Introduction to SharePoint Lists

Overview

A SharePoint List is a collection of data that can be shared among team members. It allows for efficient data management with features such as sorting, filtering, and the inclusion of multiple data types. In this guide, we'll create a SharePoint List with drop-down selections for specific columns.

Creating a SharePoint List

Follow these steps to create and configure a SharePoint List:

Step 1: Access Your SharePoint Site

1. Navigate to your SharePoint site.
2. Click the 'Settings' button (gear icon) on the top-right corner.
3. Select "Site contents" from the dropdown menu.

Step 2: Create a New List

1. In the Site contents page, click on "New" and select "List."
2. Provide a name for your list (e.g., "Employee Information") and a description if needed.
3. Click "Create" to generate the list.

Step 3: Add Columns with Drop-down Selections

1. Open your newly created list.
2. Click "Add column" and select "Choice."
3. Configure the column settings:
   • Column name: Job Title
   • Type of information: Choice
   • Choices: Enter the options (e.g., "Manager," "Developer," "Analyst")
   • Display choices as: Dropdown menu
   • Require that this column contains information: Yes (if necessary)
4. Repeat the above steps to add more columns as needed (e.g., Department, Status).

Step 4: Customize the List View

1. With the list open, click on "All items" and select "Format current view."
2. Use the Column settings to reorder and format your columns as per your requirements.

Sample of Completed List

Conclusion

In this unit, we have successfully created a SharePoint List with drop-down selections for specific fields. By following the steps outlined, you can ensure that data entry is standardized, user-friendly, and efficient for all users on your SharePoint site. This foundational setup will prepare us for more advanced configurations and integrations within SharePoint.

Creating Custom Columns in SharePoint

To add custom columns with drop-down selections in an existing SharePoint list, you can follow these steps. These steps assume you already have a SharePoint list created.

Steps to Create Custom Columns with Drop-Down Selections

Step 1: Navigate to Your SharePoint List

1. Open your SharePoint site.
2. Go to the list where you want to add the custom column.

Step 2: Access List Settings

1. Click on the gear icon (Settings) in the top-right corner of the page.
2. Select List settings from the dropdown menu.

Step 3: Create a New Column

1. In the Columns section, click on Create column.
2. Fill in the following details:
   • Column name: Provide a name for your custom column (e.g., Task Status).
   • Type: Select Choice (for drop-down selections).

Step 4: Configure the Drop-Down Selections

1. In the Additional Column Settings section, configure the choices:
   • Type each choice on a separate line: Enter the selections that users will be able to choose from (e.g., Not Started, In Progress, Completed).
2. Display choices using: Choose Drop-Down Menu.
3. Optionally, you can configure additional settings such as:
   • Default value: Enter a default value if needed.
   • Require that this column contains information: Select Yes or No based on your needs.
   • Enforce unique values: Select if needed.

Step 5: Save the New Column

1. Click the OK button at the bottom of the page to save your new column.

Step 6: Verify the Column

1. Return to your list.
2. Create a new item or edit an existing item to check and ensure the drop-down menu, with your specified choices, is available in the new custom column.

Example

If you have a list named Project Tasks, and you want to add a custom column named Task Status with drop-down selections (Not Started, In Progress, Completed):

1. Open Project Tasks list.
2. Go to List settings.
3. Click on Create column.
4. Set Column name to Task Status.
5. Set Type to Choice.
6. In Additional Column Settings, add:

   Not Started
   In Progress
   Completed

7. Select Drop-Down Menu for display choices.
8. Set any other additional settings you need.
9. Click OK.
10. Check the Project Tasks list to ensure the Task Status column is functioning as expected.

This SharePoint setup allows user-friendly interactions, enforcing standardized selections within your list, leading to improved data consistency and usability.

Configuring Drop-Down Selections in SharePoint List

To configure drop-down selections (choice columns) in a SharePoint list, follow these steps:

1. Access the SharePoint List

1. Navigate to your SharePoint site.
2. Go to the list where you want to configure the drop-down selections.

2. Create a Choice Column

1. In the list, click on the Settings (gear icon) on the top right and select List settings.
2. In the Columns section, click on Create column.
3. Provide the necessary details:
   • Column name: Enter the name of the column (e.g., "Status").
   • Type: Select Choice (menu to choose from).

3. Define Choices

1. In the Additional Column Settings section, enter the choices you want for the drop-down menu. Each choice should be placed on a new line, for example:

   Pending
   In Progress
   Completed
   On Hold

2. Select how you want the choices to be displayed:
   • Drop-Down Menu: Users pick from a drop-down list.
   • Radio Buttons: Users select options using radio buttons.
   • Check-boxes: Users can select multiple options.

4. Configure Additional Settings

1. Default Value: Optionally, set a default value that will be pre-selected when users create a new item.
2. Require that this column contains information: Check this option if you want to make the field mandatory.

5. Save the Column

1. Click the OK button at the bottom to save the new column.

Example Implementation

Here is a summary implementation for a column named "Project Status" with predefined choices:

1. Go to List settings.
2. Click Create column, name it "Project Status".
3. Choose Choice (menu to choose from).
4. Enter the choices:

   Not Started
   In Progress
   Completed
   Deferred

5. Choose Drop-Down Menu.
6. Set default value to "Not Started" (if required).
7. Make the column mandatory (if required).
8. Click OK to save.

Now, "Project Status" will be a column in your SharePoint list with a drop-down menu allowing users to select from predefined options.

Setting Required Fields and Data Validation in SharePoint List

Introduction

This section provides practical steps to ensure certain fields in your SharePoint list are set as required and apply data validation to enforce specific rules on the input data.

Steps to Set Required Fields

1. Access List Settings:

   • Navigate to the SharePoint list where you want to enforce required fields.
   • Click on the gear icon (Settings) in the upper-right corner.
   • Select 'List settings'.

2. Modify Columns:

   • Under the 'Columns' section, click on the column you want to make required.
   • In the column settings page, set the option "Require that this column contains information" to "Yes".
   • Click "OK" to save the changes.

Implementing Data Validation

1. Access the List Settings:

   • Go back to the 'List settings' as previously described.

2. Choose Validation Settings:

   • Under 'General Settings', click on 'Validation settings'.

3. Define the Validation Formula:

   • In the formula box, enter the formula based on your validation logic. Here are a few examples:

     • Ensuring a column value is greater than or equal to 1:

       =[ColumnName] >= 1

     • Ensuring one column is greater than another:

       =[EndDate] > [StartDate]

     • Ensuring the value in a single line text is not empty and follows a pattern:

       =AND(NOT(ISBLANK([TextColumn])), ISNUMBER([TextColumn]))

   • Provide a user-friendly message in the 'User message' box, e.g., "The End Date must be later than Start Date".

4. Save the Validation Settings:

   • Click "OK" to save your validation rules.

Apply Validation to Choice Fields

For choice fields (drop-down selections):

1. Force Non-Empty Selections:
   • Follow the steps above to access and modify the desired choice column.
   • Create a rule in the Validation settings to ensure a selection is made from the drop-down:

     =NOT(ISBLANK([ChoiceColumn]))

   • Define a clear error message for the users.

Example Scenario

Setting “Project Status” as Required

1. Navigate to List Settings.
2. Click on the "Project Status" column.
3. Select "Yes" for "Require that this column contains information".
4. Click "OK".

Validation Example: Ensure "Budget" is Greater Than Zero

1. Navigate to 'List settings'.
2. Select 'Validation settings'.
3. Enter formula:

   =[Budget] > 0

4. Set the user message: "Budget must be greater than zero."
5. Click "OK".

Conclusion

Using these steps, you can make fields required and apply data validation in your SharePoint list to enforce data integrity and ensure users provide necessary and correct information. This practical guide provides the exact implementation required to set up these configurations in your SharePoint environment.

Testing and Troubleshooting Your SharePoint List

Introduction

This guide focuses on practical steps to test and troubleshoot your SharePoint list, ensuring it functions as expected with drop-down selections and data validations.

Testing Your SharePoint List

Step 1: Verify Drop-Down Selections

1. Access the SharePoint List:

   • Navigate to your SharePoint site and go to the list you want to test.

2. Create a New Item:

   • Click on the "New" button to add a new item to your list.
   • Ensure the drop-down fields are present and display the correct options.

3. Select Each Option:

   • Sequentially select each option from the drop-down lists.
   • Save the list item after selection to make sure it records correctly.

Step 2: Validate Required Fields

1. Leave Required Fields Empty:

   • Try to save a new item without filling out any of the required fields.
   • Ensure that the list does not save and displays an appropriate error message.

2. Partially Complete Required Fields:

   • Fill in some required fields and try to save the item.
   • Ensure the list enforces the completion of all required fields before allowing save.

Step 3: Test Data Validation Rules

1. Input Invalid Data:

   • Enter data that violates the validation rules such as text in a number-only field.
   • Ensure the validation errors appear as expected.

2. Input Boundary Values:

   • Enter edge cases for data validation, like boundary numbers (e.g., 0, 1, negative numbers if positive only is expected).
   • Verify the validation rules trigger correctly.

Troubleshooting Common Issues

Issue 1: Drop-Down Selection Not Saving

1. Check Column Settings:

   • Verify column settings for choice fields by navigating to List Settings > Column (choice column name).
   • Ensure options are correct and the field is set as a "Choice" type.

2. Check List Permissions:

   • Ensure you have sufficient permissions to make changes to the list items.

Issue 2: Required Field Not Enforcing

1. Verify Required Setting:

   • Go to List Settings > Column (required field name) and ensure "Required" is set to "Yes".

2. Check Custom Scripts or Flows:

   • Ensure no custom scripts or Power Automate flows are overriding list behaviors.

Issue 3: Data Validation Not Working

1. Validate Field Data Types:

   • Make sure the data types match between input and column settings.

2. Test in Different Browsers:

   • Sometimes browser-specific issues can affect list behavior. Test in multiple browsers to rule this out.

3. Clear Browser Cache:

   • Clear the cache to eliminate any old script or CSS causing issues.

Monitoring to Ensure Stability

1. Regular Audits:

   • Periodically check the SharePoint list settings to ensure no unintended changes have occurred.

2. User Feedback:

   • Solicit feedback from users regularly to identify any issues or areas of confusion.

Conclusion

Following these steps should help you effectively test and troubleshoot your SharePoint list. By systematically verifying drop-down selections, required fields, and data validations, you can ensure a smooth and efficient user experience.

Additional Notes

• Be sure to test after any list configuration changes.
• Document any issues and the steps taken to resolve them for future reference.

Adding a Drop-down Column in SharePoint List

To add a new column with a drop-down list in SharePoint, follow these steps:

Steps:

1. Open Your SharePoint Site:

   • Navigate to your SharePoint site where the list is located.

2. Access the List:

   • Go to the list where you want to add the drop-down column.

3. Add a New Column:

   • Click on the + Add column button which is usually located in the header of your list.
   • Select Choice from the drop-down options provided.

4. Configure the Choice Column:

   • Name your column: Enter the column name, such as "Options".
   • Type each choice: Enter the choices you want to appear in your drop-down list. Each choice should be on a new line. For example:

     Option 1
     Option 2
     Option 3

   • Display choices using: Decide if you want the display as Drop-Down Menu, Radio Buttons, or Checkboxes. (For a drop-down list, select Drop-Down Menu).
   • Require that this column contains information: Decide if this field should be mandatory.
   • Default value: (Optional) You can set a default value for this column.
   • Add Description: (Optional) You can add a description to help users understand what this field is for.

5. Save the Column:

   • Click Save to create the new column with the drop-down list.

Example:

In SharePoint:

• Column Name: Status
• Choices:

  Not Started
  In Progress
  Completed

This configuration will add a new column named "Status" to your list, and each list item will present the user with a drop-down menu where they can select "Not Started", "In Progress", or "Completed".

Result:

You now have a SharePoint list with a new column that contains a drop-down list. Users can now conveniently select from the options you have defined, ensuring consistent and structured input for this column.