Task lists in SharePoint (Team Collaboration)

Although there are different types of lists, the procedure for adding items to them is similiar, so you don't need to learn several new techniques to work with different types of lists.  A list item contains text in a series of columns but some lists may allow attachments to be added to the item.  Task List is one of the lists that come by default with a SharePoint team site template.  Use the Tasks list to keep track of work that you or your team needs to complete.

  • Task list commands are very similiar to a Custom Lists - see Custom Lists.
     
  • Task Lists start with the following columns/fields (see screenshot below) - you can add more columns and delete those you don't need.
     
  • Some tasks can't be started until others are completed, so the Predecessors column is useful to indicate the relationship between task items.
     
  • By default, the AssignTo field does not send an email to this person and must be setup under List Settings > Advanced Options
     
  • You can sort items by any field such as Assigned To or Due Date etc.

 

Differences: SharePoint List:

  • SharePoint lists are web based editable tables with structured data.
     
  • List is going to store the same sorts of data that you would normally place into a spreadsheet.
     
  • A list contains items that are collections of fields/properties/columns
     
  • SharePoint list does not support check in and check out options.
     
  • When the user searches for a keyword in a document , if the document is in a list then search returns the list item as the result.
     
  • Example of SharePoint lists are Contact lists, Task lists etc.
     

Differences: SharePoint Document Library

  • SharePoint libraries are a list of files.
     
  • Library is used to store documents.
     
  • A library is a list, but only one and exactly one file associated with each item. A library item also has fields/properties/columns.
     
  • SharePoint Library supports check in and check-out options.
     
  • When the user searches for a keyword in a document, if the document is in a library then they find the document listed in the search results.
     
  • Examples of Document Libraries are Picture Library, Form Library etc.

 

This is the All Tasks View in the screenshot below.

TaskList.png
 
 

Task View - there are several out of box Views to choose from

A view of a list allows you to see a particular selection of items or to see the items sorted in a particular order.

TaskViews.png

 

Task New Item

  • The Predecessors Field is filled by previous task items, in case these tasks need to be done before this new task can be done.

  • By default, users WILL NOT get an email when a task is assigned to someone.  That setting can be changed under a List Settings > Advanced Options.

  • By default, tasks are assigned to one person.  You can change that setting under List Settings > AssignedTo Link > Allow Multiple Selection

  • You can create Multiple Text-type Columns that append and save comments by any user.  This is a 2-step process

    • Step 1 - Turn on List Versioning: List Settings > Version Settings > Create a version each time you edit an item in this list?  2 Versions.

    • Step 2 - Create Column > Multiple Text > Append Changes to Existing Text - YES

  • You can connect to Outlook so you can view SharePoint tasks in the Outlook Task Pane - See List TAB for this command

TaskNewItem.png

 

Task List TAB

TaskListTAB.png

 

Task List Settings - General

TaskGenSettings.png

 

Task List Settings - Columns Info

A column stores information about each item in the list. Because this list allows multiple content types, some column settings, such as whether information is required or optional for a column, are now specified by the content type of the item. The following columns are currently available in a task list:

  • You can click on a Column link and edit column options or delete the column.
     
  • You can create a new column or add from exisiting columns.
     
  • NOTE: you can reorder Task Columns; you can do this in other lists such as a custom list

 

Advance Settings: Enable AssignTo Column Email Option

If you use the AssignTo column/field, by default the email option is turnedd off. You need to enable that feature as follows:
  • Select the list.
     
  • In the Ribbon, click the List TAB.
     
  • In the Settings Group, click the List Settings.
     
  • On the Settings Page under General Options, select Advanced Options.
     
  • Under Email Notification, select the Yes Button to enable emails.
     

TasksAssignToEnable.png

Details

Article ID: 2200
Created
Mon 5/3/21 3:38 PM