SharePoint 2007 : See What Lists and Document Libraries Are in a Site (part 2)

11/15/2010 9:13:59 AM

Send a Link to a File by Email

Similar to the first step in “View Properties of a Document ,” open the drop-down menu. Select Send To, E-mail a Link (see Figure 7).

Figure 7. Selecting the options to send a link via email.

Your default email application should open with a new message containing a link to the document.

View Past Versions of Documents

To view the past versions of a specific document, open the drop-down menu on the document and pick Version History from the options (see Figure 8).

Figure 8. Selecting to view the list of past versions of a document.

The version history list opens, showing past versions of the document (see Figure 9).

Figure 9. Viewing the different versions of a document.

The documents are shown as dates, representing the date the version was created. Hovering the mouse cursor over one of these dates allows you to open a menu for the document; from this menu, you can choose to view the version.

View Properties of a List Item

When viewing in a web part or list view, you either click the title of the list item to see its details, or open the drop-down menu and choose View Item (similar to viewing a document’s properties), as shown in Figure 10.

Figure 10. The drop-down menu for a list item showing actions you can perform, including View Item.

Selecting this option opens a page with the metadata of the list item—all its properties.

View a Microsoft InfoPath Form

The form libraries behave much the same as document libraries, and viewing a Microsoft InfoPath form that is in a form library is very much like opening a document for reading: Just click the link that is the form name (see Figure 11).

Figure 11. A form library with two forms. Click the name of the form to open it.

Tip

Some forms are configured to allow the data in the form to be displayed as a column in the form library. This configuration enables you to preview the data in the form without opening it and can also help you find the specific form you are after more easily. In Figure 11 , you can see that certain data from the form is displayed, such as the total of the expense claim, as well as the start and end dates for the expense claims.

If the site you are using has Microsoft Office SharePoint Server (MOSS) installed, or if the form or form library has not been configured to make forms open in the browser, clicking a form opens it using Microsoft InfoPath on your computer.

If the site uses MOSS, and the form and form library are both configured to show the form in the browser, clicking the form opens it using the browser interface.

To close the form and go back to the form library, either close the Microsoft InfoPath application (if the form was opened with the application) or click the Close link on the top of the form if it was opened in the browser.