Reusing Configurations

The templates provided with SharePoint are a great starting point, but users will customize them to fit the needs of what they are attempting to accomplish. Sometimes these processes will be used frequently so it’s helpful to save the configuration. After users have made the effort to set up a site or list and create the columns and structure needed for a particular task whether it be a project site or a document library with all of the required metadata, they won’t want to have to repeat the process each time they need a new list or site. SharePoint has two features that help with this issue: Save Site as Template and Save List as Template. Both allow you to configure the template, determine whether you want content available at the time of creation, and then save the template to be reused. The custom template is stored in the database and is based on a site definition stored on the server. The templates have a default limit of 10MB. The SharePoint administrator can change this limit using the command line on the server. Let’s take a look at what settings each template retains and what the stipulations are around the templates.

Save Site As Template

Site templates include the lists and libraries on the site, the Web Parts on the pages, the theme, and possibly the content. The template does not include any security settings or alerts. If the publishing feature has been activated on a site, the site can’t be saved as a template. In addition, the Wiki template doesn’t allow content to be included. Also keep in mind that if the template has a custom content type that is not created on the site and you add this template to another site collection, you get an error when you try to create the site using the template.

Site templates are available in the Site Template Gallery on the site collection. You can download the .stp file to your desktop or the server desktop and upload it into another site collection’s Site Template Gallery if you also want the template available there.

Exercise: Saving a Site as a Template

1.
After the site has been configured to the desired template, that is, the list has been added, the Web Parts placed on the page, and the content added, click Site Actions > Site Settings.

2.
Under the Look and Feel header, select Save site as template.

3.
Give the template a file name.

4.
Provide the template name and description. These items will be displayed on the Site Creation page for that template.

5.
Check the Include Content box if you want to include the items, documents, and Web Part content.

6.
Click OK.

7.
The next page should state the operation was completed successfully. Click OK.

8.
The template will now be available on the Custom tab of the template picker on the Site Creation page.

Save List as Template

List templates include the columns, content types, views, and possibly content. They do not include security settings or lookup column associations. As with site templates, they are stored as .stp files in the List Template Gallery for the site collection. They can also be downloaded to the desktop and uploaded into a different site collection.

Exercise: Saving a List as a Template

1.
After the list has been configured to the desired template, select Settings > List Settings.

2.
Under the Permissions and Management header, select Save list as template.

3.
Give the template a file name.

4.
Provide the template name and description. These items will be displayed on the Create page.

5.
Check the Include Content box if you want to include the items already added.

6.
Click OK.

7.
The next page should state the operation was completed successfully. Click OK.

8.
The template will now be available under the appropriate header on the Create page.

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