickExplorer View, and then, from a Windows Explorer window, drag the desired files into the document library. If you're familiar with using network paths, you can also copy files to a document library using the method described in Setting up Windows SharePoint Services as a Collaborative File Store.

Working with files in a document library

Now that you've added files to the document library, you're ready to learn how to check out a file, open it for editing, and then change the properties of a file.

Checking out a document

With document library files, you should always check out a file before opening it and making changes. This prevents other users from opening the file and making changes while you have it checked it. If a user views the file while you have it checked out, he or she will see the last version that was checked out, not the version that you're working. Once you check the file back in, users can see the changes that you made.

Checking out a file

1. Go to the Trey Research Visit you created earlier (if you're not already there): On the top link bar, clickDocuments and Lists. On the Documents and Lists page, click Trey Research Visit Tasks. 2. In the Trey Research Visit document library, point to the file Memo_Draft.doc to display a down arrow. 3. Click the down arrow to reveal a menu, and then click Check Out. Once you've checked out a file, the Check Out option on the menu changes to Check In. You can use this option to check the file back in after you're done making changes to the file. In this tutorial, however, you'll use the Check In option in Word.

Open a file for editing

Now that the Memo_Draft.doc file is checked out, you're ready to open it in Microsoft Word. The steps below describe opening a file for editing using Microsoft Office Word 2003. For information about using Microsoft Word 2002 or Microsoft Word 2000 with Windows SharePoint Services, see Good, Better, Best: Windows SharePoint Services Integration. 1. Go to the Trey Research Visit you created earlier (if you're not already there): On the top link bar, clickDocuments and Lists. On the Documents and Lists page, click Trey Research Visit Tasks. 2. In the Trey Research Visit document library, point to Memo_Draft.doc to display a down arrow. 3. Click the down arrow to reveal a menu, and then click Edit in Microsoft Office Word. Microsoft Office Word 2003 opens, displaying the file. The Shared Workspace pane also opens. Normally after you open a file for editing, you'd have some changes to make. There's no need to do so for this tutorial however.
NOTE When working with a document library from your Web browser, if you click the

name of the file it opens in read-only mode. If this occurs and you want to edit the file and save changes, simply close the file and use the steps listed above to edit the document. Don't use the Save As option from your Office 2003 program to save the file back to the document library with a different name. This can cause confusion for your team when they try to find the right file to update.

Setting properties on a document from within an application

Now that you know how to check out a file and open it in a Office 2003 program, you're ready to learn how to set properties for the file.

1. The Memo_Draft.doc file should still be open in Word 2003 with the Shared Workspace pane open. If this pane is not open, click View, and then click Task Pane. 2. Click the Document Information tab.

3. Change the Status property to Writing.

Check in a file from within an application

With the properties set, you're ready to check the file in and close Word 2003. 1. Click File, and then click Check in. 2. Click File, and then click Exit. If a file in a document library is missing required property settings, you'll be prompted to provide them. After you've done so, Word 2003 will close.

Setting properties on a document by using a Web browser

You've already learned how to set properties using the Shared Workspace page in Office 2003 programs. Now you'll learn how to do so using a Web browser. This is handy because it allows you to change properties without opening an application. 1. In the Trey Research Visit document library, go to the Spreadsheets folder. 2. Rest the pointer over Start-up capital estimate1.xls, and then click the arrow to display a drop-down menu. 3. On the drop-down menu, click Edit Properties. 4. In the Status field, choose Complete. 5. Click Save and Close.

Suggested next steps

Congratulations on completing this tutorial! Now that you have learned the basics of working with document libraries, here are a few suggestions for additional tasks you can try, to learn about Windows SharePoint Services:

Learn about working with SharePoint lists Take the tutorials Working with SharePoint Lists, Part 1 andWorking with SharePoint Lists, Part 2. Learn how to manage users and set permissions for a SharePoint site Take the tutorial Managing users and setting permissions for a Web site based on Microsoft Windows SharePoint Services Learn how to customize a SharePoint site using a Web browser Take the tutorial Customizing a SharePoint site in your Web browser Learn how to change the Quick Launch bar Read the article Change the Windows SharePoint Services Quick Launch Bar by using FrontPage 2003.

Learn how to move a list to a spreadsheet spreadsheet.

Read the article Export a SharePoint list to a

After you finish this tutorial, you will probably want to delete your practice SharePoint site or just the practice document library so that you don't waste your server resources. (You must be a member of the Administrator site group for your site to delete a document library. If you are not a member of the Administrator site group, you can ask the person who created the document library for you to delete it.)

Delete a site
1. Click Site Settings on the top link bar of your site. 2. On the Site Settings Page, click Go to Site Administration. 3. On the Site Administration page, in the Management and Statistics section, click Delete this site. 4. On the confirmation page, click Delete.

Delete a document library

1. On the page that displays the document library, under Actions, click Modify settings and columns. 2. Under General Settings, click Delete this document library. 3. Click OK.
NOTE The example companies, organizations, products, domain names, e-mail

addresses, logos, people, places, and events depicted herein are fictitious. No association with any real company, organization, product, domain name, email address, logo, person, places, or events is intended or should be inferred.

List View Web Part

Show All

There is no Web Part called List View. When you create a new site from a site template, Web Partsare automatically added to the site home page. For example, a team

site includes Announcements, Calendar, and Links Web Parts. These Web Parts are instances of the List View Web Part that use a preconfigured list template to display list data. Similarly, when you create a list or library on your site, a List View Web Part of the same name as the list or library is automatically created. For example, if you create a list called Contracts, a List View Web Part called Contracts will be available in the Site Name Gallery. The Web Part automatically displays the data contained in the list or library that you created.

Ways you can use the List View Web Part Customize the view of a list or library in a Web Part Connect a List View Web Part to another Web Part Supported list types that can be connected Supported list column types that can be connected Custom properties of the List View Web Part Common properties of Web Parts

Ways you can use the List View Web Part

You can use the List View Web Part to display and edit list or library data in your site and to connect to other Web Parts, including other List View Web Parts. Lists are information that you share with team members and often display in tabular format. List views display this information in different ways for different purposes, such as filtering, sorting, or selecting specific columns. You can display most lists and List View Web Parts in one of two tabular views: standard view, which is available to any user, and datasheet view. Datasheet view requires a program or control that is compatible with Microsoft Windows SharePoint Services, such as Microsoft Office Access 2007, and ActiveX control support. You can use the List View Web Part to do the following:

Display list data on a Web Part Page in a tabular format to quickly sort, filter, isolate, and update the data. Display in a List View Web Part the documents that are ready for team review or the documents that your group uses frequently. Track project data in a List View Web Part and filter or sort the data by a column that contains a person's name or job assignment from a matching column in a connected Contacts List View Web Part. From an Employee Basics List View Web Part that contains an employee name and ID number, look up detailed employee information, such as benefit options, family status, and medical insurance coverage, in a connected Employee Details List View Web Part. Examine a complete customer order in two connected List View Web Parts: an Order List View Web Part that contains the order information and an Order Details List View Web Part that contains all the line items for that order.

Visually enhance basic information about a person in a Contacts List View Web Part by displaying a picture of that person in a connected Image Web Part or a map of that person's business address in a connected custom Map Web Part. Find links to more information about customizing different types of Web Parts in the See Also section.
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Customize the view of a list or library in a Web Part

After you add a List View Web Part to a Web Part Page, you can customize the view to show only the information that you want to display on the page. You edit the current view from the Web Part Page. You can also create custom views of a list or library, which you can use to display different sets of information in different instances of the Web Part for that list or library. You create custom views of a list or library by using theView menu on the list or library that you want to customize. Find links to more information about creating custom views of a list or library in the See Also section.

On the Site Actions menu

, click Edit Page.

Click the Web Part menu of the Web Part that you want to customize, and then click Modify Shared Web Part. In the tool pane, click Edit the current view. In the Columns section, you can show or hide columns by selecting the appropriate check boxes. Next to the column name, enter the number for the order of your column in the view. In the Sort section, choose whether and how you want the information to be sorted. You can use two columns for the sort, such as first by author, and then by file name for each author. In the Filter section, choose whether and how you want to filter the information. A filtered view shows you a smaller selection, such as items created by a specific department or with an Approved status. In the Group By section, you can group items with the same value in their own section, such as an expandable section for documents by a specific author. In the Totals section, you can count the number of items in a column, such as the total number of issues. In some cases, you can summarize or distill additional information, such as averages. In the Style section, select the style that you want for the view, such as a shaded list in which every other row is shaded. If your list or library has folders, you can create a view that doesn't include the folders. This is sometimes called a flat view. To view all your list items at the same level, click Show all items without folders. If your list or library is large, you can limit how many files can be viewed in the list or library or how many files can be viewed on the same page. In the Item Limit section, select the options that you want.

If you plan to view the list or library on a mobile device, select the options that you want in the Mobile section. Click OK.
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Connect a List View Web Part to another Web Part

You can display most lists and List View Web Parts in one of two tabular views: standard view, which is available to any user, and datasheet view. Datasheet view requires a program or control that is compatible with Microsoft Windows SharePoint Services, such as Office Access 2007, and ActiveX control support. By using either standard view or datasheet view, you can connect a List View Web Part to another Web Part, provide data to it, and change the way the data is displayed in the other Web Part, including another List View Web Part. 1. On the Site Actions menu 2. Click the Web Part menu to which you want to link. Key to commands on the Connections submenu All the List View Web Parts on your site are usually available in the Site Name Gallery. When you first add a List View Web Part from a Web Part gallery to the Web Part Page, the Web Part Page displays the default list view in the Web Part. To display the data that you want in the List View Web Part as well as the other connected Web Part, you may need to edit the view of the list. For example, you may want to filter, sort, or group data a different way or display different columns. You can change the list view from the custom properties List Views section of the tool pane in one of two ways:

, click Edit Page. , and then point to Connections.

3. Point to Provide Row To or Get Sort/Filter From, and then click the name of the Web Part

Select a different view from the Selected View property. Click Edit the current view to edit the current view. Whenever you select or edit a list view, a copy of the list design is made from the original site list design and saved with the List View Web Part. However, the list data remains the same. Be careful when you switch to a different view from the current view. You may delete changes that you made to the current view and may disable Web Part connections that depend on columns in the current view. You are prompted for confirmation if you switch views.

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Supported list types that can be connected

Although you can display all list types in a List View Web Part, only certain list types are supported when you make a Web Part connection. In general, list types that display data in tabular format, such as Contacts, are supported. Lists that display data in a nontabular format, such as folder view, are not supported. The supported and unsupported list types are listed below.

SUPPORTED LIST TYPES

UNSUPPORTED LIST TYPES

Announcements Contacts Events Issues Links Tasks Custom lists Lists that contain data imported from a spreadsheet Document libraries Form libraries
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Calendar view of an Events list Discussion boards Surveys Picture libraries Site and list template catalogs Web Part galleries Data sources

Supported list column types that can be connected

Although you can display all list column types in a List View Web Part, only certain list column types are supported when you make a Web Part connection. The supported and unsupported list column types are listed below.

SUPPORTED LIST COLUMN TYPES

UNSUPPORTED LIST COLUMN TYPES

Single line of text Choice

Hyperlink or picture (for filtering) Multiple lines of text

Number Currency Date and Time Hyperlink or Picture (for matching columns) Lookup Yes/No Calculated
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Edit

Custom properties of the List View Web Part

The custom properties of the List View Web Part are listed below.
NOTE You cannot view or edit any of these custom properties in personal view.

PROPERTY Selected View

DESCRIPTION Be careful when you switch to a different view from the current view. You may delete changes that you made to the current view and may disable Web Part connections that depend on columns in the current view. You are prompted for confirmation if you switch views. Specifies a list view to display in the Web Part. You can select one of the following:

All List name or All Documents This property displays all columns in the list or library, depending on the list type.
NOTE Before you click OK or Apply, select <Current

view> to revert to the last view that was used and to ignore unsaved changes that you made to the copy of the list view design information. After you click OK or Apply, the changes you made are applied to the new current view and saved with the List View Web

Part.

Explorer View This property displays the contents of a document library by using icons only, similar to Windows Explorer. This view is available only for document libraries. <Summary View> This property displays the summary view of the list. This view varies among list types. Additional list views This property displays user-defined views or other default views, depending on the list type.

Edit the current view

Select Edit the current view to edit the current view used in the Web Part, including the columns displayed, the sort order and filter used, whether to display totals, and the item limit. Whenever you select or edit a list view, a copy of the list design information is made from the original site list design and saved with the List View Web Part. However, the list data remains the same.

Toolbar Type

Specifies the way the list toolbar is displayed or whether it i displayed at all. Select from one of three options: Summary Toolbar This option displays the summary toolbar for the currently selected list view. This is the default value for most list types, except for custom lists. Full Toolbar This option displays the entire toolbar for the currently selected list view. This is the default value for custom lists. No Toolbar No toolbar is displayed.

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Common properties of Web Parts

All Web Parts share a common set of properties that control their appearance, layout, and advanced characteristics.

NOTE The common Web Part properties that you see in the tool pane may be different

from what is documented in this section for several reasons:

To see the Advanced section in the tool pane, you must have appropriate permission. For a specific Web Part, a Web Part developer may have chosen not to display one or more of these common properties or may have chosen to create and display additional properties that are not listed below in theAppearance, Layout, and Advanced sections of the tool pane. Some permission and property settings may disable or hide Web Part properties.

Appearance

PROPERTY DESCRIPTION Title Height Width Chrome State Specifies the title of the Web Part that appears in the Web Part title bar. Specifies the height of the Web Part. Specifies the width of the Web Part. Specifies whether the entire Web Part appears on the page when a user opens the Web Part Page. By default, the chrome state is set to Normal and the entire Web Part appears. Only the title bar appears when the state is set to Minimized. Specifies whether the title bar and border of the Web Part frame are displayed.

Chrome Type
Layout

PROPERTY DESCRIPTION Hidden Specifies whether the Web Part is visible when a user opens the Web Part Page. If the check box is selected, the Web Part is visible only when you are designing the page and has the suffix(Hidden) appended to the title. You can hide a Web Part if you want to use it to provide data to another Web Part through a Web Part connection, but you don't want to display the Web Part.

Direction

Specifies the direction of the text in the Web Part content. For example, Arabic is a right-to-left language; English and most other European languages are left-to-right languages. This setting may not be available for all types of Web Parts.

Zone

Zone Index

Specifies the zone on the Web Part Page where the Web Part is located. NOTE Zones on the Web Part Page are not listed in the list box when you do not have permission to modify the zone. Specifies the position of the Web Part in a zone when the zone contains more than one Web Part. To specify the order, type a positive integer in the text box. If the Web Parts in the zone are ordered from top to bottom, a value of 1 means that the Web Part appears at the top of the zone. If the Web Parts in the zone are ordered from left to right, a value of 1 means that the Web Part appears on the left of the zone. For example, when you add a Web Part to an empty zone that is ordered from top to bottom, the Zone Index is 0. When you add a second Web Part to the bottom of the zone, its Zone Index is 1. To move the second Web Part to the top of the zone, type 0, and then type 1 for the first Web Part. NOTE Each Web Part in the zone must have a unique Zone Index value. Therefore, changing the Zone Index value for the current Web Part can also change the Zone Index value for other Web Parts in the zone. DESCRIPTION Specifies whether the Web Part can be minimized. Specifies whether the Web Part can be removed from

Advanced

PROPERTY Allow Minimize Allow Close

the Web Part Page. Allow Hide Allow Zone Change Allow Connections Allow Editing in Personal View Export Mode Specifies whether the Web Part can be hidden. Specifies whether the Web Part can be moved to a different zone. Specifies whether the Web Part can participate in connections with other Web Parts. Specifies whether the Web Part properties can be modified in a personal view. Specifies the level of data that is permitted to be exported for this Web Part. Depending on your configuration, this setting may not be available. Specifies the URL of a file containing additional information about the Web Part. The file is displayed in a separate browser window when you click the Web Part title. Specifies the ScreenTip that appears when you rest the mouse pointer on the Web Part title or Web Part icon. The value of this property is used when you search for Web Parts by using theSearch command on the Find Web Parts menu of the tool pane in the following Web Part galleries: Site, Virtual Server, and Web Part Page.

Title URL

Description

Help URL

Specifies the location of a file containing Help information about the Web Part. The Help information i displayed in a separate browser window when you click

the Help command on the Web Part menu. Help Mode

Specifies how a browser will display Help content for a Web Part. Select one of the following: 1. Modal Opens a separate browser window, if the browse has this capability. A user must close the window before returning to the Web page.

2. Modeless Opens a separate browser window, if the browser has this capability. A user does not have to close the window before returning to the Web page. This is the default value.

3. Navigate Opens the Web page in the current browser window. NOTE Even though custom Microsoft ASP.NET Web Parts support this property, default Windows SharePoint Services 3.0 Help topics open only in a separate browser window.
Catalog Icon Image URL Title Icon Image URL Import Error Message

Specifies the location of a file containing an image to be used as the Web Part icon in the Web Part List. The image size must be 16 by 16 pixels.

Specifies the location of a file containing an image to be used in the Web Part title bar. The image size must be 16 by 16 pixels. Specifies a message that appears if there is a problem importing the Web Part.

Introduction to site templates

A site template is a file that dictates the overall look and feel of a site. It includes all of the design information about a site, such as:

The lists within a site. Any Web Part Pages within a site. Any custom pages within a site. The theme or Master Pages applied to a site. Any customizations to the Quick Launch. Site content (list and document library contents optional). Site templates do not include the following items:

Security settings, such as a list of users or groups with permissions to the site from which the template was created. Personalizations to Web Part Pages. Web discussions from the original site. Alerts from the original site. Web part assemblies that were added to the original site. Members of the site Owners group and users with Design permissions to the site template gallery can customize a site and save the customized site as a site template, so that other users in the site collection can create similar sites later. When a user creates a new subsite, he or she can choose from the combined list of site templates available on the server or on the site collection. Administrators of a site collection can

also import a site template that another user or software vendor creates and can add the new template to the available site templates in the site collection. Template files include personal information, such as server URLs and user account names. Only share template files with trusted users and groups.
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Introduction to page layouts

Page layouts help dictate the overall look and feel of a Web page. A page layout relies on a content type to determine the kind of content that can be stored on pages that use the page layout. Content for the page is stored in fields on the page. When you view or edit a page, the content is displayed in field controls. When you create a page layout, you add field controls using a Windows SharePoint Services-compatible Web authoring tool, such as Microsoft Office SharePoint Designer 2007. The types of fields on a page are determined by the content type for the page. Each content type contains columns that correspond to the fields on the page. When you create a content type, you add column templates to the content type for each field. Column templates determine the default field control that is associated with the columns as well as the kind of content the field can contain, such as a single line of text, a hyperlink, or a picture.

Content types for page layouts are based on the Page content type and contain the columns for the fields that can be used on pages based on the page layout. The Page content type is a system content type template created by the Publishing Resources feature. The column templates from Page will be added to all Pages libraries created by the Publishing feature. By default, the Page content type contains a number of columns that page layouts require. The following table describes a sample of these default columns. PAGE LAYOUT COLUMNS Scheduling Start Date Scheduling End Date Contact Contact E-mail Address Contact Name Contact Picture Page Content DESCRIPTION

This column contains the date and time when the page is visible on a site. This column contains the date and time in which the page is no longer visible on a site.. This column contains the name of the person or group who created the page. This column contains the e-mail address of the person who created the page. This column contains the name of the person who created the page.

This column contains the picture of the person you can contact about the page. This column contains the name of the page layout associated with each instance of a page, such as statusposting1.aspx, statusposting2.aspx, and so on.

Page layouts are stored in the Master Page Gallery, which is a document library that is created when you install Microsoft Office SharePoint Server 2007 The Master Page Gallery is a catalog, which means that it does not appear in Office SharePoint Server 2007 lists.
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Set the preferred site templates and page layouts

To set the preferred site templates and page layouts that users will see when they create subsites and pages, do the following: 1. On the Site Actions menu , point to Site Settings, and then click Modify All Site Settings. 2. On the Site Settings page, in the Look and Feel section, click Page layouts and site templates, and then do one or all of the following: Specify Preferred Site Templates
In the Subsite Templates section, do one of the following:

To allow a subsite to use any template, select Subsites can use any site template. To select only preferred templates that subsites can use, select Subsites can only use the following templates. Additional options appear just below the Subsites can only use the following templates check box.

In the first box, select the template that you want to add, and then click Add. The template appears in the second box. Repeat this procedure until you have selected all of the templates you want.

If you want all subsites to inherit these template settings, select the Reset all subsites to inherit these preferred subsite template settings check box.

Specify Preferred Page Layouts

In the Page Layouts section, do one of the following:

To enable a subsite to use any layout, select Pages in this site can use any layout. To select only preferred page layouts that subsites can use, select Pages in this site can only use the following layouts. Additional options appear just below the Pages in this site can only use the following layouts check box.

In the first box, select the layout that you want to add, and then click Add. The page layout appears in the second box. Repeat this procedure until you have selected all of the layouts you want. If you have a source variations set up, in the Variations box, click the source variation in which you want to apply the page layouts.

If you want all subsites to inherit these settings, select the Reset all subsites to inherit these preferred page layout settings check box.

3. Click OK.

Create a page layout

Hide All

Page layouts help to define the overall look and feel of a Web page.

Overview Create a page layout

Overview
You can create a new page layout based on a content type you create, and then edit the page layout to suit your needs. A page layout relies on a content type to determine the kind of content that can be stored on pages that use the page layout. Content for the page is stored in fields on the page. When you view or edit a page, the content is displayed in field controls. The content type associated with a page layout defines the specific set of columns that will be available in a page layout and the type of content the column can contain, such as a single line or text, a hyperlink, or a picture. Content types are first defined centrally in the Site Content Type Gallery for a site. Content types that are defined at the site level are called site content types.

A content type may have several different page layouts. If enabled by the administrator of a site, a user can choose from several page layouts for any specific content type if multiple page layouts are defined for that content type. Your page layout must be compatible with the master page that is associated with the page layout. The master page may be either hard-coded to a specific master page, or to a master page that can use a specific syntax to determine the master page that should be used at run time. Page layouts and master pages work together to create the presentation for a Web page. Page layouts contain field controls and Web Parts. Master pages contain controls that are shared across multiple page layouts, such as navigation, search, or language-preference for multilingual sites. All page layouts and master pages are stored at the top-level SharePoint site for a site collection in a document library called the Master Page and Page Layout Gallery. This document library supports versioning and workflows, so you can, for example, establish workflows for page layout and master page approval.
NOTE By default, Microsoft Office SharePoint Server 2007 creates a master page gallery

for every site; however, you can only create new pages with the page layouts stored in the master page gallery of the top-level site in the site collection.
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Create a page layout

1. On the Site Actions menu Site Settings. 2. On the Site Settings page, in the Galleries section, click Master Page and Page Layout Gallery. 3. On the Master Page Gallery page, click the arrow next to New, and then click Page Layout. 4. In the Associated Content Type section, in the Content Type Group box, select the group on which you want to base this new page layout. 5. In the Content Type Name box, select a name for the content type you want to associate with the page layout.
NOTE The list of content type names differ depending on the option that you selected

, point to Site Settings, and then click Modify All

in the Content Type Group box. 6. You can create a new content type to associate with this page layout. How?

1. In the Associated Content Type section, click Create a new site content type. 2. In the Name and Description section, type a name and optionally a description for the new site content type. 3. In the Select parent content type from box, select the group on which you want to base this new content type.
NOTE The Special Content Types group contains content types that change the

behavior of your list or library when added. 4. In the Parent Content Type box, select the parent content type on which you want to base your content type. When you create a new content type to associate to a page layout, you may want to create a new content type that is a child of the Page content type, or a child of a content type that derives from the Page content type.
NOTE The list of parent content types differs depending on the option that you selected

in the previous step. 5. In the Group section, choose whether to store this new site content type in an existing group or a new group. 6. Click OK. The Site Content Type: Your new content type name page appears. You can choose options on this page to further define your new content type. 7. In the Page Layout Title and Description section, type the URL name, title, and description for this page layout. 8. In the Variation Labels section, select the variation label for which the page layout is intended. How? 1. In the Available Labels box, click the variation label that you want to associate with the page layout. 2. Click Add. 3. Repeat steps 1 and 2 until you have selected all of the variation labels that you want to associate with the new page layout. 1. Click OK.

NOTE If you want to edit a page layout, you can do so by using a Web authoring tool

compatible with Windows SharePoint Services, such as Microsoft Office SharePoint Designer 2007. For more information, see Office SharePoint Designer 2007 Help.

Introduction to customizing pages by using Web Parts

This article is intended for Web page owners and administrators. It provides an overview of Web Parts and Web Part Pages and explains how you can customize a page by adding, changing, or deleting Web Parts.

Overview of Web Parts and Web Part Pages Types of Web Parts Ways to use Web Parts and Web Part Pages Web browser support for Web Part Pages

Overview of Web Parts and Web Part Pages

A Web Part is a modular unit of information that forms the basic building block of a Web Part Page. You can add Web Parts to Web Part zones in a Web Part Page and then customize the individual Web Parts to create a unique page for your site users. The following example uses the Image Web Part to describe the basic features of a Web Part.

The Web Part title bar contains the heading for the Web Part. The Web Part menu contains functions that enable you to minimize or close the Web Part, edit the Web Part, or get Help for a specific Web Part. When the page is in edit mode, you can also use this menu to delete the Web Part or connect it to other Web Parts, depending on the type of Web Part that you are using.

The body of the Web Part contains the content that you specified for the type of Web Part that is being used. In this example, the Web Part is an Image Web Part, which displays an image.

A Web Part Page is a special type of Web page in which you can use Web Parts to consolidate data, such as lists and charts, and Web content, such as text and images, into a dynamic information portal that is built around a common task or special interest. Your site home page is one example of a Web Part Page. When you create a new site or workspace site, you are creating a Web Part Page. You can also create a Web Part Page by selecting one of the available site templates, or you can use a Web design program that is compatible with Microsoft Windows SharePoint Services, such as Microsoft Office SharePoint Designer 2007, to create a Web Part Page from scratch. You can use a Web Part Page to present a variety of structured and unstructured information in an organized, useful, and convenient way. Web Part Pages often contain several Web Parts that are connected so that you can dynamically display data and content to see the results that you want. For example, you can create a Web Part Page called Customer Orders that you frequently use to display critical information. You get a call from a customer who has a question about an order, does not remember the order ID number, but does remember the date when the order was placed. You can use a Web Part Page to do the following.

Look up an order by order ID number or, in this case, the order date. Display all orders by date.

Select the correct order, based on the customer's name, and look up the order details as well as the customer details. Select a line item in the order (in this case, the lamp), and display a product picture to confirm the customer's question. Scan for late-breaking business news that is pertinent to the customer's order.

Web Part properties

Each Web Part shares a set of common properties (also called base class properties) that are organized into sections in the tool pane and that control the Web Part's appearance (such as the title, height, and width), layout (such as the Web Part order in the zone and the direction of the content), and advanced characteristics (such as the image icon and description). Many Web Parts also have custom properties that are unique to the Web Part. These are usually displayed either above or below the common Web Part properties in the tool pane. For example, the Image Web Part has additional custom properties, including the image link, its horizontal and vertical alignment, and background color.
NOTE Depending on how the Web Part was created, a Web Part custom property may

be displayed in a default Miscellaneous section below the common properties in the tool pane.

Web Part views

You can customize a Web Part in one of two views:

Shared view You can add a Web Part to a Web Part Page and then edit the Web Part Page in a shared view. Shared Web Parts are available to all users of a Web Part Page who have the appropriate permission. Personal view You can add a shared Web Part to your own personal view and then edit your view of the Web Part. The changes that you make to a Web Part while you are in a personal view are available only to you. Other users who did not make changes in a personal view continue to see the shared view of the Web Part. The view of the Web Part that you are working with can be important because:

You may have permission to edit only some Web Parts on certain Web Part Pages but not on other Web Part Pages. You may be able to connect to certain Web Parts on a Web Part Page but not to other Web Parts on the same Web Part Page.

Web Parts and Web Part connections

An additional feature of Web Parts is the ability to easily connect them by passing data between them and synchronizing their behavior. By connecting Web Parts, you can manage data in dynamic and interesting ways. In many products and technologies, the task of connecting sets of data from different data sources is not easy and often requires programming skill. But with Web Parts, making data connections is as simple as using menu commands. By connecting Web Parts, you can, for example, present data from two Web Parts in alternate views, perform related calculations between two Web Parts, and filter a Web Part by using values from another Web Part all on one Web Part Page.

Web Part zones and their properties

Web Part zones are containers of Web Parts that are used to group and organize Web Parts on a Web Part Page. Web Part zones also have a set of properties that serve a dual purpose. You can use one subset of properties to organize the layout and format of Web Parts on the Web Part Page. You can use another subset of properties to provide an additional level of protection from modification (or "lock down") of the Web Parts within the zone. The Web Part zone properties each have default settings or behaviors. As you add Web Parts to the Web Part Page, some of these property values are automatically set. These property values are not designed to be edited in the browser, but you can edit them by using a Web design program that is compatible with Windows SharePoint Services, such as Office SharePoint Designer 2007. For more information about Web Part zone properties, see the Windows SharePoint Services 3.0 SDK, which is available from the Windows SharePoint Services Developer Center on MSDN.
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Types of Web Parts

Windows SharePoint Services provides several Web Parts that are ready to use with your site. You can use these built-in Web Parts, customize them to suit your needs, or create new Web Parts and upload them for use throughout your site.

Default Web Parts

The following Web Parts are included by default in any site and can be customized to suit the needs of your team. Many of these Web Parts can also be connected to each other to create a variety of unique solutions:

Content Editor Web Part You can use the Content Editor Web Part to add formatted text, tables, hyperlinks, and images to a Web Part Page. Form Web Part You can use the Form Web Part to connect to and filter a column of data in another Web Part. Both Web Parts must run on the same server. Image Web Part You can use the Image Web Part to add a picture or graphic to a Web Part Page. To more easily coordinate the image with other Web Parts on the page, you can control the vertical alignment, horizontal alignment, and background color of the image inside the Image Web Part by editing its custom properties in a shared view. List View Web Part You can use the List View Web Part to display and edit list or library data on your site and to connect to other Web Parts, including other List View Web Parts. Lists are information that you share with team members and often display in tabular format. List views display this information in different ways for different purposes, such as filtering, sorting, or selecting specific columns.
NOTE There is no Web Part called List View. When you create a list on your site, a List

View Web Part is automatically created and named after the list. For example, if you create a list called Boats, a Web Part called Boats will be available in the Site Name gallery. The Web Part automatically displays the data contained in the list that you created.

Page Viewer Web Part You can use the Page Viewer Web Part to display a Web page, file, or folder on a Web Part Page. You enter a hyperlink, file path, or folder name to link to the content. Site Users Web Part You can use the Site Users Web Part to display a list of users and groups who have permission to use a site. The Site Users Web Part automatically appears on the home page of a Document Workspace site. You can also add the Site Users Web Part to any Web Part Page.
NOTE In sites that are running on Microsoft Windows SharePoint Services 2.0 and

earlier, the Site Users Web Part was called the Members Web Part.

XML Web Part You can use the XML Web Part to display Extensible Markup Language (XML) and apply Extensible Stylesheet Language Transformations (XSLT) to the XML before the content is displayed. For example, you might have an XML file that contains a list of boats, prices, and links to images of the boats. You can use the XSLT to transform the data to display a list of boats and prices and make the boat name a hyperlink to display the image in a separate window.

Preconfigured List View Web Parts

The following Web Parts are built into the Windows SharePoint Services team site template and are automatically configured and ready to use on a Web Part Page when you create a new team site. Different combinations of these Web Parts are included when you create a team site or workspace site, depending on which site template you select.
NOTE These Web Parts are derived from the List View Web Part and use preconfigured

Web Part templates to create their unique layout and design. To add data to these lists,

on the Quick Launch, click View All Site Content, and then click Lists. On the All Site Content page, click the name of the list for which you want to add data.

Announcements Use the Announcements Web Part to post news, status, and other short bits of information that you want to share with team members. Calendar Use the Calendar Web Part to display upcoming events or team schedules. Links Use the Links Web Part to post hyperlinks to Web pages that interest your team. Shared Documents Use the Shared Documents Web Part to share files from the default document library with site users. Tasks Use the Tasks Web Part to assign a task to a member of your team, specify its due date and priority, and indicate its status and progress. Team Discussion Use the Team Discussion Web Part to provide a forum for talking about topics that interest your team.

Custom Web Parts

By using a programming environment that is compatible with Windows SharePoint Services, such as Microsoft Visual Studio, developers can exploit the full feature set of Microsoft ASP.NET to create custom Web Parts. A Web Part Page is an ASP.NET file (.aspx), and Web Parts are derived from Web Form Controls. To further enhance Web Part Pages, developers can create their own Web Parts that provide new functionality. Developers can also add custom properties to the Web Parts, add custom builders in the tool pane for specialized user interfaces, and connect to other Web Parts by using Web Part connections. For more information about creating and deploying Web Parts, see the Windows SharePoint Services 3.0 SDK, which is available from the Windows SharePoint Services Developer Center on MSDN. You can also use Web Parts that other people or companies have created. You must have appropriate permissions to add a third-party Web Part to your Web Part Page or site. Some Web Parts may need to be deployed directly to the server. If you are unable to add a third-party Web Part to your Web Part Page or site, contact your administrator for assistance.
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Ways to use Web Parts and Web Part Pages

You can use Web Part Pages in the following ways:

Consolidate data from different data sources. Report and summarize critical data. Analyze and aggregate data (for example, sums, totals, or counts). Summarize key information that you want to see at the beginning of each day. Prioritize and highlight project or customer data to help you make effective decisions. Display an up-to-date work schedule and meeting information to quickly plan your day. Get quick access to business news, local weather, and your favorite Web sites to focus your Web browsing.

Ways to create and customize a Web Part Page

There are several ways to create and customize a Web Part Page:

The New Web Part Page form

The most common way to create a Web Part Page is

through the New Web Part Page form. On the Site Actions menu , click Create, and then click Web Part Page to open the New Web Part Page form. After using this form to create a page, you can begin designing the page right away in the browser. When you want to browse through the page, just close the tool pane. A Web design program By using a Web design program that is compatible with Windows SharePoint Services, such as Microsoft Office SharePoint Designer 2007, you can make advanced customizations to a Web Part Page, including the following: Customize the theme of a Web Part Page that uses the site theme by default. Edit a Web Part Page template or create a new one. Customize the page layout. Edit zone properties. Add HTML code or Web controls. Change the way Web Parts are ordered inside a zone. Add Web Parts outside a zone, or add a Web Part to a Web page that is not a Web Part Page. Create connections between Web Parts on different Web Part Pages. Publish a Web Part Page to a Web site that is running Windows SharePoint Services. Customize the Form Web Part and use the Data View Web Part.
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Web browser support for Web Part Pages

Web browser support for Web Part Pages can be categorized into two levels:

Level 1 support is the highest level of visual and functional support. Browsers that provide level 1 support include recent versions of Microsoft Internet Explorer for Microsoft Windows. At level 2 support, a few visual and functional features are not available to some browsers, and some other features are compromised and behave differently from the way they behave in level 1 browsers. However, the majority of features are still available to users. Browsers that provide level 2 support include Firefox 1.5 and later for Windows and Netscape Navigator 8.0 and later for Windows. Level 2 browsers are not supported for Windows SharePoint Services 3.0 Central Administration.
NOTE Level 2 browsers do not support the creation of connections between Web Parts.

The following table shows the level of support that some common browsers provide.

MINIMUM BROWSER VERSION

OPERATING SYSTEM

LEVEL 1

LEVEL 2

Internet Explorer 6.x Internet Explorer 6.x 64-bit version Internet Explorer 7 Firefox 1.5 Netscape 8.0 Firefox 1.5 Netscape 7.2 Mozilla 1.7.12 Safari 2.0.2 Firefox 1.5 Other
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Windows Windows Windows Windows Windows Unix Unix Unix Macintosh Macintosh Other

Yes Yes Yes No No No No No No No No

Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes No

Add or remove a Web Part

Show All

To customize your Web Part Page, you can add Web Parts to the page by using either the Add Web Parts dialog box or a Web Part gallery in the tool pane.

Add a Web Part by using the Add Web Parts dialog box Add a Web Part by using the tool pane Remove or delete a Web Part

Add a Web Part by using the Add Web Parts dialog box
The fastest way to add a Web Part to a Web Part Page is to use the Add Web Parts dialog box. You can use this dialog box to quickly add lists, libraries, and other Web Parts to your Web Part Page. If you are a site owner, you can add new Web Parts to the list that is displayed in the Add Web Parts dialog box, and you can create custom groups that you can use to display certain Web Parts together in the list. 1. On the Site Actions menu , click Edit Page.

2. In the Web Part zone that you want to add the Web Part to, click Add a Web Part. 3. In the Add Web Parts dialog box, select the check box for the Web Part that you want to add to the page. Types of Web Parts You can add more than one type of Web Part by selecting additional check boxes for the Web Parts that you want to add. 11. Click Add to add the Web Parts to the page.
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Add a Web Part by using the tool pane

If you want to have better control over which Web Parts are added to Web Part zones on your page, use the tool pane. You can use the tool pane to select Web Parts from different Web Part galleries. You can also use the tool pane to search for Web Parts and to import new Web Parts. 7. On the Site Actions menu , click Edit Page.

8. In the Web Part zone that you want to add the Web Part to, click Add a Web Part. 9. Click Advanced Web Part gallery and options to display the tool pane. 10. In the tool pane, do one of the following:

Browse for a Web Part

At the top of the tool pane, click the arrow, and then click Browse.

Click the gallery name to view a list of Web Parts that are available for that gallery. Click Next to view more Web Parts in that gallery.
TIP Click Filter to display a subset of the Web Parts in the Web Part List. You can filter

the list to display All Items, Web Parts, Lists, or Libraries.

Search for a Web Part click Search.

At the top of the tool pane, click the arrow, and then

Import a Web Part

At the top of the tool pane, click the arrow, and then click Import.

11. Click the name of the Web Part that you want to add. 12. Select the Web Part zone that you want to add the Web Part to, and then click Add.
TIP You can also drag the Web Part to the location that you want on the Web Part Page. NOTES

The Closed Web Parts gallery contains closed Web Parts for the active Web Part Page. The Site NameGallery contains Web Parts for the active site. The Server Gallery contains Web Parts that are deployed on your server, and the Online Gallery contains Web Parts that are part of an online library. If you cannot find the Web Part that you want, the site administrator might have removed the Web Part or changed its title. To locate the Web Part, contact the site administrator or the administrator of the top-level site.
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Remove or delete a Web Part

1. On the Site Actions menu 2. Do one of the following:

, click Edit Page.

To remove the Web Part from the page but keep it available for later use, click the Web Part menu , and then click Close. You can also click the Close button . A copy of the Web Part remains in theClosed Web Parts gallery and can be added to the page again later. Any customizations that you made to that Web Part are saved.

To permanently delete the Web Part from the page, click the Web Part menu

click Delete, and then click OK. The Web Part is deleted from the Web Part Page and can be added again later. Any customizations that you made to the Web Part are not saved. You can add a new instance of the Web Part to your page later.
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