The following article provides guidance on creating personalized views in PEPFAR SharePoint:
- Introduction: Why Create a "View" in PEPFAR SharePoint?
- Types of SharePoint Views
- Styles for the Standard View
- Creating and Using Views
- Modifying or Deleting a View
PDF version can be found and downloaded by scrolling to the bottom of this article.
Introduction: Why Create a "View" in PEPFAR SharePoint?
The view feature allows PEPFAR SharePoint users to customize the way they organize and display materials in lists and libraries. Views add another dimension to the organization of content on PEPFAR SharePoint, empowering you to quickly locate right piece of data when you need it, without having to dig through hundreds of items.
Views allow you to filter the content in your list or library without creating a flood of folders. Think of folders as little barriers you put between your data. While folders can be an easy way to organize content on your desktop, within SharePoint, an overuse of folders becomes a blocker to efficient content management and can slow down the performance of your page.
By creating personalized views, either for yourself as a "Private View," or for all visitors to your page as a "Public View," you can quickly see prioritized content that you’ve organized in a list or library. For example, you may want to view all the materials in a library in one list, rather than inside of their specified folders. Or, you may want to view all documents tagged the Fiscal Year "2017." The guidance and step-by-step instructions detailed below will help you make the most of views on PEPFAR SharePoint.
Types of SharePoint Views
While the number of view types are limited, you can create a multitude of unique views with each of the different types available. Below, we’ll take a look at the various types of views. These are the most common you’ll come into contact with, and will likely be the most useful:
As its name suggests, this is the view you see when first creating a list or library. You can almost always (depending on your list) consider this as the default view. The view showcases your list information in an Excel-like table with the columns that can specify, such as Document Name, Last Modified, Modified by, etc:
Similar to the standard view, the difference here is you can bulk edit all items in this Excel-type view directly on the page. If you’ve ever had to edit employee timesheets, you’ll understand how this view can be a great benefit:
This is another view that is centered on dates and time. A Gantt chart documents progress of a number of components in time. The Gantt view is ideal for tracking deadlines for invoices or payments coming in, or for other projects that are subject to deadlines and/or progress reports:
Styles for the Standard View
The options shown in the above screenshot can give your standard list a new look. These styles will not modify any of the list's content; rather, they allow you to view your content in various styles. Below are some examples of how your view would look through one of these style filters:
Displays items in rows:
Displays the files in a library using a layout similar to business cards:
Displays items in rows with lines between the rows:
Newsletter, no lines
Displays items in rows of alternating shades, without the lines between the rows:
Displays the name of the items on the left side of the page. When you point to the name of an item, the columns selected for the view are displayed on the right side of the page:
Displays items in rows of alternating shades:
Creating and Using Views
Navigate to the document library for which you wish to create a unique view. Click on the "Library" (or "List") tab on the top left of the screen, and select "Create View:"
Note: If "Create View" is disabled, you don’t have the permissions to create a view.
This will open up the "View Type" page, from which you can select an "Existing View," or create a customized view within one of the specified view types. In this example, we’ll select and customize a “Standard View.”
In the “View Name” box, type the name for your view. Select “Make this the default view” if you want to make this the default view for the list or library. Only a public view can be the default view for a list or library.
In the “Audience” section, select “Create a Personal View” or “Create a Public View.” If you select a personal view, only you will be able to view that page’s content through the view filters; if you select a public view, everyone who visits the page will view the content through your specified view.
Note: If “Create a Public View” is disabled, you don’t have the permissions to create a public view for this list or library.
In the “Columns” section, select the columns that you want in the view and clear the columns that you don’t want to appear. Next to the column numbers, select the order that you want to columns to appear in the view.
Under the “Sort” section, you can set the order in which items appear in the view. You can have up to two criteria. For example, show the items in a task list sorted by priority and then by due date.
Under the “Filter” section, you can opt to show all items in the view, or display only a subset of items in the library or list based on your desired specifications:
By expanding the tabs below, you can select from a multitude of other types of settings and filters you can apply to your view. For example, the “Folders” tab allows you to create a view that shows all items in only top-level folders, or without any folders at all:
Once you have created your unique view(s), you can easily navigate between them in your list or library. The screenshot below shows a standard “No Folder View,” with all documents viewable without their folders. From this view, I have sorted the “Modified” column into descending order so I can view the most recent files uploaded by all users across this document library:
From here, I could easily switch back to the default “All Documents” view, or select another one of my unique views. In this case, “Natasha’s Submissions” will allow me to view and sort all documents that I have uploaded to this document library:
Modifying or Deleting a View
The following steps will show how to modify a view, such as making it the default view, adding or removing columns, and changing the sort order of items in the view. You can also delete a view by following similar steps.
Note: Once a view is created, you cannot change the view type (for example, you cannot switch from Standard View to Datasheet View, or Gantt view to Calendar view, or vice-versa). You will have to create a new view with the view type you want. If you are just looking to edit columns and rows in lists or libraries quickly, however, you can temporarily change Standard View to Datasheet View by using Quick Edit. To do this, go to the “List” or “Library” tab in the ribbon and click “Quick Edit.” When you are done, the view will go back to what it was previously. Note that you cannot use Quick Edit on views where items are grouped.
Go to the list or library from which you want to change a view and click the “List” or “Library” tab. Click “Modify View,” and select the view you want to change from the “Current View” drop-down list.
Note: If “Modify View” is disabled, you don’t have the permissions to modify the current view. You can, however, modify your personal views.
To delete the view, click the “Delete” button at the top of the page.
To modify the view, use the sections below to make any changes you wish to the view, such as changing the name, column types or order, sort and filtering settings.
Click “Ok” at the bottom of the page.