Using Advanced App Settings in SharePoint 2016 - dummies

Using Advanced App Settings in SharePoint 2016

By Rosemarie Withee, Ken Withee

SharePoint 2016 offers you lots of great functionality with advanced app settings. Advanced settings include many powerful configuration options for Library and List apps:

  • Content Types: Allows you to add and remove content types associated with the app.
  • Document Template (Library app only): Allows you to specify the default template, such as a Word, Excel, or PowerPoint template, that is used when someone clicks the New button to create a new document.

You can also associate document templates with content types, so you can use multiple content types with a library to associate multiple document templates. Sounds confusing, but in a nutshell, having multiple document types and templates enables you to have multiple options for creating a document when you click the New button. For example, you might have a Word template for expenses and a Word template for vacation requests. These can both show up in the New drop-down list using content types.

  • Opening Documents in the Browser (Library app only): Enables you to determine the behavior of the browser when someone clicks on a document to open it. If you don’t want to use the Office web apps, disable the opening of documents in the browser. This also allows users to send direct links to the documents if necessary.
  • Custom Send to Destination (Library app only): This is a great option that lets you add your own web address to the Send To menu on a document’s Edit menu. Your SharePoint administrator can also add global addresses that appear in the Send To menu in every document library. The Send To command sends a copy of your file to another location, such as another team site where you want to share the document.
  • Folders: Indicates whether users can create new folders in the Library app. You can turn off this option so people don’t go folder crazy. You can always turn on the option so you can create folders when necessary and then turn it back off.
  • Search: Specifies whether items in the app should appear in search results.
  • Indexing: Options for indexing non-default views and re-indexing the document library. Indexing provides extra data for searches so that searching the library is faster. There is some overhead with indexing, though, so SharePoint makes available some options to control it.
  • Offline Client Availability: Allows you to specify whether users of desktop client software, such as Outlook, can download content for offline viewing.
  • Site Assets Library (Library app only): Allows you to designate the Library app as a Site Assets library, which makes it easier for users to browse to the Library app to find multimedia files.
  • Quick Edit: Lets you specify whether Quick Edit can be used on this library. Quick Edit lets users open the view in a grid and make edits to metadata on the fly. This is much like editing the metadata (data about the documents in the library) on the fly in an Excel type interface.
  • Dialogs: By default, list and library forms launch in a dialog box. This option lets you specify that forms should open in the browser window as a page instead of a dialog box.

In addition, List app advanced settings include item-level permissions and attachments.

Follow these steps to apply or modify Advanced settings:

  1. Click the Advanced Settings link in the Library Settings or List Settings page.
    The Advanced Settings page appears.
    advanced settings
    Configuring Advanced Settings.
  2. Choose whether to enable management of content types by selecting the Yes or No radio button.
    If you select Yes, after applying, your Library Settings or List App Settings page will contain a new section for Content Types. The default is No.

  3. Change the document template (Library app only) by specifying a template URL in the Template URL text box.
    Library apps have a default template for new documents. Remember, you can create a new document in a Library app, as well as upload documents that have been created previously. For example, the document template for a Document Library app is the default Word template. You could change this to an Excel or PowerPoint template. You could also change it to a custom template you created in one of these applications.
    If you’re working with content types, you can enable a different template for each document type. For example, your library may house contracts and have three content types for different contracts, all with a different template available on the New button.
    If you opt for a different document template, upload the template to the Forms folder in Document Library app and change the Template URL in the Document Template section of the Advanced Settings page.
  4. Choose when to open documents in the browser (Library app only), the client application, or as the server default by selecting a radio button option in the Opening Documents in the Browser section.
    If the client application is unavailable, the document opens in the browser.
  5. Add a Custom Send to Destination (Library app only) by entering the name that should display on the Send To menu and the URL destination.
    Similar to Windows commands (for example, Send to Desktop), you can create an option to appear on the Edit menu for documents in this Library app to be sent to another SharePoint destination. Supply a short name to appear on the contextual menu and a URL for the destination in the Destination Name and URL text boxes.
  6. Select whether folders can be created in this app by selecting the Yes or No radio button in the Folders section.
    Selecting Yes or No determines whether the New Folder command is available on the New menu. The default is Yes.
  7. Determine the search visibility for this app by selecting the Yes or No radio button in the Search section.
    Selecting No for the Search option can keep the items in the app from being presented in search results, even if the site or app is included in Search settings. The default is Yes.
  8. Enable offline client availability by selecting the Yes or No radio button in the Offline Client Availability section.
    The Offline Client Availability option determines whether items in the app can be downloaded to offline client applications, such as Outlook. The default is Yes.
  9. Add app location to the Site Assets Library (Library app only) by selecting the Yes or No radio button in the Site Assets Library section.
    This new Site Assets Library option specifies whether this Library app appears as a default location when uploading images or other files to a wiki page. This can be especially beneficial for Document Library apps that contain images or a Picture Library app. This keeps wiki editors from searching all over for the images they should be using. The default is No.
  10. Determine whether the app can be edited using Quick Edit by selecting the Yes or No radio button in the Quick Edit section.
    This option determines whether Quick Edit can be used to bulk-edit data on this app. The default is Yes.
  11. Indicate whether forms should launch in a modal dialog box by selecting the Yes or No radio button in the Dialogs section.
    Modal dialog boxes get old pretty quickly, so you can select the No option on this section quite often.
  12. Click OK or Cancel.
    If you click OK, your selections are applied.

Other advanced configuration settings available in a List app (not Library app) include a Yes/No option for allowing attachments for a list item (default is Yes) and item-level permissions. The default for item-level permissions in a List app is for all members (contributors) to be able to read and modify all items. You can adjust these settings for users to either read only their own items and/or edit only their own items.