SharePoint Online List View [Complete tutorial]

In this SharePoint Online Tutorial, we are going to discuss SharePoint Online List View and the various types of SharePoint Online List View. Also, we discuss

• Create a SharePoint Online List View
• Edit a view in the SharePoint Online list.
• Delete a view in the SharePoint Online list.
• Benefits of SharePoint Online List View.
• Limitations of SharePoint Online list view.

What is SharePoint Online List View?

• SharePoint Online List views help to organize and visualize the data in a list as per the User-Requirement.
• It can allow users to create a custom view and it can be customized to display specific columns, sort orders, filtering, and grouping options.
• We can share the SharePoint list custom view with other users on the same site.

Whenever we are creating a SharePoint Online list, a default list view is getting created i.e. known as “All Items“, as shown below:

Example: We have already created a list for RENA Technologies, a company based out in the United States of America.

Based on the business scenario, the client stored the Semiconductor Client Details list, we need to set up views for the Client Rating column and a filter to view whether the Client is active. We can set a list to view the client name, and their specific rating if they are active.

Various types of SharePoint Online List View

There are five types of SharePoint Online List View:

• Standard View: This view Showcase our list information, on a web page. We can see this view while creating a list, This is the default view. Where Standard View is almost the same as All Items.
• Calendar View: Any Data related to the Dates, and then you can able to create a Calendar View, or else we can create a normal view too and we can see when it is created and modified the view list. This is the most relevant view for a SharePoint event list (or any list with a date field). We can add filters to the view, and choose the event details.
• Datasheet View: Similar to the Standard View, we can view data like a classic Excel spreadsheet in an editable format that is convenient for bulk editing and quick customization.
• Gantt View: The View is to see a graphical representation of how a team’s tasks relate over time also the best option for projects, displaying task progress in an easy-to-view timeline. This would be good for tracking the deadlines of the project.
• Map View: To display a map view in a SharePoint list, you must use Location Type while creating a list. In addition, a new view type named Map View displays the list of items. A map view is a SharePoint view that displays a map, using longitude and latitude entries from the Geolocation field type.

These are the different types of SharePoint Online List Views.

Create a SharePoint Online List View

As per the above example, we created a list for RENA technologies, Based on the business scenario, the client stored the Semiconductor Product Details list, and we need to set up a view for Is Product Available column and a filter to view.

There are two different ways to create a SharePoint Online List View:

• Create a SharePoint list view using List view options
• Create a SharePoint list view using List Settings

Create a SharePoint list view using List view options

Here, we are going to discuss how to create a SharePoint list view using List view options

• Navigate to the SharePoint site list where you want to add the SharePoint Online List View else, Navigate to https://<tenant name>.sharepoint.com/sites/<sitename>/Lists/<Listname> Example:https://tsinfotechnologies.sharepoint.com/sites/RenaTechnologies/Lists/SemiconductorProducts
• On the List site HomePage, you can find a default list view as All Items click on it -> Select Create New View

• It Pop-ups with the Create View which contains:
  • View Name: Provide a Name based on your requirement to create a new SharePoint Online List View. For example, I am creating a View for Semiconductor Clients column provided a name as ClientRating.
  • Show as: we need to choose between different types of views, Choose Standard View because it can be helpful if you want to see the items in the list.
  • Visibility: We need to select between Make this a Public View or not, Select Make this a Public View, where, Views are of two types in terms of audience,
    • Personal – Visible only to the logged-in user
    • Public– Visible to everyone (with access to a list)

• Click on Create Button.
• The ClientRating SharePoint Online list view will be created but this will create the view without any conditions or filtering.

This is the way to create a SharePoint list view using List view options.

Create a SharePoint list view using List Settings

Here, we are going to discuss how to create a SharePoint list view using List Settings. This will create the view with conditions and filtering.

• On the SharePoint site list page, go to settings -> choose List Settings.

• Scroll down, Click on the Create view, as shown below:

• Opens with a window of a view type, Choose a view type as Standard View because it can be helpful if we want to see the items in the list.

• The standard View settings window opens to create a view.
• View Name: Provide a Name based on our requirement to create a new SharePoint Online List View. For example, I am creating a View for Semiconductor Clients column provided a name as ClientRating.
• Visibility: We need to select between Make this a Public View or not, Select Make this a Public View, where, Views are of two types in terms of audience,
  • Personal – Visible only to the logged-in user
  • Public– Visible to everyone (with access to a list)

• Columns: Select or clear the check box next to each column you want to show or hide in this view of the page. Specify the order of the columns based on your requirement.

• Sort: We need to sort the data based on the Rating item in ascending order. For example, I need to First sort the data by columns, So Example: I choose Client Rating and Show items in ascending order as shown below:

• Filter: Show all of the items in this view, else Show items only when the following is true. Choose Show items only when the following is true, this will set a rule as when the column is equal or not to Yes or No. We can also filter a subset as AND else for Or items by using filters. Example: We filter a column based on the Is still Cient Active or not, and is equal to type Yes as the column value. As shown below:

• Tabular View: Choose to allow individual checkboxes for each row should be provided. These checkboxes allow users to select multiple list items to perform bulk operations.
• Group by: Select up to two columns to determine what type of group and subgroup the items in the view will be displayed, Example We prefer to group by the city because when the client is active with a good rating, group them by the city as shown below:

• Totals: Select one or more totals to display the count of items.
• Style: The options shown give our standard list a new look. They won’t modify any of the list’s content, they’ll just present the content in various styles

• Folders: Specify whether to navigate through folders to view items, or to view all items at once. Choose show items inside folders.
• Item Limit: Use an item limit to limit the amount of data that is returned to users of this view. We can either make this an absolute limit or allow users to view all the items in the list in batches of the specified size as shown below:

• Mobile: Select Enable this view for mobile access and Field to display in the mobile list simple view as Client ID linked to item with edit menu as shown below:

• Click on the Ok button.

This is the way to Create a SharePoint list view using List Settings.

Edit a View in SharePoint Online List

Now that we have a custom view of our own, we may want to customize it or delete it. For That:

• In the command bar of our list, Select the view that we want to change -> Click on Edit Current View

• The next page will allow us to rename the view, change its address, make it the standard view of the list, and edit the view.

There’s another method to Edit or Delete a View in SharePoint Online List

• Click the Setting icon in the upper-right corner of the site page -> Select List Settings

• Select a View that we have created.

• The next page will allow us to rename the view, change its address, make it the standard view of the list, and edit the view based on your requirement.

Else, we can also edit the view on the page of the SharePoint list. Follow the below steps:

• In the command bar of our list, click on any list -> Select Column settings

• It expands column settings, we can choose to move right, move left, widen column, narrow column, and show, or hide columns by these options we can edit the current view. Choose Move Right

• Now you can see the column is moved to the right. We can edit our view on the SharePoint Online list page also.

• We will save the view, which we moved right, Go to the command bar of our list, Select the view -> Click on the Save view as

• A dialog box appears, Give a name to save this view also we can make this a public or private view. Example: We gave here as All Items Semiconductor.

• Click on the Save button.

This is the way to edit a View in SharePoint Online List.

Delete a View in SharePoint Online List

Now that we have a custom view of our own, we may want to customize it or delete it. For That:

• In the command bar of our list, Select the view that we want to delete -> Click on Edit Current View

• The next page will allow us to rename the view, change its address, make it the standard view of the list, and edit or delete the view.

• Click Delete to Delete a View in SharePoint Online List.

This is the way to Delete a View in SharePoint Online List.

Benefits of SharePoint Online List View

The benefits of the SharePoint Online List View are:

• Easy to use: Users can easily interact and navigate with the list of items, through SharePoint Online, it can also be accessed from mobile devices, making it easier for users to stay connected and up-to-date.
• Avoid Data Manipulation: If there are 100 data/items, it’s difficult to view the data, that’s where we spend a lot of time getting our data in shape as well as removing the waste data. All of this can be tough, and that’s where the views can play a big part in this to avoid all this.
• Integration: SharePoint Online list views can be combined with other Office 365 services, such as PowerApps and Power BI, to create more powerful data-driven solutions.

These are the benefits of the SharePoint Online list views.

Limitations of SharePoint Online List View

By default, the SharePoint Online List Views can have approximately 5000 items at a time in a single view and is set 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”. We can’t change the list view threshold in SharePoint Online, the number 5000 is fixed and controlled by Microsoft to ensure better performance in SharePoint Online. So, increasing the list view threshold is not possible.

How to Overcome, The SharePoint 5000 item limit threshold?

• Add Indexed columns to the list.
• Set ‘None‘ in sorting, filters, group by, and total settings in the list view.
• Reduce the number of columns in the view.
• Add a filter/Create a different view to your list, you can modify the list view item in such a way that at any given point in time, that list view can limit the number of records displayed.
• Creating subfolders will allow you to break your content into manageable bits.

These are the Limitations of SharePoint Online List View.

Conclusion

In this SharePoint Online Tutorial, we discussed SharePoint Online List View and the various types of SharePoint Online List View. Also, we discussed

• Create a SharePoint Online List View
• Edit a view in the SharePoint Online list.
• Delete a view in the SharePoint Online list.
• Benefits of SharePoint Online List View.
• Limitations of SharePoint Online list view.

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