SharePoint End User Assorted Questions

Sharing an accumulation of answers and resources covering recent questions I have been asked.

Which SharePoint books have you read and found useful?

I have both of the books below on my bookshelf at Safari Books Online. I have downloaded many chapters as pdf to my e-book reader.

SharePoint® 2010 How-To

  • By: Ishai Sagi
  • Publisher: Sams
  • Pub. Date: August 15, 2010
  • Print ISBN-10: 0-672-33335-X
  • Print ISBN-13: 978-0-672-33335-4
  • Web ISBN-10: 0-13-248748-9
  • Web ISBN-13: 978-0-13-248748-1
  • Pages in Print Edition: 400

Microsoft® SharePoint® 2010 Plain & Simple

  • By: Johnathan Lightfoot; Chris Beckett
  • Publisher: Microsoft Press
  • Pub. Date: November 1, 2010
  • Print ISBN-13: 978-0-7356-4228-7
  • Pages in Print Edition: 256

I have used the 2007 version of the following (but haven’t read the 2010 version yet):

SharePoint 2010 User’s Guide: Learning Microsoft’s Business Collaboration Platform

  • By: Seth Bates; Tony Smith
  • Publisher: Apress
  • Pub. Date: May 21, 2010
  • Print ISBN: 978-1-4302-2763-2
  • Web ISBN: 1-4302-2763-X
  • Pages in Print Edition: 505

Is there a limit to file size (eg with an excel spreadsheet) importing into SharePoint for a library or a list?

There is a 50MB limit which can be changed by a Site Admin – see articles at here and here

For a list – make sure the spreadsheet conforms to the rules for a data list or table in Excel, eg column headings across the top, no empty rows or columns etc (Tip: Try Insert, Table in Excel first as a check), so that it imports properly.

Limits apply to the number of rows (5000 as the default) returned in a view of a list, see the article.

See article for a full list of limits in SharePoint 2010

What do some of the Permission levels exactly mean?

For definitions of the various permission levels, please see article “User permissions and permission levels (SharePoint Server 2010)”

When do you use a List vs and Excel spreadsheet?

I would suggest that Lists in SharePoint give:

  • the Recycle Bin, essential if users are careless in charge of a keyboard (and is a safeguard against malicious deletion by departing users)
  • Access by multiple users more effective in SharePoint List compared to using Excel Sharing
  • Calculated columns can be created in a SharePoint List
  • Validation can be added to columns in a list –I feel  more effectively than in Excel
  • SharePoint List can be exported into Excel for more complex manipulation
  • Permissions in SharePoint can control access to data more effectively than Protection features in Excel (no more password protected spreadsheets with forgotten or lost passwords)

Excel spreadsheets do allow for more complex manipulation and formatting than a standard SharePoint List

The article at covers this well.

SharePoint Library vs Network File Share

SharePoint Library

  • Version control
  • Check in/Check out
  • Better multi user access
  • If you don’t have permission to read it – you won’t see it – so more secure
  • No need to password protect individual files to control access – so safer due to less risk of lost or forgotten passwords
  • Better search tools to find the document

Network File Share

  • Large files might be easier to copy to network location

Summarised neatly in this article