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Creating a custom view

From: SharePoint 2010 Essential Training

Video: Creating a custom view

Every time you look at the contents of a SharePoint list, you're really looking at a view of that List, a special filtered perspective. Because the list information itself is stored in rather ugly database tables on the SharePoint Server and this is not what we want to see. If I have calendar data for example, I don't want to see a big spreadsheet-looking thing. I want to go and see a calendar and indeed the Calendar list has a default view that looks like a calendar. It's filtering the data, meaning that there's a lot more entries than I can see here, but a) I just want to see this month and b) I just want to see some basic information.

Creating a custom view

Every time you look at the contents of a SharePoint list, you're really looking at a view of that List, a special filtered perspective. Because the list information itself is stored in rather ugly database tables on the SharePoint Server and this is not what we want to see. If I have calendar data for example, I don't want to see a big spreadsheet-looking thing. I want to go and see a calendar and indeed the Calendar list has a default view that looks like a calendar. It's filtering the data, meaning that there's a lot more entries than I can see here, but a) I just want to see this month and b) I just want to see some basic information.

Most of these individual calendar appointments, if I click on them and decide to edit that event, will tell me more information. It might have some notes. It's got a location. It's got a category, but when I'm looking at the default Calendar view, I see none of that. I just see the summary. I see the useful information there, because we're looking at a filtered view of this information. So every list in SharePoint has a default view. The Calendar one just happens to look like a calendar. Now, when I'm browsing this and I don't have the Ribbon active, if you've wondered why you see this phrase Calendar-Calendar here, it's really because what it's trying to tell us is I'm looking at the Calendar view of the Calendar list in this team site and indeed this View section can actually be changed.

I can click the drop-down arrow and change from the Calendar View to the All Events View, where I see a much more straightforward perspective of this, might be useful might not be useful. Clicking back to the Calendar View, we switch back to the more conventional look of it. If I go and take a look at my Tasks list for example, well, it wouldn't make sense here to see a calendar, so the default view that I'm seeing is All Tasks. So I'm in the All Tasks View of the Tasks list of this team site.

This has multiple views here. I've got All Tasks, just My Tasks, I've got Due Today, there's nothing in that one, Active Tasks and so on. As a Task list begins to grow, you'll find that there'll be a lot of pieces of information that just won't be relevant any more, particularly all your completed tasks. You don't want to get rid of them, but you don't want them cluttering up your View when you're taking a look at them. So when we're in a list, simply by looking at this drop-down we can switch views and we can even change the Views or create our own views.

Views are not just used to filter the data as in show me My Tasks or show me All Tasks, but they're also used where you can choose the columns that you're going to see. Do I want to see due date or percent complete or don't I? That's up to you. That's part of your view. If for example, I wanted to change the All Tasks View so that I didn't see priority, it'll be quite easy, I could click on this option, come down to the phrase Modify this view. This takes me into the Edit View page, where I could even change the name of the view and here's where I get to choose the columns that are being displayed.

I could decide to uncheck Priority. if I wanted to I could see all the other columns that this list has that I'm not actually using. Then I have choices about how I'm sorting and how I'm filtering-- and I'll show this in a moment. We'll create a custom view. There's actually a lot of things you can do either by changing or creating your own views. So just by making that simple change I don't have the Priority column showing up in this view anymore. But what if I wanted to create my own view? Well, that's very easy as well.

If I look at the drop-down, well, there are quite a few views that have been created by Microsoft for the Task list, but maybe not all the ones that I want. We have All Tasks, My Tasks, Due Today. Maybe I want to see a View that just shows Overdue Tasks. All I'm going to say create a view. The next page asks me what kind of view is this. It doesn't exactly know what I want to do here, and here is where I could choose to do things like have a Calendar View, if that made sense. It doesn't really. Most of the time you're going to pick the Standard View.

The other views are fairly specialized. Going to select that one. It's going to ask me to give it a view name. I'll say Overdue Tasks. I could even have the option here to make this the default view, which will be what you'd see every time you clicked at the Task list, and then choose which columns are being shown. Let's say if it's just overdue Ttasks, I'm not really interested in seeing if there are attachments or not or any kind of icons. I'm interested in the title, who it's assigned to, what the due date was and the percent complete. That'll do.

I could choose to sort, and I'm going to say by Due Date, so the earlier ones will show up at the top of the list. Then in the filtering section, do I want to see all items of this list? No, I certainly don't. I only want to show items when the following is true. So I'll select this radio button. I want the column Due Date to be less than Today. So where Due Date is less than today, and this little shortcut you can put for using today, which is the square bracket and the word Today.

This is not some huge and pseudo-programming language here. There are just a few simple things you can put in. If you notice over here on the left, it even suggests the most common things. To filter on a column based on the current date or the current user of the site, type either Today or Me in square brackets as the column value. That's fine, so, we want to see when the Due Date is less than today, but we also want to make sure that this task is not completed. Because if it was a task was completed it's not overdue. So I'm going to say And When this column of Status is not equal to Completed.

And that looks good. If I was expecting a lot of information there, so if I had to manage dozens or even hundreds of overdue tasks, I might also decide to group by perhaps the Assigned To person to show me each individual person's overdue tasks, but I don't need to do that. So I'm going to come down ignore all the rest of things and click OK, and it looks like we only actually have one overdue task, which wasn't assigned to anybody in particular, hasn't been started and it was due on the 19th of May.

Again I could switch back between that and the All Tasks View. So very easy to create new views in SharePoint, very easy to modify existing views, but when you're looking at a list, you're always looking at a view and it's your choice about how useful you want that view to be to you.

Show transcript

This video is part of

Image for SharePoint 2010 Essential Training
SharePoint 2010 Essential Training

70 video lessons · 48770 viewers

Simon Allardice
Author

 
Expand all | Collapse all
  1. 1m 16s
    1. Welcome
      1m 16s
  2. 16m 34s
    1. What is SharePoint?
      8m 9s
    2. SharePoint roles
      2m 5s
    3. Accessing SharePoint
      4m 48s
    4. The SharePoint product line
      1m 32s
  3. 44m 55s
    1. What is a team site?
      2m 43s
    2. Navigating a team site
      9m 41s
    3. Using team site lists and libraries
      11m 38s
    4. Editing the home page
      9m 31s
    5. Adding a Web Part
      6m 19s
    6. Deleting a Web Part
      5m 3s
  4. 10m 53s
    1. What is a Document Workspace?
      4m 2s
    2. Creating a Document Workspace
      4m 3s
    3. Deleting a Document Workspace
      2m 48s
  5. 6m 3s
    1. What is a Meeting Workspace?
      2m 7s
    2. Creating a Meeting Workspace
      2m 40s
    3. Deleting a Meeting Workspace
      1m 16s
  6. 36m 3s
    1. Exploring the available lists
      5m 30s
    2. Creating a custom list
      8m 44s
    3. Creating a custom view
      6m 43s
    4. Working with libraries
      6m 18s
    5. Using versioning and Check In/Check Out
      8m 48s
  7. 45m 55s
    1. SharePoint and Word
      6m 6s
    2. SharePoint and Outlook
      7m 38s
    3. SharePoint and Excel
      3m 54s
    4. SharePoint and Access
      2m 58s
    5. SharePoint and InfoPath
      11m 42s
    6. SharePoint and PowerPoint
      3m 46s
    7. SharePoint and Visio
      6m 20s
    8. Using SharePoint Workspace
      3m 31s
  8. 32m 8s
    1. What is a site collection?
      3m 56s
    2. Creating a site collection
      6m 35s
    3. Creating a new site
      6m 29s
    4. Customizing a site
      7m 47s
    5. Creating a site template
      7m 21s
  9. 13m 53s
    1. Understanding permissions
      3m 33s
    2. Adding a user to a site
      5m 14s
    3. Deleting a user from a site
      1m 39s
    4. Creating a new security group
      3m 27s
  10. 31m 54s
    1. Using out-of-the-box workflows
      11m 1s
    2. Creating your own workflows with SharePoint Designer
      15m 20s
    3. Creating your own workflows with Visio
      5m 33s
  11. 40m 36s
    1. Using site templates
      5m 49s
    2. Using the web content management features
      10m 40s
    3. Using master pages
      3m 37s
    4. Creating an Enterprise Wiki
      7m 14s
    5. Sharing an Access database with Access Services
      7m 19s
    6. Working with rich media
      5m 57s
  12. 53m 9s
    1. Managing documents and records
      3m 0s
    2. What are content types?
      4m 22s
    3. Creating a content type
      11m 30s
    4. What are document sets?
      2m 12s
    5. Creating document sets
      7m 49s
    6. Creating a Document Center
      4m 37s
    7. Creating a Record Center
      8m 25s
    8. Defining information management policy
      11m 14s
  13. 15m 42s
    1. Using personal and social features
      7m 28s
    2. Creating a SharePoint blog
      2m 48s
    3. Personalizing SharePoint with tags and notes
      5m 26s
  14. 21m 22s
    1. Searching in SharePoint
      4m 26s
    2. Creating a Search Center
      8m 4s
    3. Customizing Search with keywords
      3m 30s
    4. Customizing Search with scopes
      5m 22s
  15. 47m 18s
    1. Using Excel Services
      10m 12s
    2. Creating a Business Intelligence Center
      3m 5s
    3. Using PerformancePoint Services
      12m 3s
    4. Using status indicators
      8m 10s
    5. Using the Chart Web Parts
      6m 33s
    6. Using Business Connectivity Services (BCS)
      7m 15s
  16. 1m 3s
    1. Goodbye
      1m 3s

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