SharePoint Online List View [Complete tutorial]

Microsoft allows us to create different views to display the SharePoint Online list items. Here, In this SharePoint Online tutorial, I will explain to you, all about the SharePoint Online list view. Then, I will show you, how to customize a SharePoint Online list view. And, also we will discuss the benefits and limitations of a SharePoint list view.

SharePoint Online list views help us to organize and visualize the data in a list. It can allow users to create a custom view to display specific columns, filtering, grouping, etc…

Whenever we create a SharePoint Online list, by default we can get the “All Items” list view as shown below.

Various types of SharePoint Online List View

Let us see what are the various types of SharePoint Online list views. There are five types of views such as:

• Standard View: You can view data on a Web page and choose from a list of display styles.
• Datasheet View: We can view data in an editable spreadsheet format that is convenient for bulk editing and quick customization.
• Calendar View: You can view data as a daily, weekly, or monthly calendar.
• Gantt View: We can view list items in a Gantt chart to see a graphical representation of how a team’s tasks relate over time.
• Map View: You can view list data that includes a geographical location on a map.

These are the various types of SharePoint Online list views.

Different views in a SharePoint Online list

If you want to set different views in a SharePoint Online list, then follow the below steps.

• Open the SharePoint Online list, and click on All Items to view all options. Here, you will get the following view options. Such as:
  • List: By default, you can list view as an “All Items” view.
  • Compact List: If you want to display the items in a compact list, then select it.
  • Gallery: We can use this view to display the gallery previews in the SharePoint list.

• For example, if we want to display the item in Gallery view, then click on the Gallery option. And, see how it will appear in the list.

This is how to set different views in a SharePoint Online list.

Create a New SharePoint Online List View

Here, I will show you, how to create a new view to display the Male customer details. To achieve it, follow the below steps.

• Open the SharePoint Online list where you want to create a new view. Then, click on the Filter Pane and select the Gender as Male option like below.

• Then, click on the All Items drop-down, and click on the Save view as option. And, type a new name and click on the Save button.

• Once, you created a new view it appears like below.

This is how to add a new view to a SharePoint Online list.

SharePoint Onlne List View Customization

Let us discuss all the SharePoint Online list view customization. Such as:

• Create a new view based on the current view
• How to edit the current view in a SharePoint list
• Delete a view in a SharePoint Online list
• How to format a current view in the SharePoint list

Create a new view based on the current view

Suppose, if you want to create a new view based on the current view, then follow the below steps.

• Open the SharePoint list, click on the All Items drop-down to view all options, and click on the “Save view as” option like below.

• Then, in the Save as window, you can save the current view or type a new name and you will get the view as public. Then, click on the Save button.

This is how to create a new view based on the current view.

How to edit the current view in SharePoint List

Here, we will see how to edit the current view in SharePoint List. To do so, follow the below steps.

• Open the SharePoint list, click on the All Items drop-down, and click on the Edit current view option.

• Then, on the Edit View page, you can make changes like add or remove columns, add sort or filter, configure folders, etc…
• And, when you have finished the changes, click on the Ok button.

This is how to edit the current view in SharePoint List.

Delete a view in a SharePoint Online list

If you want to delete a view in a SharePoint Oline list, then follow the below-mentioned steps. Such as:

• Open the SharePoint list, click on the All Items drop-down to view all options, and click on the Edit current view option.

• Then, click on the Delete button on the Edit View page as shown below.

• Once, click on the Delete button, it will ask for a confirmation like “Are you sure you want to delete this view?”. Then, click on the Ok button.

This is how to delete a view in a SharePoint Online list.

How to Format a Current View in a SharePoint List

Here, I will show you, how to format a current view in a SharePoint list. To get this, follow the below steps.

• Open the SharePoint list, click on the current view (Gender View) drop-down, and

• Next, in the Format view window, you can choose the layout as Gallery, and select Card Designer to show or hide columns, show columns names as labels, and reorder columns. Then, click on the Save button.

• Once complete the format current view, it will appear to look like below.

This is how to format a current view in a SharePoint Online list

Benefits of SharePoint Online List View

Let us see the benefits of SharePoint Online list view. Such as:

• Easy to use: You can easily interact and navigate with the list items in a SharePoint Online list, it can also be accessed from mobile devices to make it easier for users to connect at any time.
• Avoid Data Manipulation: Suppose, if there are 100 list items then it’s difficult to view the data and for that, we spend a lot of time getting our data and as well as removing the unnecessary data. Instead of this, we can create different views to display the list of items and avoid data manipulations.
• Integration: SharePoint Online list views can be combined with other Office 365 services. Such as:
  • PowerApps
  • Power Automate
  • Power BI
  • Excel
  • OneDrive, etc…

These are the benefits of the SharePoint Online list views.

Limitations of SharePoint Online List View

Here, I will discuss the SharePoint Online list view limitations. Such as:

• In a SharePoint Online list or library, we can set up to 30 million items, and when a list or library contains more than 100,000 items, you can’t break permissions inheritance on the list or library.
• By default, the SharePoint Online list views can have approximately 5000 items at a time in a single view, and if you want to set it to allow users to work with large lists, which can’t be exceeded.
• If it exceeds 5000 items, you’ll find a warning message with “The attempted operation is prohibited because it exceeds the list view threshold enforced by the administrator”.

These are the limitations of SharePoint Online list view.

Conclusion

From this SharePoint Online tutorial, I have explained to you all about the SharePoint list view. Then, we saw how to customize a SharePoint Online list view. And we also covered the benefits and limitations of a SharePoint list view.

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