Lesson 1 - Core SharePoint Features

Hi folks,

This post is the continuation of the lesson 1 Core SharePoint Features. In this post you can find the definition, utilization and example of views.

As a resource, it makes easier the selection and display of items, specially if your list/library has many items.

Have a good reading!

Views

Basically a view is a visual representation of data in a List/Library based on a selection criteria, which defines how data is displayed.

Why to use views?

Imagine a library full of items, maybe with hundreds of documents. It becomes difficult to find a document visually in the middle of others. In order to facilitate its localization, a view can be created, because it works as a filter.

The view All Documents was created automatically when the library VIDocs was created firstly, according the last post. Figure 1 displays the All Documents view by default.

Figura 1 – Default View

At this moment we have few documents in the library, however, depending on the utilization, this list can grow and then it can be difficult to localize documents.

So let´s create a view based on the column FileType of our last example.

Open the menu that contains all views and select Create View, according Figure 2.

Figure 2 – Create a view

A set of views is displayed according Figure 3, each one with specific features, detailed in the Table 1.

Figura 3 – View Format

Type	Utilisation
Standard View	Displays list items or files like a traditional list on a Web page.
Calendar View	Displays a calendar items in a visual format that is similar to a desk or wall calendar. It is possible to apply daily, weekly, or monthly views in this format.
Datasheet View	Provides data in a format that can be edited, such as a table in a database or spreadsheet. This view can be helpful when performing large editing tasks or customization, or exporting data to a spreadsheet or database program. Datasheet view requires a control or program that is compatible with Windows SharePoint Services, such as Office Access 2007, and ActiveX control support.
Gantt View	Provides a visual view of data, with bars that track progress. A Gantt view can help to manage projects and see a quick overview of your data. It can be used to see which tasks overlap each other and to visualize overall progress.

Table 1 – Types of views available

Other types of views may be available. In the Figure 3 there is an additional type of view called Access view, which starts an Access file to create forms and reports that are based on the list.

Select the Standard View format.

We are about to create a view that groups documents of same type based on the column FileType, as displayed in Figures 4, 5, 6 and 7.

Figure 4 – View VIDocs (1/4)

Figure 5 – View VIDocs (2/4)

Figure 6 – View VIDocs (3/4)

Figure 7 – View VIDocs (4/4)

It needs to fill many fields (textbox / option fields) throughout the creation of view, according figures above. Depending on the view you need, other fields may be needed. You can find below a description in details of the displayed sections:

Section	Description
Name	Type the view name and check whether you want to define as default.
Audience	These options are available for selection: Create a Personal View Only can be used by the owner. Create a Public View Others can use it.
Columns	Show or hide columns by selecting the number for the order of the column in the view.
Sort	Choose whether and how the information needs to be sorted. It is possible to use two columns for the sort of view.
Filter	Displays all items or just a subset of the list.
Group By	Group items with the same value in their own section.
Totals	Count the number of items in a column.
Style	Style options to format the view: Basic Table Document Details Newsletter Newsletter, no lines Shaded Preview Pane Default
Folders	Choose whether to create a view that doesn't include the folders — called a flat view.
Item Limit	Limit how many files can be viewed in the list or library, or how many files can be viewed on the same page.
Mobile	To view the list or library on a mobile device these options are available: Make a Mobile View It creates a view for mobile devices. Make this default mobile view Defines a default view.