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Webucator's Free SharePoint 2013 Tutorial

Lesson: Working with Lists and Library Views

Welcome to our free SharePoint 2013 tutorial. This tutorial is based on Webucator's SharePoint 2013 End User Training course.

Views provide a flexible system to display SharePoint list and library data in an easy-to-read and easy-to-use manner. Every SharePoint list and library can have multiple views created and configured, and some list and library templates come with special views preconfigured. Views can be defined for personal use or shared use.

Lesson Goals

  • Learn how to use default views built into lists and libraries.
  • Learn how to create personal views.
  • Learn how to create shared views.
  • Learn how to configure views.
  • Learn how to set the default view for a list or library.

Default Views

Explore Default Views

The following walk-through will explore some of the default views and how to use them. The walk-through will also explore how to manage existing views. This walk-through depends on the Tasks list created during an earlier walk-through.

  1. The first thing to do is create a couple of items in the Tasks list in order to have something to display in the views.
    1. Click the Tasks link in the Quick Launch menu.
    2. Click the new task link in the list to open the Tasks - New Item form and click the SHOW MORE link. Use the following table for information to fill in the form:
      Task 1
      Field Data
      Title: Type "Complete SharePoint End User course"
      Priority: Select (2) Normal
      Status: Select In Progress
      % Complete Type "50"
      Assigned To: Enter the SharePoint account you are currently logged in with
      Description: Type "SharePoint 2013 End User 3 day course"
      Start Date: Select (Date course started)
      Due Date: Select (Date course ends)
    3. Click the Save button on the Tasks - New Item dialog to save the task to the Tasks list.
    4. Repeat the previous two steps with the following information to create a second task item:
      Task 2
      Field Data
      Title: Type "Complete SharePoint Designer Course"
      Priority: Select (2) Normal
      Status: Select Not Started
      % Complete Type "0"
      Assigned To: Enter the SharePoint account you are currently logged in with
      Description: Type "SharePoint Designer 4 day course"
      Start Date: Select (1 month from current date)
      Due Date: Select (4 days from Start Date)
  2. Explore the ways to navigate to views in a list or library.
    1. Select the desired view from the links along the top of the list or additional views available by clicking the ellipsis button.Tasks list breadcrumbs views

      The views are security trimmed. This means that, if the account does not have permissions to create or modify a view, those options will not be listed.

    2. Select the view from the drop-down list on the List tab toolbar within the Manage Views region.Tasks list breadcrumbs views
    3. You can also type the URL path to a view since each view corresponds to a unique ASPX file. This can be useful if you want to create a link directly to a view. The following image shows the URL of the My Tasks view of the Tasks list.Tasks list view URL
  3. Manage the views for the Tasks list.
    1. Click the List tab for the Tasks list to open the toolbar.List tab
    2. Click the List Settings button on the List tab toolbar.List tab
    3. Scroll down the List Settings page and note the Views region.Settings Page
    4. Click the My Tasks link from within the Views region to open the Edit View page for My Tasks.
    5. Note the option to Make this the default view as well as the view's page name.Due Today Settings Page

      You will learn how to work with most of the rest of the views settings in the next walk-through on how to build a custom view.

    6. Click the Cancel button at the top of the page but also note the Delete button that can be used to delete a view if the user has sufficient permissions.

Custom Views

How to Create a Custom View

The following walk-through will show you how to create a custom view using the default Tasks list.

  1. Create a custom view of Tasks using the Standard View format.
    1. Navigate to the Tasks list of the site by clicking the Tasks link in the Quick Launch menu.
    2. Click the List tab to open the toolbar.List tab
    3. Click the Create View button on the List tab toolbar.List tab
    4. Click Standard View from the Choose a view type region.View format selection
    5. Type "In Progress" in the View Name field.View naming field
    6. Leave the Create a Public View setting in the Audience region but note the option to Create a Personal View.View audience field

      If a user does not have permission to create a public view, the option is grayed out. In a later exercise, you will create both a personal view and a public view. Permissions are covered in a later part of this course.

    7. Select the following from the Columns region; everything else should be deselected.
      • Task Name
      • Assigned To
      • Task Status
      • Due Date
      • Start Date
      View Column Selection
    8. Select Start Date for the First sort by the column selection under the Sort region.View Sort Selection
    9. Select Status for the Show the items when column selection under the Filter region. Leave the operator drop-down set to is equal to and type In Progress in the value field text box.View Filter Selection
    10. Note the remaining view options and their collapsed regions but leave them at their default settings.Optional view settings
    11. Click the OK button at the bottom of the form to complete creating the public view.
  2. Once the new view has been successfully created, SharePoint will automatically navigate you back to the Browse tab with the new view In Progress selected. The tasks listed should only include tasks that have their Status field set to In Progress Custom view applied
  3. Click the Tasks link in the Quick Launch and note how the view is reset back to the default All Tasks. You could optionally set the custom view In Progress as the default view for the list.

Working with Views

Duration: 15 to 25 minutes.

In this exercise, you will work with list and library views. You will test the default views that come with list and library templates.

  1. Explore the default views of the Tasks list.
    1. Click the Tasks list link within the Quick Launch menu.Quick Launch with Tasks link circled
    2. Select the desired view from the links along the top of the list or additional views available by clicking the ellipsis button.Tasks list breadcrumbs views

      The views are security trimmed. This means that, if the account does not have permissions to create or modify a view, those options will not be listed.

    3. Click the My Tasks link from the list views menu. The Tasks list will now be filtered to show only tasks that are assigned to you.
    4. Take a few minutes to click on each of the different views available in the Tasks list.
  2. Explore the default views of the Calendar list.
    1. Click the Calendar list link within the Quick Launch menu.Quick Launch with Calendar link circled
    2. The calendar list does not display the views from the main Calendar view. To choose alternate views, click the Calendar tab to open the toolbar.Calendar tab toolbar.
    3. Click the All Events link from the list views menu. Calendar views list.
    4. The Calendar list will now display all events in a more traditional list-like table view. Calendar All Events view.
    5. Take a few minutes to click on each of the different views available in the Calendar list.
  3. Explore the default view of the custom Favorite Cars list.
    1. Click the Favorite Cars list link within the Quick Launch menu.Quick Launch with Tasks link circled
    2. Click the ellipsis button next to the All Items link to open the Favorite Cars list views menu.Favorite Cars views menu

      Alternatively, you can use the List tab in the List Tools. There is a Manage Views group on the Favorite Cars tabs toolbar.

    3. Note that the current view, All Items is the only view created by default for lists based on the Custom List template.
  4. Explore the default view of the Documents library.
    1. Click the Documents library link within the Quick Launch menu.Quick Launch with Shared Documents link circled
    2. Click the ellipsis button next to the All Documents link to open the Documents library views menu.Shared Documents library Breadcrumbs views menu

      Alternatively, you can use the Library tab in the Library Tools. There is a Manage Views group on the Documents tabs toolbar.

    3. Note that the current view, All Documents is the only view created by default for libraries based on the Document Library template.
  5. Explore the default views of the Site Pages library.
    1. The Site Pages library link is not listed on the Quick Launch menu by default. To get to Site Pages, click the Site Contents link first.Quick Launch with Site Contents link circled
    2. From the Site Contents page, click the Site Pages link. Site contents.
    3. Click the ellipsis button to open the Site Pages library views menu.Site Pages library Breadcrumbs views menu

      Alternatively, you can use the Library tab in the Library Tools. There is a Manage Views group on the Library tabs toolbar.

    4. Click the Created By Me link from the library views menu. The Site Pages list will now display only pages that the account you are logged in with has created or modified.

      Since you have probably not yet created or modified any of the pages in the Site Pages library, the filtered view will be empty. Later in the course, you will be creating and modifying in the Site Pages library.

    5. Take a few minutes to click on each of the different views available in the Site Pages library.

Creating Public and Personal Views

Duration: 15 to 25 minutes.

In this exercise, you will learn to create both Public and Personal views.

  1. Create a new public view for the Course List.
    1. Click the Course List link in the Quick Launch menu.Quick Launch menu Course List circled
    2. Click the ellipsis button next to the All Items link to open the Course List views menu.Course List list Breadcrumbs views menu

      Alternatively, you can use the List tab toolbar. There is a Manage Views group on the Course List tabs toolbar.

    3. Click the Create View link.
    4. Take a moment to read through the view format options and their descriptions.View format options
    5. Click the Standard View format option link.
    6. Enter "Developer Titles" in the View Name field and leave the View Audience field set to Create a Public View.Create View form with Name and Audience sections
    7. In the Columns section of the Create View form, select only the following columns:
      • Product Version
      • Product Title
      • Language
      • Audience
      • Product Type
      Create View form columns section
    8. In the Filter section, choose the Audience column in the Column to Filter drop-down list. Select contains in the operator drop-down field. Enter "Developers" in the Value field. Create View filter section
    9. Expand the Group By section and then select Language in the First group by the column: drop-down list field.Create View Group By section
    10. Take a few moments to read through the rest of the Create View forms options. Leave them at their default values.
    11. Click the OK button to save the new view and see the results.
    12. Note how the new view Developer Titles is selected and shaded blue in the view choices. The list of course is also filtered to only show "Developers" courses and is grouped by Language. The groups are expandable.Course List filtered and sorted view
  2. Create a new personal view for the Course List.
    1. Click the Course List link in the Quick Launch menu.Quick Launch menu Course List circled
    2. Click the ellipsis button link to open the Course List views menu.Course List list Breadcrumbs views menu

      Alternatively, you can use the List tab toolbar. There is a Manage Views group on the Course List tabs toolbar.

    3. Click the Create View link.
    4. Take a moment to read through the view format options and their descriptions.View format options
    5. Click the Standard View format option link.
    6. Enter "English Courses" in the View Name field and change the View Audience field set to Create a Personal View.Create View form with Name and Audience sections
    7. In the Columns section of the Create View form only select the following columns:
      • Product Version
      • Product Title
      • Language
      • Audience
      • Product Type
      Create View form columns section
    8. In the Filter section, choose the Language column in the Column to Filter drop-down list. Leave is equal to in the operator drop-down field. Enter "English" in the Value field. Create View filter section
    9. Click the OK button to save the new view and see the results.
    10. Note how the new view English Courses is selected and shaded blue in the view choices. The list is filtered to only show "English" courses.Course List filtered for English courses
  3. Log in with a different account to test the custom views created for the Course List.
    1. While holding down the Shift key right-click your Internet Explorer icon and choose the Run as different user option.Open Menu showing tooltip
    2. Enter user credentials other than the one you are currently logged in with.
    3. In the new browser window running under the alternate user credentials navigate to your team site.
    4. Note that now the Open Menu displays the name of the account you are currently logged into the site with.Open menu for Wilbur
    5. Make sure you are viewing the Course List. If you are not, click the Course List link in the Quick Launch menu.
    6. Note how the only view available to this account is the public view Developer Titles. The view English Courses was created as a personal view under your original account and is only available to that account. Depending on your alternate account's permissions, you may also note that the views menu is security trimmed. Course List list Breadcrumbs views menu
    7. Close the browser window running under the alternate credentials.