In this lesson, you’ll learn how to:
- Create and customize list views in SharePoint Online to better organize and visualize data
- Use four different types of views:
List View, Calendar View, Gallery View, and Board View - Group, filter, and sort list items based on specific columns
- Format cards and customize which information is displayed
- Understand view limitations (e.g., multi-select columns can’t be used for grouping)
- Add, edit, and delete views without affecting your list data
By the end of this tutorial, you’ll be able to design views that improve productivity and make your lists easier to manage.
Transcript
Hello everyone, and welcome to today’s tutorial on creating and using list views in SharePoint online. Views offer a way to filter and sort the data, helping you quickly find what you need without wading through irrelevant information. Instead of scrolling or searching every time, a good view gives you what you need instantly. We’re going to take a look at four different types of views. Whether you’re new to SharePoint or looking to improve your skills, this video will help you get comfortable creating views that improve your productivity.
Let’s get started. We’re looking at a list of project tasks, assignments, and their due dates. Let’s make a new list view to group them by who they’re assigned to. Note that if a choice column allows multiple selections, for example, the category column, you cannot create a view that groups by that column. Because the assigned to column only allows one selection, we can use that for our view.
To begin, select add new. Give your view a name and select list. Click on create. Click on the view in the drop down arrow. Click edit current view.
This opens up the edit view screen, which gives you various options to edit the view. We can change the columns that are displayed. If you scroll down, we can also change the sort order or add a filter to only show certain items. We’re going to scroll all the way down and click on group by. Click on the drop down and you’ll see that the category field is not appearing in this list.
That’s because category is a multi select field so we’re unable to group by that column. We’ll select assigned to. Scroll down and click okay. Now if you refresh your screen, you’ll see the changes. And we can click on any of the grouped items to see the detailed rows.
Let’s make a calendar view. Select add view. Give your view a name. Select calendar and month. Change the start date to be start date and we’ll leave the end as due date.
Click on create. We are now seeing all the project tasks. You can go to a different time period by using the up or down arrows. To make a gallery view, click add view, give your view a name, select gallery, and click on create. We now see the information displayed on cards.
Want to change the information that shows on the cards? Click on the drop down arrow and format current view. Click on edit card. We’ll add the start date and the due date. And you can see that it now appears on each card.
Click on save. To create a board view, select add view. Select board. Give your view a name, and we’ll organize the board by progress. Click on create.
We now see the task organized according to their progress. We can add a new task in this view by clicking on the plus button in any of the categories and filling in the information. We can easily drag tasks from one column to another. For example, I’m going to drag this not started task over to the completed column. To change the information that shows on each card, click on the drop down and customize card.
Let’s add the due date. Click on save. And we can close this. If you decide a view is not helpful and you want to delete it, click on the view in the drop down arrow and select delete view. Confirm that you want to delete it.
Note that when you delete a view, you are not deleting any of the data. And that’s it. You now have a solid understanding of how to create and use the four different types of views in SharePoint online. Thanks for watching.