Adding Content to a SharePoint Site

In my first SharePoint article I covered setting up Windows SharePoint Services (WSS) and creating a sub-site, called ?IT?, under the root level site.? In this article, I will cover the basics for adding a Issues list to the IT site.

Adding content to the IT Site

On an IT site, a good list to have is a list of issues being worked on or new issues.? Using the steps below we will create an Issues list that will automatically e-mail the person who the issue is assigned to.

Creating an Issues List

1.      On the IT page, http://<SharePoint address>/IT, click Create

2.      Click on Issues under ?Lists?

3.      Enter a name for the Issues list, like ?Issues,? and click Create

?        At this point, the Issues list will be created, however some of the default fields and settings should be changed.

Changing fields on the Issues Lists

1.      While on the issues list, http://<SharePoint address>/IT/Lists/Issues, click Modify settings and columns

2.      Click Add a new column under ?Columns?

3.      Add a Details field

a.       Enter ?Details? for the Column name

b.      Select Multiple lines of text

c.       Insert ?Enter all available information on the issue in this field? in the Description box

d.      Check Yes for the ?Require that this column contains information? setting

e.       Change the ?Number of Lines to Display? to 20

f.        Click OK

4.      Add an Affected User or System

a.       Enter ?Affected User or System? for the Column name

b.      Select Single line of text

c.       Insert ?Enter the user or system affected by this issue? in the Description box

d.      Check Yes for the ?Require that this column contains information? setting

e.       Change the ?Number of Lines to Display? to 20

f.        Uncheck Add to default view and click OK

5.      Change the name and description on the Comment field/column

a.       Click the Comment column under ?Columns?

b.      Change the name to ?Change Comment?

c.       Enter ?This comment is only saved with current instances of this issue.? and click OK

?        The Issues list web part in SharePoint is unique.? Like versioning in document libraries, whenever an item in the issues list is changed a new version of that issue is created.? The ?Change Comment? is only saved with the current version.? This is why we added a Details field and renamed the Comment field.? When you click an item in an Issues list, all previous versions, or updates to that issue are shown with their comment.

6.      Change the Priority lists

a.       Click the Priority column

b.      Under ?Type each choice on a separate line? change the list to the following:

i.              1 Critical

ii.            2 High

iii.           3 Normal

iv.          4 Low

v.            5 Nice to have

c.       In the ?Default value? field, enter ?3 Normal?

d.      Click OK

7.      Change the Category lists

a.       Click the Category column

b.      Select Yes under ?Require that this column contains information?

c.       Under ?Type each choice on a separate line? change the list to the following:

?        These are just suggestions, feel free to change them.

i.              Windows (Desktop)

ii.            Microsoft Office

iii.           Internet Explorer

iv.          Outlook (e-mail)

v.            Phone

vi.          Power

vii.         Other

d.      Change the ?Default value? to be empty

e.       Click OK

8.      Setting the order of fields

a.       Click Change the order of the fields under ?Columns?

b.      Change the field order to the following

i.              Title

ii.            Affected User or System

iii.           Category

iv.          Priority

v.            Details

vi.          Assigned To

vii.         Status

viii.       Due date

ix.          Comment

x.            Add Related Issue