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SharePoint End User AdvancedSharePoint End User Advanced

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  • 1 day Instructor-led
Designed for SharePoint 365, 2016, 2013. Also available onsite for 2010.

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Below are some extracts from our SharePoint End User Advanced manual.

Columns in a SharePoint site contain information, for example in a library there are various columns such as Date Modified, Author, Date Created, Document Title etc. This information can then be used to filter, sort and organise files in a document library or list.

Columns can also be referred to as metadata.

By the use of columns, you can then easily locate documents that have been created or modified by yourself (or others) and locate documents that have certain keywords.

Additional columns can also be created to hold any information you require. For example, if you would like to record a Country name against each document that is created in a library you could create a Country column and then filter your documents by a relevant country.

There are various types of columns that can be created such as free text fields, drop-down lists, date and time and yes/no options.

Column Type

Description

Single line of text

Use to collect small amounts of unformatted text in a single line – max 255 characters.

Multiple lines of text

Use to collect formatted text or lengthy text and numbers on more than one line – max 63,999 characters.

Choice

Use to provide the user with a list of options to select from.

Number

Use this column to store numerical values that are not monetary values especially when you wish to use this column in a calculation.

Currency

Use this column to store monetary value especially when you wish to use this column in a calculation or require a high level of accuracy. The currency column is accurate 15 digits to the left of the decimal point and 4 digits to the right.

Date and Time

Use this column to store calendar dates, times or both.

Lookup

Use this column field to enable users to choose values based on information that is already stored in the site, perhaps another list for example.

Yes/No

Use this column to store true/false or yes/no information.

Person or Group

Use this column to provide a searchable list of people and groups from which users can select.

Hyperlink or Picture

Use this column to store a hyperlink to a Web page or to display a graphic on the Intranet or Internet.

Calculated

Use this column to display information that is based only on the results of a calculation of another column in the list or library.

Task Outcome

Use this column to create additional choices for approvers when using task workflows.

External Data

Use this column to display data from external sources such as databases or spreadsheets.

Managed Metadata

Use this column to enable users to select values from a specific term set of managed terms and apply these values to their content.

  

1.     Select the required list.

2.     Within the list click the New button on the toolbar and add list items as required.


A lookup column can be used to lookup values from elsewhere, for example another list.

1.     Select the list you wish to add a lookup column to.

2.     Click Add Column and select More.


3.     Enter a column name and select Lookup (information already on this site).


4.     Select Require that this column contains information if you wish to mandate that this column must be completed by the site users.

5.     Leave Enforce Unique Values to No. Only set this to Yes if you are using unique values, such as sequential numbers in the column, that can only ever be entered once by a user.

6.     Within Get information from, select the list that contains the information you wish to lookup and the Title that contains the list items to be displayed.


7.     Notice that you can also select to allow Multiple Values.

8.     Click OK.

9.     Your list will now contain a drop-down list of values that is looking these up from another list in the site.

Using formulas in calculated columns in a list or library can help add to existing columns for example to calculate a percentage profit or VAT.

Examples of formulas that can be used.

Column1

Column2

Formula

Detail

15000

9000

=[Column1]>[Column2]

Is Column1 greater than Column2?

15000

9000

=IF([Column1]<=[Column2], 'OK', 'Not OK')

Is Column1 less than or equal to Column2? OK/Not OK

 

Column1

Column2

Formula

Detail

20

10

=[Column1]-[Column2]

Second number subtracted from the first.

15

9

=IF([Column1]-[Column2],'-',[Column1]-[Column2])

Returns a dash when the value is zero.

 

Column1

Column2

Formula

Detail

01/01/19

3

=[Column1]+[Column2]

Adds 3 days to 01/01/19

01/01/19

54

=[Column1]+[Column2]

Adds 54 days to 01/01/19

1.     Select the list you wish to add a calculated column to.

2.     Click Add Column and select More.


3.     Enter a column name and select Calculated (calculation based on other columns).

 

4.     Build the calculation by using the columns from the Insert Columns list and add any additional requirements.


5.     Select the required data type.


6.     Click OK.

7.     The new column will now be displayed in the list or library.


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