Microsoft Office Tutorials and References
In Depth Information
FIGURE 4.27
The List tab
ribbon bar
View Format
The first section of the List ribbon is View Format. Lists or libraries are usually viewed using
the views created for the list. But if you have an Office product installed locally, you also have
the option of viewing the list as if it were a spreadsheet. This is useful for doing large amounts
of data entry. The buttons in this section let you toggle between two ways to view the list,
Standard view or Datasheet view.
Standard View This button lets you view the list using the views offered in the Views
drop-down menu in the Manage Views section of the ribbon. These can include Gannt chart
views, calendar views, or standard report-type views, whatever you might have created.
Otherwise, the standard view is usually the All Items view, which the list makes upon
creation. That is initially the default view all users see when accessing a list, you can customize
it or make other views to set as the default instead, if you’d like.
Datasheet View This button enables the list to be displayed as a datasheet (spreadsheet),
with a number of cool spreadsheet features such as totaling columns and adding a row.
This will not work if you don’t have an Office product installed (preferably 2007 or higher),
because Office products (even just Word) install Office capabilities that include allowing
SharePoint lists to be viewed as a datasheet.
Datasheet
The four buttons in the Datasheet section are enabled only if Datasheet view is active. These
buttons are New Row, Show Task Pane, Show Totals, Refresh Data.
New Row The New Row button lets you insert a row into the datasheet. This is a quick way
to add new records (items) to the list.
Show Task Pane Datasheet view can include a pop-out task pane of actions and commands
that can be applied to items in the view. This pane can be hidden, and this button is a
convenient way to open the pane. If you click this button while the pane is showing, it will hide the
task pane as well.
Show Totals This button adds totals to bottom of the columns in Datasheet view. It’s very
useful for a quick, temporary view of a column’s totals, because clicking the button a second
time will turn totals off.
Refresh Data This button refreshes the data in the list to include any changes other users
might have made while the page has been open.
Manage Views
The Manage Views section contains four buttons, a scroll bar, and a Views drop-down list. This
section is all about views. And that is good, since the title area breadcrumb is inaccessible while
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