Microsoft Office Tutorials and References
In Depth Information
Folders If folders are used to organize items in a list, you can choose to make the view
folder-aware and display only the items in the open folder. (Then, if you want to see
items in a different folder, you will have to go to it to apply this view to them.) Otherwise,
you can set the view to be lat or folder-unaware so that when the view is applied, it will
display all items in the list that comply with its criteria, regardless of what folder they
might be in. If list items are organized by folder in order to manage a large list, consider
ensuring that the view is set to be folder aware, or show items inside folders, in order to
continue to limit the number of items displayed in the view at one time.
Item Limit This section allows you to specify how many items can be displayed per
page for the view, or even a cut-off limit for all items to be displayed in this view, period.
The default is 100 items per page, with no cut-off limit.
Mobile If you’d like the view to be available for mobile devices, you can leave it enabled
in this section (the default). Notice that it can be enabled only for Public views but can be
made a default view for mobile access for the list, allowing you to create a view just for
mobile users. You can also specify how many items will display per page (the default is
three) and what field is displayed for each item as well.
If your mobile device uses DNS and can access the network the SharePoint server is on, it can easily
access a pared-down version of the SharePoint web pages.
Now that we’ve seen our options, let’s group our view by category and list the latest
expiration date:
1. Name the list view. My example uses GbCategory . Remember to keep the name short but
easy to remember; my example uses a view naming scheme. All of my Grouped By views
are prefaced with Gb, filtered lists start with Fb, and so on, with the field that is the focus
being the largest part of the name. The most important part of the naming process is to
keep it short, so use the scheme that works for you.
2. Also in the Name section is the option to make this the default view for the list (instead
of All Items). We won’t do that in this example, but it might be a great idea if you are
trying to cut down on the number of items automatically populating the content page of a
list every time a user goes to that list.
3. For the audience, we are going to keep this a Public view.
4. For the columns, we are going to keep the ones already selected based on the All Items
view (see Figure 6.26). They work for us at the moment. Remember, you can always
modify a view later if you want to change it.
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