To manage a list, you will need to customize it to meet your needs. The interface for most of these actions is on the Ribbon in the selected List tab.
The Ribbon has a lot of end user functionality and it can be confusing to users who are not familiar with it. It is important to remember that most of the functionality has been categorized into sections. If you look at the preceding screenshot, you will notice at the bottom of the ribbon there are section ribbon labels—View Format, Manage Views, Share & Track, Connect & Export, Customize List, and Settings. Often the functionality that you are looking for is within one of these sections rather than being immediately visible on the Ribbon.
When the number of items in a list is large or there are different users groups who want to view list items different ways, custom views should be created to filter and display content to meet a criteria.
This is one of the benefits of SharePoint over simple Windows folders—many departments can have different views into data from the same location.
Technically, there is no limit to the number of views that can be created in a list. However, the more views that exist, the more confusing the navigation is to the user.
To create a view, click on Create View on the Ribbon and a series of view styles will be displayed.
In the preceding screenshot, there is the option to choose the view format, which is the style of view that can be shown in a list.
This is the typical web items style and most views created in a list are a Standard view, which is a linear list of items. To create a Standard View, click the Standard View text. This will present you with a view design template screen where the view design can be built.
The steps to build the view are:
It is possible to filter a view to display only items that relate to the current user who is logged into SharePoint. This can be done by using the [Me] as the filter. For this filter to work, there must be a column type of Person or Group defined in the list. By using this filter technique, it may be possible to create fewer views if a view was required for different users.
This can affect performance if the list is large. For example, with over 2,000 items, the view not only displays the additional information, but also calculates additional data. If performance becomes an issue and Totals are in the view then it may be worth considering the Export to Spreadsheet option in the view and perform calculations from within Excel.
The standard view is now created and has field columns with a similar look and feel to a spreadsheet. By clicking on an item in the view, the entire item will open.
The calendar view shows list items in a web Outlook calendar format—monthly, weekly, or daily. The creation process of a calendar view is similar to the steps for a Standard view. The list will require date values to display correctly.
Certain functionalities have been removed as this is a calendar display rather than a linear list of items.
This link does not open the Access application and allow you to create SharePoint views; rather, it allows you to create Access reports of list data and Access forms to enter information into a list.
There is often a business requirement to provide reports from list data. The best graphical reporting tools for SharePoint data are Access and Excel as both these products have strong reporting capabilities, and often senior management are familiar with reports produced in these tools.
Information can be entered and submitted to a list from an Access form. An advantage of this input method is that the form's interface can be further customized than a list form, such as placing the fields in tabular table columns. This is useful if the form has a lot of fields.
The creation process of a Datasheet view is similar to the steps for a Standard view. This view format provides you with a view that has a similar functionality to a spreadsheet where the fields in the columns are editable. This is useful for bulk editing of information where there is a lot of copying items to and from different cells.
The creation process of a Gantt view is similar to the steps for a Standard view. This view format is ideal for milestone project management activities of a list.
It is possible to create views from existing views in the list, simply by clicking on an existing view from the list. By using an existing view, the deployment of views in a list is quicker because an existing view can act as a template for other views in the list.
This will create a new view based on an existing view in the list.
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