Create a managed metadata column in SharePoint 2013

IMPORTANT    You must be a Site Collection Administrator to create or configure site columns. You must have the Manage Lists permission level to create columns for lists or libraries. By default, site owners have Manage Lists permission.

1. You can create column for managed metadata column for lists and libraries, or you can create a site column. Create the column by choosing one of the following procedures:

• Create a site column.

To create a site column for managed metadata, follow these steps:

1. On the Home page, select Site Contents.
2. On the Site Contents page, click Settings.
3. Under Web Designer Galleries, click Site columns.
4. On the Site Column page, click Create.
5. On the New Site Column page, in the Name and Type section, type the name of the column

• Create list or library column.

To create a managed metadata column for a list or library, follow these steps:

1. Go to the list or library where you want to create the column.
2. On the List or Library tab of the ribbon, click List Settings or Library Settings, as appropriate.
3. In the Columns section, click Create Column.
4. On the Create Column page, in the Name and Type section, type the name of the column.

2. In The type of information in this column is section, choose managed metadata.
3. In the Group section, select a group for the column or create a group for it.
4. In the Additional Column Settings section, type a description and specify whether the value is required. You can also specify whether you want to enforce unique values for the column.
5. In the Multiple Value field section, specify whether you want to allow multiple values in the column.

   IMPORTANT    If you allow multiple values in the column, users won’t be able to sort on this column.

6. In the Display format section, specify whether to display only the term label, or to display the term and its full path in the term set hierarchy.
7. In the Term Set Settings section, do one of the following:

• To use an existing term set, select Use a managed term set, and then search or browse for the name of the term set. After you select the term set name, you can specify whether to allow users to fill-in values, and set a default value for the column.
• To create a term set for this column, select Customize your term set, and type a description for the term set. Then, click Edit Using Term Set Manager.

Click OK.

 

A managed metadata column lets you control the information that people can enter into a column. Users select the terms or phrases that they enter in the column from a pre-defined set of managed terms.

The following illustration shows how this works. The document library in the illustration has a managed metadata column called “Discover ECM”. To enter values in the column, a user edits the properties for an item in the library (in this case, the item is a spreadsheet). The name of the managed metadata column, Discover ECM, is the label for a field on the properties page. To see a list of terms, users just click the tags icon.

When you set up a managed metadata column, you can use an existing term set, or you can add a term set specifically for this purpose.

 

Tags van Technorati: Managed Metadata,SharePoint 2013,Term Set

Sync a library to your computer in SharePoint 2013

You can sync a SharePoint library to your computer, and then work with files in the library by using Windows Explorer. Updates to files sync to SharePoint whenever you’re online. You can sync your SkyDrive or a library on a team site.

Sync your SkyDrive library to your computer

The simplest way to sync your SkyDrive library is to go to your SkyDrive and then click the SYNC button:

This opens the Sync Library wizard, and automatically recognizes the name and web address of your SkyDrive library. Click Sync Now to start syncing your SkyDrive or change the location (preferred not on a system drive!).

Click Show my files… in the dialog box to open your synced SkyDrive folder in Windows Explorer. In Windows Explorer, your synced SkyDrive is listed in your Favorites in a folder named “SkyDrive Pro.” /| SkyDrive@ (Office 365)

You can also start the Sync Library wizard from the SkyDrive Pro menu in your Windows system tray:

If you have yet to sync any SharePoint libraries to your computer, the Sync Library wizard automatically prompts you to sync your SkyDrive, and references the Web address of your SkyDrive. If you want to sync a different library, you can click Sync a different library instead and then enter the Web address of the SharePoint library you want to sync.

If you’ve already synced your SkyDrive, the Sync Library wizard prompts you to specify the address of the library you want to sync.

Sync a team site library to your computer

The simplest way to sync a team site library is to go to the library and then click the SYNC button at the top of the page.

This opens the Sync Library wizard, and automatically recognizes name and web address of the team site library. Click Sync Now to start syncing the library. Click Show my files… in the dialog box to open your synced library folder in Windows Explorer. In Windows Explorer, the synced library folder is placed in the SharePoint Libraries folder. The synced library folder uses the name of the site library.

You can also start the Sync Library wizard from the SkyDrive Pro menu in your Windows system tray:

If you have yet to sync any SharePoint libraries to your computer, the Sync Library wizard automatically prompts you to sync your SkyDrive, and references the Web address of your SkyDrive. If you want to sync a different library such as a team site library, you can click Sync a different library instead and then enter the Web address of the SharePoint library you want to sync.

If you’ve already synced your SkyDrive, the Sync Library wizard prompts you to specify the address of the library you want to sync.

 

Tags van Technorati: SkyDrive Pro,SharePoint 2013,Syncing

Copy a file to another library or Send To location

 

Copy a file to a destination that you specify

You can use the Send To command to copy a file to a library that you specify. You must have the Contribute permission level for the library to which you want to copy the document.

1. Make note of the URL for the SharePoint library to which you want to copy the file. Make sure the library exists, and that you have write permissions to the library.
2. Navigate to the site containing the library for which you want to copy a file.
3. Click the name of the library on the Quick Launch, or click Site Actions , click View All Site Content, and then in the appropriate libraries section, click the name of your library.

NOTE    A SharePoint site can be significantly modified in appearance and navigation. If you cannot locate an option, such as a command, button, or link, contact your administrator.

4. Select the file you want to copy.
5. In the ribbon, click the Documents tab, and then in the Copies group, click the arrow next to Send To, and then click Other Location.
6. In the Destination section, under Destination document library or folder, type the URL for the SharePoint library to which you want to copy the document. For example, to copy to a specific document library or to a folder within a document library type the following syntax:

• <http://servername/sitename/libraryname >
• <http://servername/sitename/libraryname/foldername>

7. If you want to rename the copy of the document, under File name for the copy, type a new name.
8. In the Update section, do either of the following:

• If you want to be prompted to update any copies when new versions of the source file are checked in from the browser, click Yes.

If you select this option, the copy that you create will be marked as a copy that prompts for updates, and it will be updated whenever you choose to update existing copies of a source file.

NOTE    If you check in files from a program that is compatible with SharePoint technologies, such as Microsoft Office Word 2010, you will not be prompted to update copies in the client program.

• If you want to be alerted when the source file is updated, select the Create an alert for me on the source document check box.

NOTE    You will not receive e-mail alerts when the source file is updated unless e-mail is enabled on the server. If you are not sure if e-mail is enabled on the server, contact your administrator.

9. Click OK, click OK again, and then when the copy operation completes, click Done.

 

Copy a file to a predefined destination

If a Send To destination is already specified for your library, you can copy files from this library to another library by using the Send To command.

1. Navigate to the site containing the library for which you want to copy a file.
2. Click the name of the library on the Quick Launch, or click Site Actions , click View All Site Content, and then in the appropriate libraries section, click the name of your library.

NOTE    A SharePoint site can be significantly modified in appearance and navigation. If you cannot locate an option, such as a command, button, or link, contact your administrator.

3. Select the file you want to copy.
4. In the ribbon, click the Documents tab, and then in the Copies group, click the arrow next to Send To , and then click the name of the destination to which you want to copy the document or item.

NOTE    If you do not see the name of a Send To destination, it could mean that a Send To destination is not specified for this library or that you do not have the Contribute permission level for the destination library.

5. If you want to rename the copy of the file, in the Destination section, under File name for the copy, type a new name.
6. In the Update section, do either of the following:

• If you want to be prompted to update any copies when new versions of the source file are checked in from the browser, click Yes.

If you select this option, the copy that you create will be marked as a copy that prompts for updates, and it will be updated whenever you choose to update existing copies of a source file

NOTE    If you check in files from a program that is compatible with SharePoint technologies, such as Microsoft Office Word 2010, you will not be prompted to update copies in the client program.

• If you want to be alerted when the source file is updated, select the Create an alert for me on the source document check box.

NOTE    You will not receive e-mail alerts when the source file is updated unless e-mail is enabled on the server. If you are not sure if e-mail is enabled on the server, contact your administrator.

7. Click OK, click OK again, and then when the copy operation completes, click Done.

 

Update copies of a file

There are two ways that you can update copies of an item:

• From a source file, you can use the Send To command to update existing copies of an item.
• From any copy of an item, you can go to the Manage Copies page, view all existing copies, and then select which ones you want to update.

Update copies from the source file

1. Navigate to the site containing the library containing the source file.
2. Click the name of the library on the Quick Launch, or click Site Actions , click View All Site Content, and then in the appropriate libraries section, click the name of your library.

NOTE    A SharePoint site can be significantly modified in appearance and navigation. If you cannot locate an option, such as a command, button, or link, contact your administrator.

3. Select the file for which you want to update copies from the source file.
4. In the ribbon, click the Documents tab, and then in the Copies group, click the arrow next to Send To , and click Existing Copies.

NOTE    The Existing Copies command appears only if you chose to be prompted for updates when you initially used the Send To command to copy this source file to another location.

5. In the Destinations section, under Copies, select the check boxes for the copies that you want to update, and then click OK.
6. Click OK, click OK again, and then when the update operation completes, click Done.

Update copies from the Manage Copies page

1. If a file was copied to one or more different libraries, you can update all of the different copies from one location on the Manage Copies page, which is accessible from any copy of an item.
2. Navigate to the site containing a library that contains a copy of the source file for which you want to update copies of a file.
3. Click the name of the library on the Quick Launch, or click Site Actions , click View All Site Content, and then in the appropriate libraries section, click the name of your library.

NOTE    A SharePoint site can be significantly modified in appearance and navigation. If you cannot locate an option, such as a command, button, or link, contact your administrator.

4. Select the file for which you want to update copies.
5. In the ribbon, click the Documents tab, and then in the Copies group, click Go to Source Item.
6. Click Manage Copies.
7. To update all copies that already prompt for updates, click Update Copies.
8. In the Destinations section, under Copies, select the copies that you want to update, and then click OK.

NOTE    If you want to update copies that are listed on the Manage Copies page under Copies that do not prompt for updates, first you must change the update settings for these copies. For more information about how to do this, see the section, Change the settings for a copy to make it prompt for updates.

9. Click OK, click OK again, and then when the update operation completes, click Done.

Change the settings for a copy to make it prompt for updates

If you created a copy of a file by using the Send To command and you did not choose to be prompted for updates, this copy cannot receive updates from the source file. However, you can change this setting and make the copy available for updates.

1. Navigate to the site containing the library for which you want to copy a file.
2. Click the name of the library on the Quick Launch, or click Site Actions , click View All Site Content, and then in the appropriate libraries section, click the name of your library.

NOTE    A SharePoint site can be significantly modified in appearance and navigation. If you cannot locate an option, such as a command, button, or link, contact your administrator.

3. Select the file for which you want to update copies.
4. In the ribbon, click the Documents tab, and then in the Copies group, click Go to Source Item.
5. Click Manage Copies.
6. Click Edit next to the item, and then click Yes under Prompt the author to send out updates when the document is checked in? in the Update section.
7. Click OK.

Unlink a copy from its source file

To completely remove any links between a source file and its copy, unlink the source file and its copy in both of the following ways:

• Unlink a copy from its source so that the copy no longer retains its connection to a source file. If you do this, the source file retains a connection to the copy, and the copy can still be updated if someone chooses to update existing copies of the source file.
• Remove the link to a copy from the source file so that the source file no longer updates the copy.

To remove the copy from the list of copies that can be updated from the source file:

1. Navigate to the site containing the library for which you want to copy a file.
2. Click the name of the library on the Quick Launch, or click Site Actions , click View All Site Content, and then in the appropriate libraries section, click the name of your library.

NOTE    A SharePoint site can be significantly modified in appearance and navigation. If you cannot locate an option, such as a command, button, or link, contact your administrator.

3. In the ribbon, click the Documents tab, and then in the Copies group, click Go to Source Item.
4. Click Manage Copies.
5. Click Edit next to the copy that you want to unlink from the source file.
6. Click Remove Link, and then click OK.

To remove the copy's link to its parent source file:

1. In the ribbon, click the Documents tab, and then in the Manage group, click Delete, and then click OK.
2. Return to the library that contains the copy that you want to unlink from the source file.
3. In the ribbon, click the Documents tab, and then in the Manage group, click View Properties.
4. At the top of the page, click Unlink, and then click OK.

Delete a file copy

NOTE    If you want to completely delete an item that is a copy of another item, first you must ensure that this item is removed from the source file's list of items to update. Otherwise, the item may be recreated whenever someone chooses to update any existing copies of the source file. It is also recommended that you unlink the copy from its source file. After you have completely unlinked the source file and its copy, you can delete the copy.

1. Unlink the source file and its copy. See the previous section, Unlink a copy from its source file.
2. Navigate to the site containing the library for which you want to delete the file.
3. Click the name of the library on the Quick Launch, or click Site Actions , click View All Site Content, and then in the appropriate libraries section, click the name of your library.

NOTE    A SharePoint site can be significantly modified in appearance and navigation. If you cannot locate an option, such as a command, button, or link, contact your administrator.

4. In the ribbon, click the Documents tab, and then in the Manage group, click Delete.

 

Tags van Technorati: Copy File,Send To Destination,Libraries,Document Libraries,SharePoint 2010,SharePoint Foundation

Enable and configure versioning for a library

 

Enable versioning in a library

1. Navigate to the library you plan to work in. If the library name does not appear in the Quick Launch pane, click All Site Content, and then select the name of your library.
2. On the ribbon, in the Library Tools group, click the Library tab.
3. Click Library Settings .
4. On the Library Settings page, under General Settings, click Versioning settings. The Versioning Settings dialog box opens.
5. In the Document Version History section, select one of the following options:

• Create major versions – If you select this, you can set a limit to the number of major versions.
• Create major and minor (draft) versions – If you select this, you can set a limit to both the number of major versions and the number of versions for which you want to retain drafts.

6. Optional: Limit the number of versions you want to retain.

• Select the Keep the following number of major versions check box if you want to limit the number of versions that are retained in your library. Otherwise, do not select it. In the box immediately below the check box, enter the number of versions you want to retain.
• Select the Keep drafts for the following number of major versions check box if you want to limit the number of drafts you retain. This option is available only when the Create major and minor (draft) versions option is selected. In the box immediately below the check box, enter the number of versions for which you want to keep drafts.

7. Optional: Determine which users should be allowed to see draft items in the document library. In the Draft Item Security section, select one of the following.

• Any user who can read items. Select this to allow access to anyone who has Read permissions to the site. This option is available when Create major and minor (draft) versions is selected in the Document Version History section.
• Only users who can edit items. Select this to restrict the view of drafts to those who have permissions to edit. This option is available when Create major and minor (draft) versions is selected in the Document Version History section.
• Only users who can approve items (and the author of the item). Select this to restrict the view to only the original author of the item and those who have permissions to approve items in the library. This option is available when the Content Approval section is set to Yes.

8. Optional: Determine whether you want to require check out in this library. The default is to not require it. If you want to change the default, select Yes in the Require Check Out section.
9. Click OK to close the dialog box and return to the Document Library Settings page.

Remove versioning from a library

You may determine, after a while, that versioning is not necessary for your library. If you have Full Control or Design permissions, you can remove versioning from the library.

1. Navigate to the library you plan to work in. If the library name does not appear in the Quick Launch pane, click All Site Content, and then select the name of your library.
2. On the ribbon, in the Library Tools group, click the Library tab.
3. Click Library Settings .
4. On the Library Settings page, under General Settings, click Versioning settings.
5. In the Document Version History section of the Versioning Settings dialog box, select No Versioning. This removes any entries you previously created in this section.
6. Click OK to close the dialog box and return to the Document Library Settings page

 

Why enable versioning?

When versioning is enabled in libraries, you can track and manage information as it evolves. You can look at earlier versions and recover them, if necessary. That is very handy, for example, if a file becomes corrupted or when people realize that earlier versions of a file might be more accurate than later ones. Some organizations retain multiple versions of their files for legal reasons or audit purposes. By default, versioning is turned off. To turn it on and implement your versioning decisions, you must either have Full Control or Design permissions.

You might also want to track both major and minor versions of a file. This is useful, for example, if you want to see how a legal opinion is evolving or what the thinking is behind a new program that is currently under development. A major version can signal that a document is ready for review by a wide audience, whereas the minor (draft) version is a work-in-progress and not yet ready for wide circulation.

A major version is one that has changed significantly since the last major version and it is identified by a whole number such as 2.0 Major versions are usually visible to all people who have access to the library. A minor version is one that has had only modest changes since the last major version. It is identified by a decimal number such as 2.1. In general, minor versions are visible only to those who are making the changes and to those who have Full Control or Design permission. However, you can set up the library to allow all site users to see all available drafts.

NOTE    Major and minor versions are only available for libraries, not for lists.

 

Versioning settings – How they work

The Versioning Settings dialog box contains four major sections, some of which are not strictly involved with versioning. Each section requires decisions when you set up a library. Of course, if you have the necessary permissions, you can change the settings at a later date.

• Content Approval section   . Use this section to decide whether to require content approval for items that are submitted to the library.
• Document Version History section   . Use this section to select the various versioning options that are available to you. The following table lists each option and the impact of choosing it.

SELECTION	IMPACT
No versioning	Only the current version of an item or file is available to site users. This is the default setting
Create major versions	Versions are created and retained for each major version. Minor versions are neither created nor maintained.
Create major and minor (draft) versions	Both major and minor versions are created and tracked upon file check-in. The person who is working on the file must indicate, at check-in, whether the file is a major or minor version.
Keep the following number of major versions	If the check box for this optional setting is selected, the number below it indicates how many major versions are retained in the library. If, for example, that number is 25, the oldest version is deleted when the 26th version is created. Then, only versions 2-26 are available. You can manage your library more easily if you prevent the number of versions from proliferating. However, if it is important to retain every version, or a great number of versions, either apply a very high limit or no limit at all.
Keep drafts for the following number of major versions	If this optional setting is selected, the number in the box determines how many draft versions are retained. For example, you might decide that you want to retain 25 major versions, but you only require drafts for the most recent five versions. Unless you have a legal or another special requirement, you probably do not need to retain all drafts for all major versions.

• Draft Item Security section   . Use this section to determine who should see draft items in the library. You can allow any user who has Read permissions to the library to view them, or you can restrict the view to only those users who can edit items or to only the author of the item and the people who can approve items. If you choose to restrict the view, only designated viewers can see the minor versions (drafts). Other users see only the major versions.
• Require Check Out section   . Use this section to specify whether users must check out files before they can make changes to them.

Tags van Technorati: Versioning,document libraries,SharePoint 2010,SharePoint Foundation

Specify a Send To destination for a library

Specify a Send To destination for a file

1. Make a note of the URL for the SharePoint library to which you want to be able to copy files.
2. If the library for which you want to specify a Send To destination is not already open, click its name on the Quick Launch.
3. If the name of your library does not appear, click View All Site Content, and then click the name of your library.
4. On the Library Tools tab on the ribbon, click Library.
5. Click Library Settings on the ribbon.
6. Under General Settings, click Advanced settings.
7. In the Custom Send To Destination section, under Destination Name, type a brief name for the destination to which files will be copied. It is helpful to keep this name brief because the name appears after the Send To command on the shortcut menu for the library.
8. Under URL, type the Uniform Resource Locator (URL) for the SharePoint library to which you want to be able to copy files. For example, to copy to a specific document library or to a folder within a document library, type either: http://servername/sitename/libraryname or http://servername/sitename/libraryname/foldername.

IMPORTANT    Do not copy and paste the URL for the destination SharePoint library directly from the browser into this text box because this version of the URL will contain extra characters that will prevent you from being able to copy a file successfully to the destination library.

You can specify a custom Send To destination for a library, so that people who use that library can easily copy files to a destination that you have specified. To specify a custom Send To destination for a library, you must have the Design permission level for that library.

The Send To command appears on the shortcut menu for each file in the library. Site administrators or list managers can specify a custom Send To destination for a library, so that this destination appears on the shortcut menu for the people who use the library. Additionally, you can use the Send To command to copy a file to a destination that you specify.

How does the Send To command work?

By using the Send To command, you can copy files from the library in which they were created to another library. When a file is copied in this way, the copy maintains a relationship with its source file, and you can choose to update this copy with any changes that are made to the source file. Additionally, if the copy and its source file share common columns or fields, these columns or fields are also updated when the copy is updated.

The Send To command makes it easy for people in an organization to share information with other teams or to publish information to a central location.

For example, a marketing team might save working drafts of its market research publications to a document library on its departmental team site. When these market research documents are completed, the team can use the Send To command to copy these documents to another document library that is accessible to marketers in the field and other teams within a company. When a marketing team member uses the Send To command to copy a document to this destination, he or she can choose to be prompted to update any existing copies whenever the source document is checked in. If appropriate, the marketing team member can then choose to update any existing copies whenever the source file is updated.

By default, you can use the Send To command to copy files to libraries within a site collection. If you copy files from a client computer that has a program that is compatible with SharePoint Foundation, such as Microsoft Office Word 2010, and a browser that supports Microsoft ActiveX Controls, such as Microsoft Internet Explorer, you can use the Send To command to copy files not only between libraries within a site collection, but also between different Web applications. If you copy files from the browser of a client computer that does not support ActiveX Controls, you can only copy files to libraries within site collections that share the same domain name (top-level site name) as the source library.

Also, Web application administrators can set up connections to document and records repositories and choose to display those destinations in the Send To command shortcut menu. To read more about connections to document and records repositories, see Records Management in SharePoint Server 2010.

If you need to copy files to a site that either has forms authentication enabled or is a secure site (for example, a site with a URL that begins with https://), you must add the copy destination to the list of trusted sites in your browser.

 

Tags van Technorati: Send To Destination,Libraries,Document,SharePoint 2010,Document Libraries,SharePoint Foundation

Turn on support for multiple content types in a list or library

 

Turn on multiple content types in a library

1. Open the library for which you want to enable multiple content types.

NOTE    You cannot enable multiple content types in the Wiki Library

2. On the ribbon, under Library Tools, click the Library tab
3. In the Settings group, click Library settings.
4. In the General Settings section, select Advanced Settings.
5. In the Content Types section, click Yes under Allow management of content types?
6. Change any other settings that you want, and then click OK.

Turn on multiple content types in a list

1. Open the list or calendar for which you want to enable multiple content types.
2. On the ribbon, under List Tools, click the List tab.
3. In the Settings group, click List settings.
4. In the General Settings section, select Advanced Settings.
5. In the Content Types section, click Yes under Allow management of content types?
6. Change any other settings that you want, and then click OK.

Tags van Technorati: content Type,document library,lists,libraries,SharePoint 2010,SharePoint Foundation

Add multiple Office templates to a document library

 

When you create a new document for any given document library, the default type of document template available to you is a Microsoft Word document. But what if you want to quickly add a Microsoft Excel worksheet, a Microsoft OneNote document, or a Microsoft PowerPoint presentation to your Document Library? And what if you want each document type to follow a particular template so that all documents of a certain type are consistent?

This article is divided into the two steps necessary for creating and then adding content types to be used as templates for various file types within a Document Library.

NOTE    : If your organization is using SharePoint Online/Microsoft Office 365, and you use the Microsoft Office Web Applications instead of Microsoft Office client programs, you must follow the steps in this article to enable users to create multiple Microsoft Office document types in a document library from within the browser.

 

Create a content type for a document template

NOTE    You must be a site collection owner to successfully complete this procedure.

1. Go to the top level of the site collection and select Site Settings from the Site Actions menu.
2. Under the Galleries section of the Site Settings page, click Site content types.

   NOTE    Note that, by default, the New Word content type exists under the Group Work Content Types section. This is typically the choice that is available to you when adding a new document to any Document Library.

3. Click Create at the top of the Site Content Type settings page.
4. On the New Site Content Type page, do the following:

• Type “PowerPoint” in the Name field.
• Type “Create new presentation in this library” in the Description field.
• Select Document Content Types from the Select parent content type from drop down list.
• Select Document from the Parent Content Type drop-down list.
• Click OK.

5. On the Site Content Types > PowerPoint page, under Settings, click Advanced Settings.
6. In the Document Template section, select Upload a new document template, click Browse, and then double-click a PowerPoint slide or template that you want to use.

   NOTE    You must have Microsoft Office installed in order to create Office generated documents.

7. Click OK.

   NOTE    You can also add a new Excel, OneNote or Word template by repeating the above steps for each file type.

   NOTE    You can create multiple and different templates of the same file type.

 

Display the new template as a choice when creating new documents

Now that you have created content types for your PowerPoint, OneNote, and Excel templates, you need to add the content types to a Document Library. This step ensures that they will appear as choices from the New Document command on the ribbon.

1. Navigate to the library to which you want to associate the new content types.
2. On the Library tab of the ribbon, click Library Settings. If you are working with a list, click List Settings.
3. Under General Settings, click Advanced Settings.
4. In the Content Types section, click Yes under Allow management of content types, and then click OK.
5. On the Library Settings page, under Content Types, click Add from existing site content types.
6. On the Add Content Types page, select All Groups under Select site content types from.
7. Under Available Site Content Types, look for and select the new content types to associate to this library and click Add.

   NOTE    You can multi-select content types by pressing the <CTRL> key while clicking on several content types in the list.

8. The next time you click New on the ribbon for the library you want to add items to, the new template content types appears as choices in the drop-down list.

 

Save your customized library as a template

Now that you have created content types for your PowerPoint, OneNote, and Excel templates and added them to the Document Library, you can save this library as a template. In this way, you won’t have to repeat the steps above if you want something similar for another Document Library.

NOTE    You must have Designer permissions to accomplish this task.

1. Go the Document Library that you want to save as a template.
2. Under Library Tools in the ribbon, click the Library tab.
3. In the Settings group of the ribbon, click Library Settings.
4. Under Permissions and Management, click Save document library as template.
5. Type the file name, the template name and template description in the fields provided.
6. If you want document libraries created from this new Document library template to include the items already in the document library, select the Include Content checkbox.

Tags van Technorati: Word 2010,Excel 2010,OneNote 2010,PowerPoint 2010,SharePoint 2010,SharePoint Foundation,SharePoint Server 2010,Template,Content Type

Change the default file template for a document or form library

 

There are two ways you can change the default template:

• If your document or form library has a default file template for a program compatible with SharePoint 2010, then you can edit the default template.
• For other programs, you cannot directly edit the default template, but you can copy a new template file to the Forms folder of the library to specify a custom template.

Edit the default file template

1. Navigate to the site containing the library for which you want to edit the default template.
2. Click the name of the library on the Quick Launch, or click Site Actions, click View All Site Content, and then in the appropriate library section, click the name of the library.

NOTE    A site can be significantly modified in appearance and navigation. If you cannot locate an option, such as a command, button, or link, contact your administrator.

3. In the ribbon, under the Library Tools section, click the Library tab, and then in the Settings group, click Library Settings.
4. Under General Settings, click Advanced settings.
5. In the Document Template section, under the Template URL box, click Edit Template. One of the following happens:

Document library    The template opens in an application that is compatible with SharePoint 2010 and that is associated with the file type of the current template. For example, Office Word 2010 opens if the default template is a Word template, or Office Excel 2010 opens if the default template is an Excel worksheet.

Form library    The template opens either in a program compatible with SharePoint 2010, either an XML-based form design program, such as Microsoft Office InfoPath 2010, or an XML editor.

NOTE    If people on your site already filled out forms that were based on the original template, consider how any changes to the template may affect those forms. For example, adding a field that users are required to fill out may cause errors to appear in the original forms that were filled out before the field was added.

6. Make the changes that you want, and then save the template. Close the program if you no longer need it open, or switch to your site.
7. Depending on your form design program, you may need to republish the template to the library on your site from your program.
8. In your site, at the bottom of the Document or Form Library Advanced Settings page, click OK.

Specify a custom file template

1. Create and save your custom template in a program that is compatible with SharePoint 2010. Make note of its location, and then switch to SharePoint 2010.
2. Navigate to the site containing the library for which you want to specify a custom template.
3. Click the name of the library on the Quick Launch, or click Site Actions, click View All Site Content, and then in the appropriate library section, click the name of the library.

NOTE    A site can be significantly modified in appearance and navigation. If you cannot locate an option, such as a command, button, or link, contact your administrator.

4. In the ribbon, click the Library tab, and then in the Connect & Export group, click Open with Explorer.
5. In Windows Explorer, browse to find the custom template that you created.
6. Right-click the file, and then click Copy on the shortcut menu.
7. Click the Back button until you return to the library, and then click the Forms folder to open it.
8. Right-click in a blank area in the folder window, and then click Paste on the shortcut menu.
9. Close Windows Explorer and return to the library on the site.
10. On the Settings menu, click Library Settings.
11. Under General Settings, click Advanced settings.
12. In the Document Template section, do one of the following:

Document library    Type the address of your custom template in the Template URL box. The location is the Web address of the template on the site, relative to the name of the site. For example, if your template is called Watermark.dotx, and you add it to the Forms folder of the Shared Documents, document library, you would type the following:

Shared Documents/Forms/Watermark.dotx

Form Library    Type the address of the custom template that you want to use in the Template URL box. The location is the Web address of the template on the site, relative to the name of the site. For example, if your template is called Orders.xml, and you add it to the Forms folder of the Purchases form library, you would type the following:

Purchases/Forms/Orders.xsn

NOTE    If the settings in the Document Template box are not available, an administrator may have set up multiple content types. To see whether multiple content types are enabled, verify that Yes is selected under Allow management of content types? in the Content Types section immediately above the Document Templates section. If it is, you must edit the template for the content type.

 

Where the file templates are stored in the library

When a document or form library has a default file template, it is stored in the Forms folder of the library.

Open the library in Windows Explorer to see the Forms folder which contains the file template for the library.

By default, a document library has a file template, called template.dotx, but you can change this file if you need to. To specify a different template, you need to first create it in a program that is compatible with SharePoint 2010, such as Office Word 2010, and then save it to the Forms folder of a library. Then, from the library, you specify the address of the custom template.

By default, a form library comes with a placeholder file, called template.xml, that you must replace with a form template that you create.

 

Tags van Technorati: Form Library,Document Library,Forms,Template,SharePoint Server 2010,SharePoint Foundation

Set up a default file template when you create a document or form library

 

1. Navigate to the site where you want to create the library.
2. Click Site Actions, click View All Site Content, and then click Create.

NOTE    A site can be significantly modified in appearance and navigation. If you cannot locate an option, such as a command, button, or link, contact your administrator.

3. Under Libraries, click Document Library or Form Library.
4. In the Name box, type a name for the library. The library name is required.

The name appears at the top of the library page, becomes part of the address for the library page, and appears in navigational elements that help users to find and open the library.

5. In the Description box, type a description of the purpose of the library. The description is optional.

The description appears at the top of the library page, underneath the name of the library. If you plan to enable the library to receive content by e-mail, you can add the e-mail address of the library to its description, so that people can easily find it.

6. To add a link to this library on the Quick Launch, verify that Yes is selected in the Navigation section.
7. In the Document Version History section, click Yes if you want a version, or a backup copy, of a file to be created each time a file is checked into the library.
8. In the Document Template section, do one of the following:

Document library    Specify the type of file to be used as a template for new files in the document library. The following file types are available by default:

• None
• Microsoft Word 97-2003 document
• Microsoft Excel 97-2003 spreadsheet
• Microsoft PowerPoint 97-2003 presentation
• Microsoft Word document
• Microsoft Excel spreadsheet
• Microsoft PowerPoint presentation
• Microsoft OneNote 2010 Notebook
• Microsoft SharePoint Designer Web page
• Basic page
• Web Part page

Form library    Select the form template that you want to specify as the type of form for all forms in the library.

9. Click Create.

Tags van Technorati: Document Library,Form Library,File Template,SharePoint 2010