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Join Edith Young, SharePoint Consulting & Analysis Services Lead at Hennepin County for in insightful look into ‘How To set views in lists and libraries’.

Edith Young discusses How to Set Views in Lists and Libraries

Video Transcript:

hello my name is Edith young I’m a SharePoint user adoption enthusiasts to strives to improve business processes by educating users on autoblog SharePoint options I also concentrate on bringing awareness to the SharePoint platform and how can play a part in continued process improvement as a collaboration tool today I’m going to talk about the importance of views on lists and libraries on my screen here you can see that I have the espc demo what we’re going to be looking for and exposing today is data and SharePoint state and SharePoint 2013 comes down to two basic elements searching and views are commonly overlooked by users who are becoming familiar with SharePoint 2013these are often thought of as being one-dimensional when in fact they are a major component for improving the inspecting the effectiveness of apps in the platform using views users can create general or specific purposes of the content and lists and libraries simply defined views are a presentation of data from an underlying list or library views can limit how much data is presented at one time through filters thresholds or column selection they can arrange the data through sort order and group settings views can also format the data to be presented using different visual layout to match the needs of the users consuming the data so we have different types of views to be able to look at views if you click on your list and you say you want to create a new view you get taken back into the settings for the view types so shareplayed provides four basic types of views here in this video you can see that there is the standard view this is the date the view data on a web page you can choose from a list of display styles which is the setting behind this type of view there is the calendar you the view data as a daily weekly or monthly calendar or your options to see your data sliced and diced there the data sheet view the view data in an edible spreadsheet format that is convenient for bulk editing and click customization is another option and then finally we have the Gantt view this list this view is popularly used when people are running a project it allows you to list items in a Gantt chart to see a graphical representation of how a team’s tasks relate over time so the use of columns and metadata for views is a big important part of getting your views to work correctly each unit is created or modified uses columns to display the metadata so let me just take you into an existing view already we’re going to go into our all promoted links you hear actually I’m going to skip that comeback out to the demo home site and go into modify this view we’re currently looking at the all promoted links view here and you can see that I’ve added multiple columns that are associated with this view columns are the one are well they’re the core element of all views they are what allow different types of sorting or grouping so the sorting and grouping takes place halfway down the page in this area here this is where you can sort and additionally they also help with searching when you’re looking for the content within your list or your library what you need to keep in mind is crucial that site owners think of a big picture when creating and adding columns to a list or library you want to first check to see if the column is available under your site columns area if it’s not the appropriate type of column that’s when you would create your custom column so for instance in this site I created something that was called a site type well it’s actually for this this type of list so this is a site type and what I did is I use the choice column and you’ll see how when I go out of this that choice column has these selections of search news or social this helps maintain consistency and it helps to prevent redundancies when individuals are trying to add further information and slice and dice their data within their list or their library so how do you access views what are the ways to be able to create them well SharePoint as everybody knows has multiple ways of doing everything so within SharePoint 2013 the ability to access create or modify different views can be done in the following ways the first is through the View menu the View menu are these three ellipses here and that is directly to the left of the search box so if we go ahead and we click on that, we can go in and we can see that we also have social and tithes as other types of views to choose from so for instance if we click on the all promoted links and we want to say well let’s edit that we can go in and modify this view here it takes us to the settings and the Edit view area behind the list and then we can scroll down and this is where I may want to go ahead and add an additional column that I would want included with my metadata to be able to help search for my content in this list in this matter we’re going to go ahead and just select the created by option we scroll down we need to make sure that we are going to save this so we click on ok and now when we are in this all promoted links view you can see that the created by has been added and my name is associated if we switch over to the news view this looks a little different this is more of a tile view and all you will see are the tiles that are associated with it to get back to the other view I can click again on the list tab and I can come up here to the ribbon in the ribbon is an option to modify this view or I could create another view from here additionally I can also change the view of where i’m currently at so we’re on the news tile view so by clicking on the drop-down we can go back we can see all of the tiles that are associated with this specific list here you can see I have Bing MSNBC Facebook Twitter and Google they’re all very popular all very much used in a lot of different companies we click on the list tab again we could also create another view from here additionally views are very popular because when it comes to looking for in exposing data the content in your list or library doesn’t have to be categorized in a folder for users to locate they can take advantage of the data which is the columns in a list or library that have been added to only seethe content that is pertinent to them so I want to thank you for joining me today I hope that this video helps you understand views and lists in libraries better and take care until next time