Add, edit, or delete a list item

A Microsoft Windows SharePoint Services site can include a variety of lists — from contacts and calendars to announcements and issues-tracking lists. Regardless of the type of list you are updating, the process is similar for adding, editing, and deleting list items.

To add, edit, or delete items in a list, you must have permission to contribute to the list. For more information, see your site owner or administrator.



Add an item to a list

Some lists may appear in Web Parts (Web Part: A modular unit of information that consists of a title bar, a frame, and content. Web Parts are the basic building blocks of a Web Part Page.), which are basic buildings blocks of Web pages on a Windows SharePoint Services site. For example, the Announcements, Calendar, and Links lists appear in Web Parts on the default home page. When a list appears in a Web Part, you can add items to the list without actually opening up the list. If you do not see the link to add more items to a list, you need to open the list.

  1. Do one of the following:
    • If your list appears in a Web Part, you may see a link in the Web Part that you can use to add more items to it, such as Add new announcement or Add new event. Click Add new item, and then skip to step 3.
    • If the list is not already open, click its name on the Quick Launch.

If the name of your list does not appear, click View All Site Content, and then click the name of your list.

On the New menu New menu click the arrow, and then click New item type, such as New Item.

If additional content types have been added to the list, other choices appear, such as New Support Issue or New Vendor.

 Tip   To create an item that is the default type of item for your list, click New. If you see only New Item, this is the default for your list.

  1. Enter the information for the list item. Information that is required has a red asterisk next to it.
  2. To attach a file to the list item, click Attach File, click Browse to locate the file, and then click OK.
  3. Click OK.

 Notes 

  • Depending on how your list is set up, attachments may not be allowed for list items.
  • If multiple content types have been added to your list, you may have additional choices on the New menu.

 Tip   Depending on how your list is set up, you may be able to create folders to organize your list items. To add a folder, click New Folder on the New menu. You can then organize the list by opening it in Windows Explorer, if you have Microsoft Windows installed on your hard disk.

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Add an item by sending e-mail

Discussion boards, announcements, and calendars can be set up so that people can add items by sending e-mail, if your site is enabled to receive content by e-mail. Blog posts can be submitted by e-mail, although blog comments cannot be submitted. Other lists can be set up to receive e-mail with custom solutions called e-mail handlers.

Before you can send e-mail to a list, you need to know whether a list is set up to receive e-mail, and then obtain the address.

  1. Do one or more of the following to obtain the e-mail address for the list:
    • Look in the address book of your e-mail program. If the e-mail address is not there, you need to obtain it from the person who set up the list. Then you can add it to the contacts list of your e-mail program, so that you can easily find it later.
    • View the description of your list, which appears just under the title of the list. Your site owner may have added the e-mail address of the list to its description.
    • View the e-mail settings for the list, if the e-mail address of the list does not appear in the description of the list and you have permission to view list settings:
      1. If the list is not already open, click its name on the Quick Launch.

If the name of your list does not appear, click View All Site Content, and then click the name of your list.

  1. On the Settings menu Settings menu, click List Settings.
  1. If the list is enabled to receive e-mail, the e-mail address appears under List Information, next to E-mail Address.
  • Use the e-mail address of your SharePoint group to send the list item as an e-mail message. Your organization may have its own e-mail list, called a SharePoint group, which enables its members to send e-mail to each other. The SharePoint group address can contain the addresses of lists and libraries, so that when you send e-mail to members of the group, attachments to the messages are automatically added to your Windows SharePoint Services 3.0 site.

In your e-mail application, prepare the item that you want to send in one of the following ways:

  1. To send a discussion item or to post an item to a team blog (weblog), include your content in the body of the message.
  2. To send a calendar item, send a meeting request or an appointment from your e-mail or calendar application.
  3. To send a picture, form, or document, add that item as an attachment to your message.
  4. To send a standard e-mail message or reply, include your content in the body of the message as you do with any e-mail message.
  1. In the To or Cc box, enter the address of the list. If your SharePoint group already includes the list, enter the e-mail address of the SharePoint group instead.
  2. Send the message. In most e-mail applications, you click Send to send the message.

 Note   If you send a calendar item to a SharePoint site by using e-mail, you need to let your meeting attendees know if the meeting changes. If you change the meeting details on the SharePoint site, meeting updates and cancellations are not sent automatically from the SharePoint site.

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Edit an item in a list

  1. If the list is not already open, click its name on the Quick Launch.

If the name of your list does not appear, click View All Site Content, and then click the name of your list.

  1. Do one of the following:
    • Point to the item, click the arrow that appears, and then click Edit Item.
    • To edit an item in datasheet view, edit the item directly in the datasheet, or export the data to a spreadsheet or database program for editing.

Datasheet view requires that you have installed on your computer a Windows SharePoint Services–compatible datasheet program, such as Microsoft Office Access 2007.

  • To edit an event in a graphical display of a calendar, click the item on the calendar, and then click Edit Item. To edit all instances of a recurring event, click Edit Series.
  • To edit a survey response, ensure that you are viewing the responses in a list, instead of an overview of responses. Point to the item, click the arrow that appears, and then click Edit Item.
  • To edit an item in a Gantt view, point to the item in the list under the graphical view, click the arrow that appears, and then click Edit Response.
  1. Make the changes that you want.
  2. Click OK. In a survey, click Finish instead.

 Note   If the list is set up to track versions, a new version of the list item is created each time you edit a list item. You can view a history of how the list item has changed and restore a previous version if you make a mistake in a newer version.

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Delete an item in a list

  1. If the list is not already open, click its name on the Quick Launch.

If the name of your list does not appear, click View All Site Content, and then click the name of your list.

  1. Do one of the following:
    • Point to the list item, click the arrow that appears, and then click Delete Item.

In a Gantt view, point to the item in the list under the graphical view, click the arrow that appears, and then click Delete Item.

In a survey, ensure that you are viewing the responses in a list, instead of an overview of responses. Point to the item, click the arrow that appears, and then click Delete Item.

  • To delete an item in datasheet view, delete the item directly in the datasheet, or export the data to a database or spreadsheet program and then delete it.

Datasheet view requires that you have installed on your computer a Windows SharePoint Services–compatible datasheet program, such as Microsoft Office Access 2007.

  • To delete an event from a graphical display of a calendar, click the item in the calendar, and then click Delete Item. To delete a recurring item, click Edit Series, and then click Delete Item.
  1. When you are prompted with a warning and you are sure you want to send the item to the Recycle Bin or to delete it, click OK.

 Note   When you delete a list item, it is sent to the Recycle Bin for the site, where it can be restored if necessary, unless your administrator has set up your site differently.

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Applies to:
SharePoint Server 2007, Windows SharePoint Services 3.0