Microsoft Office Tutorials and References
In Depth Information
Name This section allows you to name the view. Keep in mind that a view name will
be used in the web address for that page, so try to keep the name to a single word and as
short as possible. Remember that when you create a view or site and use two words or
more in its name, the spaces are represented by %20 in the web address. This means that,
for example, “The Technical Resource Filter View” will end up with a page address of
The%20Technical%20Resource%20Filter%20View. Given that SharePoint allows only 260
characters in a web address, you will need to keep your names descriptive but short,
minimizing spaces. Once you’ve saved a view, you can edit its name and web page address if
necessary within the Edit View page, but it’s best to simply name the view correctly the
first time; as always, planning ahead is important.
I’ve said that you should avoid spaces in your view names and make them as short as possible. The
same advice applies to column names and list names so that they can be more easily referenced
later in URLs and possible code references. But your users are used to seeing real words separated by
spaces. What to do? You can create each of these short names as recommended, but then you can go
back and edit the view, column, or list, and change the name only. You will see that the underlying
reference in SharePoint remains the same, but the name displayed is much more user-friendly.
The Name section also contains a setting for making the view the default view. The
default view is the one that will open when a user opens the list from a List View web part
or from the Quick Launch bar.
Audience This section lets you decide whether the current view is going to be Public or
Personal. As with a web parts page, users with the correct permissions can create a view
of a list that only they can see (Personal) or that everyone can see (Public).
Personal views are good for creating complex or obscure views that relate only to what you
personally are doing with a list or library, and they help avoid having a huge list of views
from which other users must choose. Keep in mind that if users are allowed to create their
own Personal views, troubleshooting them can be challenging, since only the user can see
that view. Note that one of the Public views must be a default so that when a user drops by,
they see the default until they choose another view.
Columns In this section, you choose the existing list fields that will appear in the view,
and you determine the order in which they are placed. A computer screen can display
only so many fields across, so determining which fields to display and which to not
display is an art in itself, dependent upon the business and user requirements for that view.
Usually, the more important a field is, the farther to the left side it is displayed.
Sort This section lets you specify the sort order of the items in the view. Unfortunately,
in SharePoint you can sort only by two fields. (This has been a disappointment for me a
time or two.)
Filter Filtering lets you display only the list items whose data matches particular
criteria. The set of criteria available for filtering is standard but useful, including Greater
Than, Less Than, Equal To, Not Equal To, Contains, and Begins With. Another nice thing
about filtering is that you can filter by more than two columns of criteria. You can simply
keep adding more columns to filter by, combining them with And or Or logic.
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