Microsoft SharePoint 2013:Default Lists and Libraries
Lists and libraries are at the core of SharePoint functionality in a collaborative environment. This article reveals the various list and library apps that are available in SharePoint 2013. These libraries and lists contain some predefined pieces of functionality and a set of columns, specific purpose and its own tile that visually indicates the type of list or library. There are 10 library apps and 20 list apps provided by default in SharePoint 2013.
Let’s take a closer look to the default libraries.
- Asset library – this library is designed to share and manage digital media files assets (images, audio and video files). An asset library provides content types with properties and views for managing and browsing media assets, such as thumbnails and metadata keywords. The main purpose of the asset library is to create a central library of commonly used media with great visualizing capabilities.
- Dashboards library – here you can store the PerformancePoint-deployed dashboards. Also contains Web Part pages and Web Part pages with Status Lists.
- Data Connections library – this library is designed as a centralized place to store Office Data Connection (ODC) files. Centralizing ODC files in a data connection library also makes it possible to share, manage, and search data connection files from within a SharePoint site. Each of these files (.odc) contains information about how to locate, log on, query, and access an external data source.
- Document library – basic library to store and share your documents. Document libraries support features such as folders, versioning, and check out. Also document library can specifically contain certain file types, allow the management of permissions, and leverage metadata. Using this type of libraries allows user to store sets documents and group them by topics.
- Form library – this library is used for storing XML-based business forms (i.e. status reports, purchase orders). Like a standard document library, a form library is designed to house Microsoft InfoPath forms. Making this the central repository of InfoPath forms allows you to easily track and organize these forms.
- Picture library – here you could store and share your pictures. This library contains special features for managing and displaying pictures, including a slideshow. Using the slideshow feature allows user to create the visual presentations from the selected pictures. Also you can link to pictures in your library from elsewhere on your site such as from wikis, and blogs.
- Record library – this library is used to store and manage your organization's records or important business documents. You can create and set policies that determine what records to store, how to route and manage the documents, and how long these records must be retained.
- Report library – the report library is a central place where you can create and save reports and dashboards. Create a report library to simplify the creation, management, and delivery of webpages, documents, and key performance indicators (KPI) of metrics and goals.
- Process Diagram library - this library is used to store and share diagram process documents, such as Microsoft Office Visio projects.
- Wiki Page library – this library is used to store your collection of wiki pages. People could gather information in a format that is easy to manage. Wiki page library support pictures, tables, hyperlinks, and internal wiki linking.
Now let's find out what are the default lists apps.
- Announcements - this list is designed to share news, status, and other short bits of information. This is a good tool to inform your colleagues about major dates and events. The important fact that you should remember is that announcements other than the five most recent disappear from the home page but are still available on the All Items view of the Announcements list.
- Calendar – create a Calendar list when you want a calendar-based view of upcoming meetings, deadlines, and other important events. You can share information between your Calendar list and Microsoft Office Outlook.
- Circulations - circulations list is made for sending publications to specific recipients. Of course much of this functionality can be replicated by using workflows on a document library list, but, on the other hand it contains many unique capabilities for distributing information.
- Contacts – this list is commonly used to store and manage information about customers, partners or other people. You can share this information between your Contacts list and Outlook.
- Custom – here you could create and customize your own columns. The list opens as a webpage and you can add or edit items one at a time. This is a flexible tool that allows you to create and design your own lists for any purposes.
- Custom list in Datasheet view – this list opens in a spreadsheet-like environment for convenient data entry, editing, and formatting. Here you could specify your own columns.
- Discussion Board – list for newsgroup-style discussion. Provide features for managing discussion threads and ensuring that only approved posts appear. You can add as many discussion boards to your site as you like. The popular method is to create a discussion board for each area to keep the discussions on topic.
- External list – this list is used to work with data that is stored outside SharePoint. The data source for an external list is called an External content type. The external resources can vary from Business Connectivity Service (BCS), SQL databases, or custom web services. Unlike a native SharePoint list, an external list uses Business Connectivity Services to access data directly from an external system.
- Import Spreadsheet - Import a spreadsheet when you want to create a list that has the same columns and contents as an existing spreadsheet. You should have the Microsoft Office Excel to work with this list. Keep in mind that any customizations in Excel, such as calculations, formatting, or macros, will not carry over into the new SharePoint list.
- Issue Tracking – here you can assign, prioritize, and follow the progress of issues from start to finish. It is a very useful tool when you want to manage a set of issues.
- KPI List – use this list to track Key Performance Indicators and to display the status of the indicator on a dashboard page. KPI lists could be set up to track performance by using one of four data sources: manually entered data, data in a SharePoint list, data in Excel workbooks, or data from SSAS.
- Languages and Translators – this list is used with a Translation Management workflow. Workflow uses this list to assign translation tasks to the translator. You can assign individual translators for each language.
- Links – simple list to store and share your links to webpages and other resources. Helpful tool to share information between users.
- Microsoft IME Dictionary list – the data from this list could be used as a Microsoft IME dictionary. You can link the data to a specific URL. You can convert the Reading column items to Display using Microsoft IME and view the content in Comment in the IME Comment window.
- PerformancePoint Content List – stores the elements that are used to construct a dashboard such as: reports, filters, dashboard pages, and other items that you create by using PerformancePoint Dashboard Designer.
- Project Tasks – this list allows you to create a graphical view (a Gantt chart) of a group of work items that you or your team needs to complete. Information can be shared between Project Tasks list and Outlook.
- Promoted Links – use this list to display a set of link actions in a visual layout. Much like a URL list, this takes it even further by using tiles and customized animated launch controls.
- Status list – this list is used to display and track the goals of your project. Status list includes a set of colored icons to communicate the degree to which goals are met.
- Survey – this list is used to poll other website users. Surveys provide features in which you can quickly create questions and define how users specify their answers, it can be as simple "yes" or "no" questions or more complex multiquestion formats.
- Tasks – place where you can track a group of work items that you or your team must complete. You can use this list to organize the working process of your organization.
There are two additional library apps that are used in SharePoint 2013 with PowerPivot services:
- Data Feed library - this is a special-purpose SharePoint library that enables you to register and share Atom data service documents (.atomsvc). These documents provide XML data feeds to PowerPivot workbooks or other client applications that support the Atom data feed format. It gives you the ability to create or edit a data service document used to specify an HTTP connection to a specific feed, share and manage data service documents in a central location.
- PowerPivot Gallery - PowerPivot Gallery is a special-purpose SharePoint document library that provides rich preview and document management for published Excel workbooks and Reporting Services reports that contain PowerPivot data.