Introduction to SharePoint and Steps Creating Lists

Microsoft SharePoint is a web-based collaboration and document management platform. It is widely used by organizations to store, organize, share, and access information securely from almost any device. SharePoint integrates seamlessly with Microsoft 365 (formerly Office 365) and other Microsoft tools, making it a key component of many enterprise environments.

Features

1. Document Management
   • SharePoint allows for secure storage of documents, making it easy for teams to share, edit, and manage files. It includes features like version control, check-in/check-out, and metadata tagging.
2. Collaboration
   • SharePoint is designed to improve teamwork by enabling real-time collaboration. Multiple users can co-author documents simultaneously, communicate in the context of the document or project, and share updates easily.
3. Integration with Microsoft Office and Microsoft 365
   • SharePoint is tightly integrated with Microsoft tools such as Word, Excel, Outlook, and Teams, providing a seamless experience for users. Documents stored in SharePoint can be accessed and edited directly in these applications.
4. Customization and Development
   • SharePoint is highly customizable. Organizations can create custom workflows, web parts, and apps to extend their functionality. Power users can leverage tools like Power Automate and Power Apps for advanced automation and app development.

There are different types of libraries in SharePoint, each designed for specific use cases.

1. Document Library: The most common type of library used to store, share, and manage documents such as Word, Excel, PowerPoint, PDFs, and other file types.
2. Picture Library: Designed for storing images and graphics.
3. Asset Library: Stores media files like audio, video, and other rich media used throughout the site.
4. Slide Library: Stores PowerPoint slides to enable easy reuse of individual slides.
5. Users can upload and download individual slides.

List

A list can contain different columns (fields) that define the types of information stored in each list item. These columns help you structure data in a meaningful way. The different types of information (or column types) that can be added and configured within SharePoint List Settings.

1. Single Line of Text: A simple text field that allows users to enter a short string of text (up to 255 characters). This is useful for names, titles, or brief descriptions.
2. Multiple Lines of Text: A field that allows for multiple lines of text, including rich text formatting (such as bold, italics, bullet points). It can store longer entries, such as comments, detailed descriptions, or notes.
3. Choice (Drop-Down Menu): A predefined set of choices from which users can select one or more options. It can be displayed as a dropdown, radio buttons, or checkboxes. Useful for categories, statuses, or any scenario requiring controlled input.
4. Number: Stores numeric values. This is useful for data such as quantities, costs, or scores. You can set minimum and maximum values and control decimal places.
5. Currency: A specialized number field that formats values as currency. You can select the currency format (e.g., USD, EUR) and define decimal precision.
6. Date and Time: A field for storing dates with an optional time component. You can configure it to store only dates or both dates and times. Useful for due dates, project timelines, or event schedules.
7. Lookup: A field that pulls information from another list on the same site. You can use it to create relationships between lists. For example, a “Project” list could pull data from a “Clients” list to associate a client with each project.
8. Yes/No (Checkbox): A Boolean field that allows users to select a simple Yes or No value (represented as a checkbox). This is helpful for toggling status or settings, such as "Is Completed?" or "Approved?"
9. Person or Group: This field allows users to select people or groups from your organization (based on SharePoint’s user directory). It can be useful for assigning tasks, identifying owners, or noting collaborators.
10. Hyperlink or Picture: A field that stores URLs, which can either be links to external websites or images. The display format can show as a clickable link or an image preview.
11. Calculated: A field that generates values based on formulas using other columns in the list. For example, you can calculate the total cost of items in a list by multiplying quantity by price.
12. External Data: A column that links to data from external sources, such as SQL databases or web services, using Business Connectivity Services (BCS). This is useful when you want to integrate data from outside SharePoint into your list.
13. Managed Metadata: This field allows users to select terms from a predefined taxonomy set in the Term Store (SharePoint’s managed metadata service). It is ideal for applying consistent tagging or categorization across your site, especially in large organizations.

How to create a List in SharePoint?

1. Open SharePoint
2. Click on Create on the left side of the screen.
3. Click on the “+ Add Column” button in the list view to add different types of columns (e.g., text, number, date, choice, person, etc.).
4. Configure the column by specifying the column name, data type, and any optional settings such as default values or required fields.
   
   
   
5. Click on the gear icon and choose List Settings to access more advanced options like versioning, permissions, validation settings, and workflows.
   
6. Create custom views to display data in different formats. Click on All Items (default view) > Create a new view, and customize filters, sorting, and grouping to organize list items.