SharePoint list View Tutorial

This SharePoint tutorial, we will discuss what is a SharePoint list view? How to create a list view in SharePoint Online or SharePoint 2019/2016/2013? We will also see how to modify a custom SharePoint list view and how to delete a SharePoint list view?

What is a List View in SharePoint?

SharePoint uses views to show list or library data. Whenever a list or library is created by default at least one view got created. For a list, the default view comes as All Items and for a document library, the default view comes as All Documents.

Apart from that, you can create custom views for a list or document library to organize and show items. In a custom view, you can add filtering, sorting, styling, etc. Apart from this, you can also create your own personal views which only you can view, and others cannot. But you can create public views which can be visible to other users.

This will be the same for both SharePoint list and document library.

Create a List view in SharePoint

The list view creation step is the same for a list and document library as well as it is the same for all versions of SharePoint like SharePoint 2010, SharePoint 2013, SharePoint 2016, and SharePoint Online Office 365. But if you are using SharePoint Online modern experience, you can see it is different.

To create a view in a list or library, Open your SharePoint list or library where you want to create a view, click the List or Library tab, and then click Create View as shown in the fig below:

sharepoint views
sharepoint views

This will open the List View Type page where users can select which view type you want to choose. By default there are 4 types presented:

  1. Standard View: The standard view is the most popular view type and users can choose from a list of styles available to show the data on a web page.
  2. Calendar View: As the name suggests this view shows data as a daily, weekly, or monthly calendar.
  3. Datasheet View: This view is similar to standard view but here you can do bulk update operations directly on the view page.
  4. Gantt View: SharePoint list Gantt view shows a list of items in a Gantt chart to see a graphical representation.
sharepoint list views
sharepoint list views

For this example we will create a standard view. So choose the view type as Standard View like below:

sharepoint 2013 customize list view
sharepoint 2013 customize list view

Then in the Create View page fill out the below things:

Name: Give a descriptive name for the view.

Also, you can optionally check the checkbox “Make this the default view” to make this view as the default view.

Audience: You can choose if you want to create a view for yourself or you want to create a public view that will be available to all the users.

create list view sharepoint 2013
create list view sharepoint 2013

Columns: Choose the columns which you want to display in the view as well as you can change the order of the columns from the Position from Left drop downs. By default, it will display all the columns presented in the list.

sharepoint 2013 views
sharepoint 2013 views

Sort: You can select your sort based on maximum two columns like below:

sharepoint 2013 customize list view
sharepoint 2013 customize list view

Filter: You can add your filter criteria to show items that satisfy your filter criteria. You can also give filter criteria to filter based on [Today] or [Me]. Filters are particularly important for lists containing 5,000 or more items because they allow you to work with large lists more efficiently.

You can also check various filter examples in this article.

sharepoint online list view
sharepoint online list view

Tabular View: Choose whether individual checkboxes for each row should be provided. These checkboxes allow users to select multiple list items to perform bulk operations.

sharepoint online views
sharepoint online views

Group By: You can select up to two columns to determine what type of group and subgroup the items in the view will be displayed. This will be helpful in show data yearly or monthly for example.

Also, you can select if you want to show in Collapsed mode or expanded mode by default.

sharepoint custom list view style
sharepoint custom list view style

Totals: Displays summary calculations for the columns in the view, such as: count, average, maximum, minimum. By setting the title column to Count in a document library, for example, the view will display the number of documents in the view and in the groups in the view.

The columns that are available for totals and the settings available for each column differ depending on the type of column, such as number, and the type of list or library the view is being created for.

Styles: You can choose from various styles available by default.

Create list view in SharePoint online
Create list view in SharePoint online

Folders: Select Show items in folders to display the list or library folders in the view with the items. Select Show all items without folders to display only the list or library items in the view, also referred to as a flat view.

Item Limit: You can set how many items you want to show at once.

Mobile: You can set Enable this view for mobile access. Also you can set Make this view the default view for mobile access to make this view as default view when user opens the view in the mobile.

SharePoint online Create list view
SharePoint online Create list view

Once you create the view the view will appear like below:

After this the view will appear like below:

Since we have set the group by here, the view will appear like below:

Create list view sharepoint online group by
Create list view sharepoint online group by

If you remove the group by then the view appear will be like below:

Create list view sharepoint 2013 group by
Create list view sharepoint 2013 group by

Modify SharePoint List View

To modify a view from the Ribbon click on LIST tab and then click on Modify View, you can also select the current view from the Current View section like below:

Modify list view SharePoint online
Modify list view SharePoint online

Another Approach:
Go to the List settings page and then go to the Views section and then select the particular view to edit a view:

Modify list view sharepoint 2013
Modify list view sharepoint 2013

Delete SharePoint List View

Follow the above step which we explained to modify the SharePoint list view, then in the Modify View page click on Delete button. If you have selected the view as Default view then the Delete button option will not come. First, you need to set another view as default view and then click on Delete to delete the SharePoint list view:

Delete list view sharepoint 2013
Delete list view sharepoint 2013

Read some SharePoint customization tutorials:

Tags: sharepoint views, sharepoint list views, sharepoint 2013 customize list view, create list view sharepoint 2013, sharepoint 2013 views, sharepoint online views, sharepoint online list view

In this SharePoint tutorial, we learned what is a SharePoint list view? How to create a list view in SharePoint list or document library? And also, we saw how to modify or delete a custom SharePoint list view.

The same way, we can work with list views in SharePoint 2013/2016/2019 or SharePoint Online.

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