SharePoint Responsive > Web Parts > Content Lists > Instructions

Instructions

Note: This section does not go over editing the list columns or settings, just maintaining content in a list. You will only need to edit a list if you are creating a SmartForm. To edit a list you need a special set of permissions that are given after attending SmartForms training. See the SmartForms section for more info.  

Maintaining content in a list

List content is maintained through Site Actions > View All Site Content.
If the corresponding list for a piece of functionality (Tab2 Web Part or SmartForm) does not exist within its parent subsite, the list might be located at the root of the site.

You can edit, add or delete content in the list, but be aware that all additions or edits to a list are applied as they are saved -- edits appear in real time. Lists do not use the standard two-step workflow process. Your changes will be live immediately if the page that the web part is on is published.

Below is an example from the College of Communication. Your list might have completely different fields and/or be named differently, but this a good example of a simple content list that powers a Tab2 web part.

Editing a existing item

Go to the list through Site Actions > View All Site Content

Click on the name of the list
When you click on the name of the list, you'll be taken to the All Items view of the list.

Select the item you want to edit by clicking the checkmark to the left of the item, and in the ribbon, click on Edit Item.

Select the item and click Edit
OR
Hover over the first column of the item and select Edit Item from the dropdown menu.

Hover over the item and fromt eh dropdown select Edit

You are now able to edit the item. 

Does your list have an Image field that needs to be updated? In a separate window/tab, upload the image you wish to use to the Images folder (make sure it is first sized properly). Once the image is uploaded to the images library, click on the thumbnail, and the image will open in a new window/tab. Copy the relative part of the URL (everything after ".edu") from the browser and paste it into the image field in your list.

Editing an item
When you have finished making changes, click Save.

Adding a new item

At the bottom of the items in the All items view, click Add New Item.

Click Add New Item

Enter the corresponding content in each relevant field. (Note: Some fields may be required.)

Adding a new item box

Does your list have an Image field? In a separate window/tab, upload the image you wish to use in the list to the Images folder. Once the image is uploaded, click on the thumbnail, and the image will open in a new window/tab. Copy the relative URL (everything after ".edu") from the browser and paste it into the image field in your list.

You may also need to select an "Active" checkmark (that would allow the item to appear on the page vs. hide it), depending on the type of list and type of functionality.

Click Save when you are finished.

Deleting an item

Select the item you want to delete by clicking the checkmark to the left of the item, and in the ribbon, click on Delete Item.

Select item and click Delete
OR

Hover and from the dropdown select Delete
Hover over the first column of the item, and select Delete Item from the dropdown menu.

Confirm that you want to delete this item by clicking OK. (Note: Deleted list items can NOT be recovered.)

Click OK to delete the item
The item has been deleted.

Downloading List Data

We do not recommend downloading List data but understand sometimes it is unavoidable. Before accumulating, downloading, and storing List data, review the University's policy on Access to and Responsible Use of Data

  1. Open Internet Explorer. Lists can only be downloaded in Internet Explorer.
  2. The first time you download a List, you must add DePaul to your trusted websites. Navigate to Internet Explorer's gear icon > Internet Options > Security. Click the green Trusted Sites icon then click the Sites button below it. Paste https://*.depaul.edu into the "Add this website to the trusted zone" field, and click Add, then Close.
  3. Navigate to your site's List that you want to download. 
  4. In the Ribbon, click List, then the Download to Excel button. If a popup appears that says you must have a SharePoint compatible​ Microsoft office product, click OK.
    Download to Excel button

  5. When the browser asks if you wish to open or download the file, click Open.
    open or download banner
  6. Click Enable on the warning window to allow the data to import to the Excel file. Enable or Disable warning box
  7. Your List data will appear in the Excel file. 
  8. Now that the data is downloaded, you will want to disable the connection to insure your data remains static and does not accidentally corrupt the List on SharePoint. To do so, click Data, then Queries & Connections.
    Queries and Connections button
  9. Click on the owssvr connection, press Delete on your keyboard, and click OK on the warning message.
    excel connection
  10. Save and Close the Excel file.