Understanding SharePoint 2010 Lists & Libraries

Greg Gignac
Understanding Lists & Libraries

Copyright © Greg Gignac, All Rights Reserved

About Your Instructor
• Experience:
SharePoint Consultant for the past 3 years implementing and
architecting business solutions inside intranets/extranets built on the
MS SharePoint 2010 platform.
• Education:
Villanova Master Certificates;
Project Management, Business Analysis, ROI Analysis

• Certifications:
PMI - Certified Associate in Project Management
AIIM - Certified SharePoint 2010 Specialist
AIIM - Certified Practitioner; ECM, BPM, IOA
MOS - SharePoint 2010, Outlook 2010, PowerPoint 2010
MCT - Microsoft Certified Trainer

Meet & Greet
• 1-minute introduction:
– Name
– Work
– What version of SharePoint are you using and
what is your experience level?
– What are your expectations of this class?


Contact Info
Name: Greg Gignac

Email: gregignac@hotmail.com

http://www.linkedin.com/pub/greg-gignac/7/683/402


Housekeeping
• This Class is 3 hours in length
- 9:00 to 12:00
• Bathrooms - down hall on either side
• Vending Machines - across the hall
• Fire Exits - end of both halls


Preflight Check
1. Get comfortable 
• Temperature
• Chair
1. Do you have a handout?
2. Feel free to take NOTES!
• Do you have pen and paper?


Pre-Course Announcement
• Understanding Lists & Libraries
– What are Lists & Libraries?
– Why use a List or Library?
– When to use a List or a Library?
– Where are Lists & Libraries located?


Course Prerequisites
• Do you have at least 2 months
experience with the Microsoft
SharePoint platform?
• Do you have basic knowledge of the
Microsoft Office suite? Word, Excel
etc.

SharePoint Resources
• Websites
Office.com, nothingbutsharepoint.com

• Books
The SharePoint Shepherd’s Guide for End Users, How to Do
Everything Microsoft SharePoint

• Videos
• Lynda.com, SharePoint-Videos.com

• Conferences
SharePoint Saturday(free)

• LinkedIn
SharePoint Groups

Module 1

Understanding SharePoint
Lists & Libraries


Learning Objectives
• What is a SharePoint List & Library?
• Why use a List or Library?
• When to use a List or Library?
• Where are List & Libraries located?


SharePoint Lists & Libraries
What
•Lists & Libraries first appeared in the 2001
version of the SharePoint platform
•Lists and libraries are modern, flexible structures
to store information compared to the folder
structures found in Microsoft Operating Systems.
•Lists and Libraries have a column/row structure
like an Excel spreadsheet.


• Lists & Libraries in SharePoint 2001
• Lists & Libraries are modern, __________
structures to __________ information.
• Lists & Libraries ___________ to the folder
structure of Microsoft Operating systems.
• Lists & libraries have a _________ / _____
structure like an Excel spreadsheet.


Why
•Lists & Libraries provide flexibility for storing
information that is not possible in a folder
structure.
•3 New Capabilities:
- Sort
- View
- Filter


SORT



VIEW



FILTER


Mnemonics

STOP
VIEWING
FOLDER
S

Mnemonics

SORT
VIEW
FILTER


Mnemonics
STOP
VIEWIN
G
FOLDER
S

Q. Why use Lists & Libraries?
a. Free
b. Flexible
c. Fun

Q. What capabilities do list and libraries
provide?
a. standardizing, vectoring, focusing
b. sections, variables, columns
c. sort, view, filter

SharePoint Lists
Lists
•Lists can be created
inside any SharePoint
site.
•Lists are structured in
columns and rows.
•Lists hold data in their
respective column and
row.


SharePoint Libraries
Libraries
•Libraries can be created
inside any SharePoint site.
•Libraries are structured in
columns and rows.
•Libraries hold data in their
respective column and row
with the added capability of
attaching a file to a
designated type column.


When to use a List or Library?
When
•The primary difference between a list and library
is the added capability of attaching a file type to a
library.

•SharePoint supports most file types such as
Word, Excel, PowerPoint, PDF etc.


When to use Lists
-A use case of a list is a phone list where you only
need to view basic contact information;

Name | Number | Relationship
John Smith 555 - 5555 Brother


When to use Libraries
-A use case for a library is an area where you would
like to store all of your sales information. This
includes basic information about the client as well as
the client’s contract which in this case is a word
document.

File Type | Client | Region | Total Sales
John Smith East $5,000.00


Association Trick
Think of the Library as a “Reference Library”

•You build a library rather than a list because you
need to “reference” (or attach) information.

•You visit a library to reference a book or document.



The primary difference between a list and a library is
the added capability of attaching a ______ _____ to
a library.

Name a file type you can attach to a library?

1.
2.
3.


If you wanted to store a group of excel
worksheets in SharePoint would you create a
list or library?


Where are Lists and Libraries?
Where
•List and Libraries are located and created in any
SharePoint site.

•There is no limit on the number of lists or
libraries that you can create on a site.


Ready, Set, Review
• What is a SharePoint List & Library?
• Why use a List or Library?
• When to use a List or Library?
• Where are Lists & Libraries located?


Questions


Break Time
• Next Module
– Using Lists, Case Studies

Please be back in 15 Minutes

• Thank You for Learning!!


Understanding SharePoint 2010 Lists & Libraries

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