Join Mark Abdelnour for an in-depth discussion in this video Creating a "My Documents" view, part of SharePoint 2010 for Site Champions and Power Users.
SharePoint view, allow you to see SharePoint listen libraries, in different ways. They act, as custom visual representations of SharePoint data and allow people to see those items, that are most important to them, or that best fitted purpose. In this video, I'm going to show you how to create, a, my documents view. This is a really popular view and one you'll typically see, on team site homepages. Depending, on the person logged in to Share Point, only the documents they've created ,will appear in this view. Let's take a look here, on the Explore California site. And I'm on the sales area right now, and I'm in the shared documents library. You can see right away, that this is a default view of those files, just all listed here. And you can see right here in the bread crumbs, that I'm in the all documents view. In order to create a new view, I can click on the little triangle, that appears next to all documents. and select create view, or ,I can click on the library tab and here click on create view. You'll see here that there are six options, of, different formats of views to select from, nine times out of ten, you'll go with the standard view. But, as you can see, there are five others to pick from. Let's go ahead and click on standard view. And now, we see the View Control Panel, all sorts of options, presented to us here. I'm going to scroll down a little bit, so can see the maximum amount of features, and let's start with the View Name, My Documents. The next box is an important one, this one allows to set this view, as the default view, meaning, that when people visit, this library, you can see it over here in the quick launch, shared documents. This will be the view they see immediately, I'm going to disable this or, leave it disabled for now and continue. This next section, asks us, who is our intended audience, for this view? So, we could set it up as a personal view. Meaning, only I would see it or, a public view. Which means anyone who visits this library, will have access to this view we're creating. So, I'll leave it as a public view, and continue. In this section ,we control exactly which columns, will appear, in this view. Now, because we're creating a My Documents view, there are certain things I want to see, and certain things I don't want to see. So, for example, I'm going to disable checked out, too, because that's not going to be important to me. I'll leave modified by and I'll also leave modified, but location and type of document, aren't important. The other thing, that I will enable though, is, created. This is the created date and I do want to see that as well, and we'll continue through the list. Here you can see, that we have sorting options. I can sort, on a specific column. So, I'm going to click on this and I'm going to go to "create it". And ,I want to see the dates ,in the latest ,to the oldest. So, C,B,A and that's how it's going to be handled, for the created dates. If I wanted to, I could sort on a second column, as well. And now, to the most important area of this view we're creating.
It's the filter area, here, I will enable, this option. Show items, only, when the following, is true. And, show the items when column, and, they want me to select a column. Well, I know that I'm looking for my files. So, I'm going to say show the items ,when column created by, is equal ,to, now what's probably tempting is to put your name here. But in this case, we want this to apply to anyone ,who comes to this library. If I put my name, every time someone comes to this library, they'll see my files, not there's. So, how do we get around that? Here we can enter ,using square brackets, the word, me. So exactly, as you see it here and by doing this, this view will only, return the files that were created, by that individual who is logged in. I'll scroll down to the bottom now, and save this view by clicking ,OK. And now we are looking at our new, My Documents view, which you can see here in the breadcrumbs. And I could point out, a couple of things that we set up. First and foremost, they're only, files that I last modified ,but these are also the files that I created. Now created, in Share Point can mean two different things. Created could mean, actually creating a document from scratch, from within this library or it could mean that I've uploaded, the file here into this library. As well, you'll notice in the Created By column, that they're actually in, descending order, by date. This view, will now only display documents that are created by, you ,or me, which is completely based on the name of the person, who's logged in at that time. This is yet another huge time saver and a great way, for people to access their own files quickly, without having to hunt through the different libraries, to find them
- Creating a document library
- Overriding checkouts
- Deleting and restoring files
- Setting and managing alerts
- Working with multiple files
- Editing and deleting columns in a list or library
- Setting permissions
- Adding and modifying web parts
- Creating popular views