Microsoft Office Tutorials and References
In Depth Information
Now that you’ve seen how easy it is to create a new Standard view and exploit some of the
reporting power of that format, let’s create another Standard view. Only this time, it will filter
out all list items that don’t match our criteria.
Creating a new view to Filter by Category
When you’re in a list, you can search for a particular item. You can click the header of a column
and try to sort items. However, the fastest way to isolate several items that have data in common
is to use filtering. Remember, you can filter by as many columns as you’d like until you get your
desired results. What’s even better is that you can create a view to be used to filter a list’s content
display and simply modify it over and over as needed. It becomes less of a static view and more
of an ad hoc one. Not only that, but filtering is one of the best-practice methods for opening and
using very large lists.
Let’s create a new Standard view to use as our filtering tool for the list:
1. Click the view name at the end of the title breadcrumb, and select Create View.
2. Then select Standard View on the Create View View Type page.
3. On the Create View View New page, name your view something short but memorable.
My example uses MainFilter, and it is not the default view. Because we plan for it to be
reconfigured as needed, it doesn’t follow the Fb naming scheme mentioned earlier.
4. We could make this view private, but select the Public View option so other users can take
advantage of it, if they know it’s there, and have the permission to modify public views.
5. In the Columns section, leave the default columns selected. We can change this at any
time by just modifying this view later.
6. Scroll down to the Filter section, where we are going to do our work. You can see that the
setting selected for this view is currently Show All Items In This View. To apply the filter
settings we are going to configure, we must change this to Show Items Only When The
Following Is True .
7. Beneath that in the Filter section are the Show the Items When Column, Criteria, and
Data fields. In this example, we are going to filter by the Category column, so select that
in the first field.
8. The second field in the section is the Criteria field. If we click it, a list of possible criteria
to filter the field by drops down (see Figure 6.30 for an example). In this case, we will
choose Contains because we want to filter the Category field by its contents. For the Data
or Argument field that the criteria are going to work against, type info . Informational
is one of the Announcement categories, and using part of the word demonstrates that
SharePoint doesn’t require an exact match for this criterion.
We could continue with other criteria and arguments by clicking the And or Or radio
button and ill out the When Column information, which would indicate that you want
to combine the filtering criteria of more than one set, and you could always add more.
However, filtering by one argument in the Category field works in this case.