Here’s an interesting case I was forced to come up with for a client recently. She has a large list of data, over 4000 rows with about 20 columns, and wanted a way to collect additional free-form information about each entry that was more than just a “description” or “more info” field.
Being a Wiki Lover, I imediately tried to determine how I could give each entry a wiki page. From there, I ended up building a Wiki Library, replicating the columns, moving over the existing row data (which was challenging) and changing the link structure of the quick launch bar to display the library view instead of the home page for the wiki. Here are the steps I used.
1. Create a Wiki Page Library
2. Go to the Page Tab, click View All Pages, grab the URL from the top.
3. Go to the Site Actions Menu, Site Settings. Under Look and Feel, go into the Quick Launch (or Navigation for those of you with Publishing turned on) and add a new link with the URL from Step 2, remove the original link to the Library.
4. Head back to the new link, you should see your All Pages view. Use the Library tab to head into List Settings and Create your new columns. Don’t make any of them required yet.
5. Here is the tricky part, you want to create new rows quickly, I needed over 4000 but you are not able to create new rows in datasheet view for a Wiki Library. You also cannot click “Open with Explorer” and do it that way either. How then, can you create these rows without doing it one by one?
First, create one row manually using the add new page link. Then, Go to another Document Library on the same site, open that library with Windows Explorer. In the top area, where you Normally see the C:\ part of your computer you should see the URL structure of your site. Click on your site Name in that bar, it should show you the lists and libraries available on the site. One of those will be your Wiki Library, click into it.
Now, copy the file to a local computer directory. (This will speed up the copying) And copy the file, then paste. Select both new files, copy, paste, select all four files, copy, paste. Repeat until you have the desired number of rows. Select all of these files and paste them into the Wiki Library in SharePoint. It does not matter what they are called, they will look TERRIBLE, page16 copy copy copy copy and page69 copy copy copy copy copy copy copy copy etc.
6. Your Library should now have a whole bunch of rows, and a whole bunch of columns. When you click the link, it should show you All Pages (Standard View) so the next thing to do is move the existing data. For this I suggest opening the original list, making sure all the columns you want to move are visible in the view and that the title column is first. Then go into datasheet. Copy everything, and paste it into excel. The reason for this is that we need to get the file names right, so insert a new column between A and B. In the new column, put a formula in the top cell (Should be B1) which does this =concatenate(“A1″, “.aspx”), then drag the formula down to fill all rows.
7. Head over to your new Library, make sure you also make all data columns visible, and make sure they match the order you have them in Excel. Title and then Name should be first. Switch to Datasheet view. In excel, select all of the columns and paste them into SharePoint. Wait for the data to save and…
8. Profit!!! or just keep working.
If you need any clarifications or have any questions, throw a comment below.