What is a SharePoint View, How to Create, and Its Types – A Complete Guide
SharePoint was developed by Microsoft, it is widely in organizations for content sharing and document management. One of the prominent features of SharePoint is to create custom views that help users to display SharePoint data in a format that suits their requirements.
In this blog, we will discuss what is a SharePoint view, its multiple types, associated benefits, and how to create them. So, let’s begin the article.
Table of Content
What is a SharePoint View?
A SharePoint view is a customized showcase of the content of a list or library. It allows users to organize and filter the data in numerous ways that are worthwhile to them. It is used to reduce the time and effort of the users to dig into the whole items of the lists or libraries. Instead, users can create views and save them to display the essential information they need the most.
SharePoint views allow users to show the necessary columns, and filter them as per the required criteria, sorting, and grouping. The views in SharePoint are highly effective and can be modified to meet the requirements of teams, projects, or individuals. It allows users to get an overview or detailed items list effectively.
Advantages of Creating Views in SharePoint
SharePoint views provide numerous benefits to organizations. Some of the key benefits are as follows:-
1. Improved Data Organization and Modification
SharePoint views help users to organize the SharePoint data in a well-mannered as per necessity. Users can apply sorting, filtering, or grouping on views to showcase the expected data.
2. Reduced User’s Time and Effort
User’s productivity is also increased by using the views. Because views show only the relevant information. So, users are not required to go through the whole data which saves a lot of time for users.
3. Enhanced Data Representation
As SharePoint views support multiple types such as Calendar. This type of view allows users to visualize the project deadlines, schedules, and other crucial information easily. Due to this pictorial representation, users can digest complex information effortlessly.
4. Simplified Changes in Views
The datasheet view simplifies the data input and modification while managing large datasets. Users have options to apply the bulk changes in the view directly to save their time and likelihood of errors.
5. Enhanced Collaboration
These SharePoint custom views can be shared the team members to improve collaboration. The team members can see the same information in the most relevant format. As a result, it ensures that all of the team members are on the same page.
Different Types of SharePoint Views
SharePoint support numerous types of views to fulfill the users requirements. By understanding these types of views in SharePoint, users can pick the most appropriate to them. So, let’s start discussing them in detail.
1. Standard View
This is the default view type in SharePoint. It shows the lists or library items in a simple tabular format. Here each row represents an item, and each column shows an attribute of that item. It is helpful to analyze the large dataset, here users can easily find out the the fields of the items. This view is non-editable, but users can customize the columns to display. Additionally, users can also sort and group the data if required.
2. Datasheet View
Because of its enormous features, it is also known as Quick Edit. In the Datasheet view, users can easily edit multiple items. It is widely used to perform bulk editing and data input. Users can update the multiple changes at once. Drag-and-drop option is also available to reduce unnecessary efforts. It is helpful to manage large lists and libraries in SharePoint Online.
3. Calendar View
This view shows the SharePoint lists or library items in Calendar format similar to the other Calendars. The Calendar view is the best one to manage events, deadlines, or schedules. Because the items are presented according to the dates, it is easier to track the timelines. Also, supports color-coding and overlaying of multiple calendars.
4. Gantt View
It is most opted for tracking the project deadlines, their payment status, and so on. The Gantt chart showcases the beginning and ending of tasks along with their status. Users can also analyze the relationships between tasks, such as which task should be completed first to start the new one.
5. Gallery View
This view shows the items as cards or tiles, showing the crucial information. It is best view for image libraries and product catalogs. The card view is adjustable as per the different screen sizes and their resolutions.
Customizations in Standard View
1. Boxed
2. Newsletter
3. Shaded
How to Create Views in SharePoint?
Users can create the view either as public (visible to all users) or private (only to the creator).
So, let’s jump to the process.
Step 1. Open the SharePoint site and move to the document list or library for which you want to create a view.
Step 2. Click on the All Items option from the top right corner.
Step 3. Choose the option Create a new view.
Step 4. It’s time to select the types of view and complete the necessary details such as View name, column, filter, private or public, sorting, etc.
Step 5. After the completion of all the information, press the Save button to create a view.
Note: To modify the view in SharePoint. Go to the list or library. Search for the SharePoint document list or library view that you want to modify. Click on Modify this view option. Apply the required changes and then Save.
Now, every user can create views in SharePoint. But what if there is a need to relocate the whole document libraries or list? So, in this situation, users can opt for the Most Efficient SharePoint Migration Tool.
This tool is recommended by the SharePoint experts to copy document library from one site to another. Due to its simplicity, even nontechnical users can also use this tool without any hindrances.
Concluded Words
In this write-up, we have discussed what is a SharePoint view and its types in detail. Now, anyone can create views in SharePoint efficiently. But as there might be a situation when users need to perform migration, then we have also mentioned a perfect tool to complete the process seamlessly.
