Creating Views for Lists or Libraries in SharePoint Online

In this article, we will explore how to create views for Lists or Libraries. Its powerful features are the ability to create custom views for lists and libraries, allowing users to display data as per their needs.

Purpose of Views in SharePoint Online

Views in SharePoint Online allow you to customize how information is displayed in a list or library. You can control which columns are shown, how items are filtered, sorted, and grouped, and even apply different layouts such as calendars and Gallery.

To get started with creating views for the list and library in SharePoint Online, follow these steps.

There are two ways to create a View.

Open your SharePoint Online site using a web browser and sign in with appropriate permissions.

Step 1

• Go to the list or library that you would like to create a view of.
• In the ribbon, click on the ➕ Icon.
  

Step 2

• The next step is to configure the View.
• Give the name your view.
• Choose the below view format as your needs.
  • Standard View: The default list view.
  • Calendar View: Useful for date-based items.
  • Gallery View: Displays items as cards.
  • Datasheet View: This format is like an Excel spreadsheet.
• Check visibility as per our requirement.
• Click on Create. Then, the view is created.
• For additional configuration, follow the next steps.
  

Step 3

• In this step, discuss how to add additional configurations as our requirement you want to use in our view like Group, Filter, Total & Other.
• First, click on All Items.
  

Step 4

To edit an existing view, click the view dropdown, select Edit current view, make your changes, and save.

Step 5

• In this edit view page, configure other details as per your requirement.
• Select the column that you want to display in view and fix their position.
  
• Here, you can sort and view items by section or column in ascending or descending order.
  
• By applying filters to display specific items based on set criteria.
  
• Choose any grouping you might want
  
• Set Totals display summary calculations.
  • Style: Choose how items are displayed (e.g., default, shaded, etc.).
  • Folder: How you want to display the item in view in a folder or without the folder set.
    
  • Item Limit: Limit the number of items displayed per page.
• The final step, click on the Ok button. It's set up what kind of configuration you want to in view.
  

Another way to create a View

• In List or Library, click on the gear Icon.
• Go to the List or Library Setting.
  
• In the List or Library setting page scroll down and click on Create View.
  
• For the next steps, you can refer to the above way.

Limitations of Views in SharePoint Online

1. SharePoint Online has a list or libraries view threshold of 5,000 items.
2. If there is a maximum number of calculated columns that can be included in your view, calculations that are too complex can impact their performance.
3. If there is a complex condition to filtering and multiple sort levels can be impacted to manage and load items in view get slow down.

Conclusion

Creating custom views in SharePoint Online lists and libraries enhances your ability to organize, display, and manage data effectively.