Tech Notes: SharePoint 2007 Libraries & Lists

Sunday, February 24, 2008

Some of the advantages provided by a SharePoint document library include the following:

The administrator of a document library has a great deal of control over who can add, modify, and delete documents, or just read them.
Versioning can be turned on for a document library that keeps a complete copy of previous versions of the document for reference or recovery purposes.
Alerts can be set on a document within the library or for the entire library so that the user receives an email notification if a document is modified, added, or deleted.
Documents can be checked out, with the name of the person who has the document checked out listed in the library, so that other users can’t modify the document.
A template can be stored in the document library that can be used to create a new document that is stored in the library by default.
Metadata can be added to a document library that enables users to better describe what the document contains, which client it belongs to, how many pages it is, or pretty much any other kind of textual or numeric information.
Views can be created that group documents by certain criteria, sort them by any of the columns in the library, or only display documents that meet certain criteria.
The ability to search within the library for text contained within the document is a feature often not available on a corporate network. In addition, the ability to search the metadata associated with a document.
If the organization decides on certain standards for the customization of a document library, it can create a template that can be used in other sites.

In SharePoint Server 2007, libraries are as follows:

In Windows SharePoint Services version 3, libraries are as follows:

The standard lists available in SharePoint 2007 and Windows SharePoint Services version
3 are as follows:

Some of the advantages provided by a SharePoint document library include the following:

The administrator of a document library has a great deal of control over who can add, modify, and delete documents, or just read them.
Versioning can be turned on for a document library that keeps a complete copy of previous versions of the document for reference or recovery purposes.
Alerts can be set on a document within the library or for the entire library so that the user receives an email notification if a document is modified, added, or deleted.
Documents can be checked out, with the name of the person who has the document checked out listed in the library, so that other users can’t modify the document.
A template can be stored in the document library that can be used to create a new document that is stored in the library by default.
Metadata can be added to a document library that enables users to better describe what the document contains, which client it belongs to, how many pages it is, or pretty much any other kind of textual or numeric information.
Views can be created that group documents by certain criteria, sort them by any of the columns in the library, or only display documents that meet certain criteria.
The ability to search within the library for text contained within the document is a feature often not available on a corporate network. In addition, the ability to search the metadata associated with a document.
If the organization decides on certain standards for the customization of a document library, it can create a template that can be used in other sites.

In SharePoint Server 2007, libraries are as follows:

In Windows SharePoint Services version 3, libraries are as follows:

The standard lists available in SharePoint 2007 and Windows SharePoint Services version
3 are as follows:

Tech Notes