Join Gini von Courter for an in-depth discussion in this video Create a filtered view, part of SharePoint 2016: Managing Large Lists.
- [Voiceover] In this set of movies, we're going to create some filtered views based on the index that we created earlier and also based on dynamic placeholders so that we can create, for example, a time filtered view that's specific to me. It's helpful to remember that we can find out what indexes already exist by going to the settings menu and checking on 'List Settings.' And when we scroll to the bottom of the list of columns, you can click 'Indexed Columns' and notice that we have two: Date and Last Name.
Let's now return to our list and create a filtered view. To create a view we're going to go to settings for our list. Yeah, I know we were just there but normally we'll start from here. We still have a problem with the threshold. Here are our columns and here are our views. The only view we have is the default view. Let's create a new view. We have choices about how we'd like the view to appear. We have Calendar Views, Standard Views, Datasheet Views, Gantt Chart Views.
And if we want to have views that look much like the view our users would be used to and they've been using the existing view I can start with all items if I wish and base my views on that. Remember that these are contributions by quarter and so I'm going to name my first view 'QTR 1'. I'm creating a public view, leaving everything as it is. All the columns as they are. And simply applying a filter.
And the filter I'm going to apply is where the date, notice that it shows me its index - isn't that nice - is greater than or equal to 1/1/2016 and when the same column index date is less than or equal to the end of the first quarter which is going to be 3/31/2016. There's my filter.
I can say that this is available also for mobile access number of items to display in the list view web part for this view. Okay. And field to display in the list what would I like them to see first in a mobile list simple view. And the ID number is fine but it's not really related to people. I'd probably choose something like last name instead. And I'll want to remember that I did that so all of my views behave in the same way. This list view has been applied, I'm looking at QTR 1 and now everything works.
Why? Because the quantity of items I'm displaying is below the list view threshold. That's slick. Let's create another one. List Settings. You're going to guess what I'm going to create, right? Quarters two, three, and four. Create a view. Base it on quarter one. Quarter two. Public view. What are we going to change? We're going to change just the dates here.
So now rather than being 1/1/2016, this is going to be 4/1/2016. And 6/30/2016. Notice that it kept last name for the 'My Mobile View.' And there's quarter two. If I go to quarter one, if I go to quarter two, these are great views and they're going to work just fine for me. Now I go back all items: All items will still exhibit the same problems that it exhibited before.
But quarter one and quarter two, they're going to work just fine. I could then continue and create two more views for quarter three and quarter four. I'm sure you get the idea at this point. If you want to get rid of a view. You decide you no longer want to have it hanging around. Go back to List Settings. Choose a view. And there's the delete button for this view. Notice also that even after the view is created, if you want to modify its web address you can.
And if you want to create new views, this is the easy way to do it. If I want the initial view people see not to be a view that's locked up, then I can make it the default. I can either do that here by selecting it and saying make this the default view, which by default has to be a public view. Now each time the library loads, it will load with Q1 displayed and I can see that here very easily. Notice also that if I choose a different view, like Q2, or all items, one of my choices here is to select the current view as the default view.
And this is yet another way to drop in and to work with or manage my views.
- Managing large lists and libraries
- Importing Excel data
- Using indexes and folders
- Creating a filtered view
- Using item limits and groups
- Creating an Access web app