Modify the Upload Document form
When team members add a document to a document
library using the Upload Document
command, the Upload Document form they fill out has one data entry field for
each column that is defined for the library.
Similarly, when team members use a SharePoint Team Services-compatible client
program, such as Microsoft Office XP, to save a file to a document library, the form that
users fill out in their dialog box also has one data entry field for each column
that is defined for the library.
You can modify these forms by modifying the columns in the
library. That is, you can add, delete, and rename fields on the forms. You can also change the order in which the fields appear on the form.
Do
one of the following:
- On the page that displays the document library, click Modify settings and columns.
-
Under Columns, click Add a new column.
-
In
the Column name box, type a name for the column.
-
Select an option for the type of information you want to store
in this column. For example, if you want team members to type only a word or two of
text, click Single line of text.
-
In the Optional Settings for Column section, specify the settings you
want.
The following types of information are available, with options for each
type as shown:
Use this information type when you want team members to enter just a few words.
- Description
- Type a description of the information you want in this column. When team members
fill out a form to add items to a list, column descriptions are displayed below the data entry fields.
- Required
- If you want to require team members to enter information in
this column, click Yes.
- Maximum number of characters
- Type a number to limit the number of characters team members can type.
- Default value
- If you want new items to display information in this column automatically, type
that information here. Team members can change this value if they want to.
- Default view option
- If you want this column to appear in the default view of this list,
document library, or discussion board, select this check box.
Use this information type when you want team members to type a sentence or more.
- Description
- Type a description of the information you want in this column. When team members
fill out a form to add items to a list, column descriptions are displayed below the data entry fields.
- Required
- If you want to require team members to enter information in
this column, click Yes.
- Number of Lines to Display
- Type a number to limit the number of lines team members can type in this
column.
- Default view option
- If you want this column to appear in the default view of this list,
document library, or discussion board, select this check box.
Use this information type when you want team members to type a numerical value.
- Description
- Type a description of the information you want in this column. When team members
fill out a form to add items to a list, column descriptions are displayed below the data entry fields.
- Required
- If you want to require team members to enter information in
this column, click Yes.
- Minimum and maximum values
- If you want team members to enter values within a certain range, type a value
for the lower limit in the Min box and a value for the upper limit in
the Max box.
- Number of decimal places
- Select the number of decimal places to enable team members to enter decimal
values in tenths, hundredths, and so on.
- Default value
- If you want new items to display information in this column automatically, type
that information here. Team members can change this value if they want to.
- Percentage option
- If you want the number to represent a percentage, select this check box.
- Default view option
- If you want this column to appear in the default view of this list,
document library, or discussion board, select this check box.
Use this information type when you want team members to type a monetary value.
- Description
- Type a description of the information you want in this column. When team members
fill out a form to add items to a list, column descriptions are displayed below the data entry fields.
- Required
- If you want to require team members to enter information in
this column, click Yes.
- Minimum and maximum values
- If you want team members to enter values within a certain range, type a value
for the lower limit in the Min box and a value for the upper limit in
the Max box.
- Number of decimal places
- Select the number of decimal places to enable team members to enter decimal
values in tenths, hundredths, and so on.
- Default value
- If you want new items to display information in this column automatically, type
that information here. Team members can change this value if they want to.
- Currency format
- Select a currency based on geographic region.
- Default view option
- If you want this column to appear in the default view of this list,
document library, or discussion board, select this check box.
Use this information type when you want to store calendar or time-of-day information.
- Description
- Type a description of the information you want in this column. When team members
fill out a form to add items to a list, column descriptions are displayed below the data entry fields.
- Required
- If you want to require team members to enter information in
this column, click Yes.
- Date format
- Select whether you want to display the date or the date and time of day.
- Default value
- If you want new items to display the current date in this column automatically,
click Today's Date; otherwise, click (None). Team members can change this value if they want to.
- Default view option
- If you want this column to appear in the default view of this list,
document library, or discussion board, select this check box.
Use this information type when you want to make it easy to select information that's
already stored in your SharePoint team Web site.
- Description
- Type a description of the information you want in this column. When team members
fill out a form to add items to a list, column descriptions are displayed below the data entry fields.
- Get information from
- Select a list, document library, discussion board, or survey from your team
Web site.
- In this column
- Select the column that stores the information you want team members to be
able to select.
- Default view option
- If you want this column to appear in the default view of this list,
document library, or discussion board, select this check box.
Use this information type when you want team members to choose from a set of selections that
you provide.
- Description
- Type a description of the information you want in this column. When team members
fill out a form to add items to a list, column descriptions are displayed below the data entry fields.
- List of choices
- In the Enter each choice on a separate line box, replace the
sample text with the selections you want team members to choose from. Type each
selection on a separate line. To start a new line, press ENTER.
- Display options
- If you want the selections displayed in an expanding box, click Drop-Down Menu. If you want the selections displayed
in a list, click Radio Buttons.
- Default value
- New items will automatically display the selection you typed first in the List of choices.
If you want to use another selection as the default, copy and paste that selection here.
Team members can change this value if they want to.
- Default view option
- If you want this column to appear in the default view of this list,
document library, or discussion board, select this check box.
Use this information type when you want to store true/false information. To
indicate a value of "yes," team members select the check box; to indicate a
value of "no," team members clear the check box.
- Description
- Type a description of the information you want in this column. When team members
fill out a form to add items to a list, column descriptions are displayed below the data entry fields.
- Default value
- If you want new items to display a value in this column automatically, click Yes or No
here. Team members can change this value if they want to.
- Default view option
- If you want this column to appear in the default view of this list,
document library, or discussion board, select this check box.
Use this information type when you want to display a hyperlink
to a Web page or display an image from the Web.
- Description
- Type a description of the information you want in this column. When team members
fill out a form to add items to a list, column descriptions are displayed below the data entry fields.
- Required
- If you want to require team members to enter information in
this column, click Yes.
- URL format
- If you want the hyperlink to be text, click Hyperlink. If you want
the hyperlink to display an image,
click Picture. To
display a picture, team members enter a Web address that is the URL of an image, such as
http://example.microsoft.com/image.gif.
- Default view option
- If you want this column to appear in the default view of this list,
document library, or discussion board, select this check box.
-
At the bottom of the page, click OK.
- On the page that displays the document library, click Modify settings and columns.
-
Under Columns, under Column (click to edit),
click the name of the column.
- In
the Column name box, modify the column name.
- In the Optional Settings for Column section, modify the settings,
such as changing the default value.
Note You cannot change the information type of an
existing column. If you want to display a different type of information in
this column, delete this column and create a new one.
- At the bottom of the page, click OK.
- On the page that displays the document library, click Modify settings and columns.
-
Under Columns, under Column (click to edit),
click the name of the column.
- At the bottom of the page, click Delete.
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