Modify the Upload Document form
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When team members add a document to a document library using the Upload Document command, the Upload Document form they fill out has one data entry field for each column that is defined for the library.
Similarly, when team members use a SharePoint Team Services-compatible client program, such as Microsoft Office XP, to save a file to a document library, the form that users fill out in their dialog box also has one data entry field for each column that is defined for the library.
You can modify these forms by modifying the columns in the library. That is, you can add, delete, and rename fields on the forms. You can also change the order in which the fields appear on the form.
Do one of the following:
Add a column
On the page that displays the document library, click Modify settings and columns.
Under Columns, click Add a new column.
In the Column name box, type a name for the column.
Select an option for the type of information you want to store in this column. For example, if you want team members to type only a word or two of text, click Single line of text.
In the Optional Settings for Column section, specify the settings you want.
The following types of information are available, with options for each type as shown:
Single line of text
Use this information type when you want team members to enter just a few words.
Description : Type a description of the information you want in this column. When team members fill out a form to add items to a list, column descriptions are displayed below the data entry fields.
Required : If you want to require team members to enter information in this column, click Yes.
Maximum number of characters : Type a number to limit the number of characters team members can type.
Default value : If you want new items to display information in this column automatically, type that information here. Team members can change this value if they want to.
Default view option : If you want this column to appear in the default view of this list, document library, or discussion board, select this check box.
Multiple lines of text
Use this information type when you want team members to type a sentence or more.
Description : Type a description of the information you want in this column. When team members fill out a form to add items to a list, column descriptions are displayed below the data entry fields.
Required : If you want to require team members to enter information in this column, click Yes.
Number of Lines to Display : Type a number to limit the number of lines team members can type in this column.
Default view option : If you want this column to appear in the default view of this list, document library, or discussion board, select this check box.
Number
Use this information type when you want team members to type a numerical value.
Description : Type a description of the information you want in this column. When team members fill out a form to add items to a list, column descriptions are displayed below the data entry fields.
Required : If you want to require team members to enter information in this column, click Yes.
Minimum and maximum values : If you want team members to enter values within a certain range, type a value for the lower limit in the Min box and a value for the upper limit in the Max box.
Number of decimal places : Select the number of decimal places to enable team members to enter decimal values in tenths, hundredths, and so on.
Default value : If you want new items to display information in this column automatically, type that information here. Team members can change this value if they want to.
Percentage option : If you want the number to represent a percentage, select this check box.
Default view option : If you want this column to appear in the default view of this list, document library, or discussion board, select this check box.
Currency
Use this information type when you want team members to type a monetary value.
Description : Type a description of the information you want in this column. When team members fill out a form to add items to a list, column descriptions are displayed below the data entry fields.
Required : If you want to require team members to enter information in this column, click Yes.
Minimum and maximum values : If you want team members to enter values within a certain range, type a value for the lower limit in the Min box and a value for the upper limit in the Max box.
Number of decimal places : Select the number of decimal places to enable team members to enter decimal values in tenths, hundredths, and so on.
Default value : If you want new items to display information in this column automatically, type that information here. Team members can change this value if they want to.
Currency format : Select a currency based on geographic region.
Default view option : If you want this column to appear in the default view of this list, document library, or discussion board, select this check box.
Date and Time
Use this information type when you want to store calendar or time-of-day information.
Description : Type a description of the information you want in this column. When team members fill out a form to add items to a list, column descriptions are displayed below the data entry fields.
Required : If you want to require team members to enter information in this column, click Yes.
Date format : Select whether you want to display the date or the date and time of day.
Default value : If you want new items to display the current date in this column automatically, click Today's Date; otherwise, click (None). Team members can change this value if they want to.
Default view option : If you want this column to appear in the default view of this list, document library, or discussion board, select this check box.
Lookup
Use this information type when you want to make it easy to select information that's already stored in your SharePoint team Web site.
Description : Type a description of the information you want in this column. When team members fill out a form to add items to a list, column descriptions are displayed below the data entry fields.
Get information from : Select a list, document library, discussion board, or survey from your team Web site.
In this column : Select the column that stores the information you want team members to be able to select.
Default view option : If you want this column to appear in the default view of this list, document library, or discussion board, select this check box.
Use this information type when you want team members to choose from a set of selections that you provide.
Description : Type a description of the information you want in this column. When team members fill out a form to add items to a list, column descriptions are displayed below the data entry fields.
List of choices : In the Enter each choice on a separate line box, replace the sample text with the selections you want team members to choose from. Type each selection on a separate line. To start a new line, press ENTER.
Display options : If you want the selections displayed in an expanding box, click Drop-Down Menu. If you want the selections displayed in a list, click Radio Buttons.
Default value : New items will automatically display the selection you typed first in the List of choices. If you want to use another selection as the default, copy and paste that selection here. Team members can change this value if they want to.
Default view option : If you want this column to appear in the default view of this list, document library, or discussion board, select this check box.
Yes/No
Use this information type when you want to store true/false information. To indicate a value of "yes," team members select the check box; to indicate a value of "no," team members clear the check box.
Description : Type a description of the information you want in this column. When team members fill out a form to add items to a list, column descriptions are displayed below the data entry fields.
Default value : If you want new items to display a value in this column automatically, click Yes or No here. Team members can change this value if they want to.
Default view option : If you want this column to appear in the default view of this list, document library, or discussion board, select this check box.
Hyperlink or Picture
Use this information type when you want to display a hyperlink to a Web page or display an image from the Web.
Description : Type a description of the information you want in this column. When team members fill out a form to add items to a list, column descriptions are displayed below the data entry fields.
Required : If you want to require team members to enter information in this column, click Yes.
URL format : If you want the hyperlink to be text, click Hyperlink. If you want the hyperlink to display an image, click Picture. To display a picture, team members enter a Web address that is the URL of an image, such as https://example.microsoft.com/image.gif.
Default view option : If you want this column to appear in the default view of this list, document library, or discussion board, select this check box.
At the bottom of the page, click OK.
Edit a column
On the page that displays the document library, click Modify settings and columns.
Under Columns, under Column (click to edit), click the name of the column.
In the Column name box, modify the column name.
In the Optional Settings for Column section, modify the settings, such as changing the default value.
Note You cannot change the information type of an existing column. If you want to display a different type of information in this column, delete this column and create a new one.
At the bottom of the page, click OK.
Delete a column
On the page that displays the document library, click Modify settings and columns.
Under Columns, under Column (click to edit), click the name of the column.
At the bottom of the page, click Delete.
Change the order of the fields
On the page that displays the document library, click Modify settings and columns.
Under Columns, click Change the order of the fields.
Under Position from Top, select the order in which you want the fields to appear, where 1 is the topmost field, 2 is the next field down, and so on.
At the bottom of the page, click OK.