Set up metadata navigation for a list or library in SharePoint 2013

You must have a least the Manage Lists permission level to set up metadata navigation for a list or library.

1. Go to the list or library for which you want to configure metadata navigation.
2. Click the List or Library tab of the ribbon, and then click List Settings or Library Settings.
3. Under General Settings, click Metadata navigation settings.

In the Configure Navigation Hierarchies section, select the field or fields that you want to display in the navigation hierarchy and then click Add.

4. By default, the navigation tree displays folders. If you do not want folders to display, select Folders, and then click Remove.
5. In the Configure Key Filters section, select the fields that you want to add as Key Filters, and then click Add.
6. In the Configure automatic column indexing for this list, specify whether you want to create indexes automatically on this list. This improves the performance of the queries that users perform when they use the navigation tree and Key Filter columns that you specified. It is recommended that you select the option Automatically manage column indices on this list.
7. Click OK.

 

Why use Metadata Navigation?

To make it easier for users to find content in large lists and libraries, you can set up metadata navigation. Metadata navigation enables users to filter and find content in lists and libraries by using a navigation tree. They can also apply Key Filters, which work in combination with the navigation tree to refine the list of items that display.

When you set up metadata navigation, you can determine which columns from the library appear in the tree, and you can specify Key Filters. The following illustration shows a simple navigation tree that is based on content type.

 

Tags van Technorati: Metadata Navigation,Key Filters,managed metadata,SharePoint 2013,Lists,Libraries

Specify whether the "New Folder" command is available

By default, the New Folder command appears in libraries. A library owner or a user with design permissions for the library can determine whether the New Folder command is displayed by changing the advanced list settings.

1. Navigate to the site containing the library or list for which you want to specify if the “make new folder” command is available
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 the library.
3. Choose Library Settings
4. Choose Advanced Settings
5. Specify whether the “new Folder”command will be available

Tags van Technorati: Advanced Settings,New Folder,SharePoint 2010,SharePoint 2013

SharePoint 2010 Techniques for Managing Large Lists

 

How to create an index

1. Go to the list that you want to set an index for.
2. On the List tab, click List Settings.
3. Under Columns, click Indexed columns.
4. Click Create a new index.
5. Under Primary column for this index, select a column that you will frequently filter or sort on.
6. Click Create.
   Note: If you get an error preventing you from creating the index, you may need your administrator to create the index for you. Or, you may need to create the index during the Daily Time Window for Large Queries.

How to create folders

1. First enable the New Folder command. Go to the list that you want to create a folder for. On the List tab, click List Settings.
2. Click Advanced settings.
3. Under Make “New Folder” command available, click Yes, and then click OK.
4. Go back to the list. On the Items tab, click New Folder.

After you create folders in the list, you can then move items into those folders.

1. On the Site Actions menu, click Site Settings.
2. Under Site Administration, click Content and Structure.
   Note: This link is unavailable if you do not have the proper permissions, or if you are not using SharePoint Server.
3. On the left, click the name of your large list.
   Note: If you get an error preventing you from seeing your list here, you may need your administrator to move the items for you. Or, you may need to move the items during the Daily Time Window for Large Queries.
4. On the right, click the checkboxes for the items you want to move into folders.
5. On the Actions menu, click Move.
6. In the Move… dialog, click the plus sign next to your large list, and then click the folder you want to move the items to.
7. Click OK.

How to configure key filters

1. Go to the list that you want to set a key filter for.
2. On the List tab, click List Settings.
3. Click Metadata navigation settings.
4. Under Available Key Filter Fields, select the column you want to filter, and then click Add.
   Note: If you get an error preventing you from creating a key filter, you may need your administrator to create it for you. Or, you may need to create the key filter during the Daily Time Window for Large Queries.
5. Click OK.

Creating indices, key filters, or moving items in a large list

If your list has more than 5,000 items, errors may prevent you from creating indices, key filters, or moving items. However, one or more of following will solve this problem:

• Do these tasks during the Daily Time Window for Large Queries. Your administrator can establish this time window. Refer them to the section below entitled, “How to enable the Daily Time Window for Large Queries.”
• Ask your administrator to create indices, key filters, or move items for you.
• Obtain permissions that will allow you to create indices, key filters, and move items without errors and warnings. This essentially means becoming a member of the Administrators group in Windows Server. Note: This is often impractical at large organizations.

How to enable the Daily Time Window for Large Queries

1. In Central Administration, click Application Management on the left.
2. Click Manage web applications.
3. Select the web application that contains the large list.
4. Click General Settings, and then click Resource Throttling.
5. Under Daily Time Window for Large Queries, click to select Enable a daily time window for large queries.
6. Set a start time and duration when most of your users will not be working.
7. Click OK.

Tags van Technorati: Index,Folders,Query,Lists,Key Filters

How to create folders in a SharePoint List

 

First enable the New Folder command. Go to the list that you want to create a folder for. On the List tab, click List Settings.

Click Advanced settings.

Under Make “New Folder” command available, click Yes, and then click OK.

Go back to the list. On the Items tab, click New Folder.

After you create folders in the list, you can then move items into those folders.

1. On the Site Actions menu, click Site Settings.
2. Under Site Administration, click Content and Structure.
   Note: This link is unavailable if you do not have the proper permissions, or if you are not using SharePoint Server. (not available in SharePoint Foundation!)
3. On the left, click the name of your large list.
   Note: If you get an error preventing you from seeing your list here, you may need your administrator to move the items for you. Or, you may need to move the items during the Daily Time Window for Large Queries.
4. On the right, click the checkboxes for the items you want to move into folders.
5. On the Actions menu, click Move.
6. In the Move… dialog, click the plus sign next to your large list, and then click the folder you want to move the items to.
7. Click OK.

Tags van Technorati: Lists,Folders,Query