How to Format List Views in SharePoint

SharePoint is a widely used collaboration platform that helps organizations manage content and streamline communication. One of its powerful features is the ability to create and manage lists to store data. However, the default appearance of lists may not always meet your organization's needs. To enhance the visual experience and make data easier to read and interpret, SharePoint offers powerful formatting tools that allow you to customize list views.

A Real-World Example

I recently worked with a client who was struggling with the appearance of their SharePoint lists. They had a large team managing tasks, and the data was quickly becoming overwhelming. Every day, the team had to sift through hundreds of tasks, deadlines, and statuses. However, the plain default list view made it difficult to spot urgent tasks, upcoming deadlines, and high-priority items at a glance. The client requested a solution that would make the data more visually appealing and easier to navigate.

This is where SharePoint’s list formatting capabilities came in. In this article, we’ll explore how to format list views to solve this exact problem, making data easier to read, more engaging, and much more efficient to work with.

Introduction

SharePoint lists are a great way to organize and manage data within a site. However, large lists with lots of information can be overwhelming and hard to interpret. Formatting options allow users to change the look and feel of list data, making it more visually appealing and easier to read. Whether you’re looking to highlight specific data points, improve readability, or create a more engaging user experience, customizing list views is the way to go.

SharePoint offers multiple ways to format your lists, such as Alternating Row Styles and Conditional Formatting. These features provide flexibility in how data is displayed and ensure that your lists meet your needs.

Features of SharePoint List View Formatting

1. Customizable Appearance: You can modify how rows, columns, and text appear in your SharePoint list, ensuring that important data stands out and is easily accessible.
2. Conditional Formatting: This allows you to change the formatting of list items based on specific conditions or criteria. For instance, you can highlight tasks that are overdue or show high-priority items in bold red.
3. Alternating Row Style: This feature provides alternating row colors in your list, making it easier for users to follow data across rows, especially when dealing with large datasets.
4. Modern Experience: SharePoint list formatting is part of the "modern experience," which is designed to be intuitive and easy to use.

Advantages and Disadvantages of Formatting List Views

Advantages

1. Improved Readability: By formatting the list, you can make it more visually appealing and easier to read. Features like alternating row colors and conditional formatting help users quickly spot key data points.
2. Highlight Important Information: Conditional formatting enables you to bring attention to critical items, like overdue tasks or high-priority entries.
3. Enhanced User Experience: Custom formatting makes SharePoint more interactive and visually engaging, improving the overall user experience.
4. Increased Productivity: When data is easier to interpret, users can find what they need more quickly, which boosts overall productivity.

Disadvantages

1. Complexity for New Users: Custom formatting may take some time for beginners to understand, especially if they are not familiar with SharePoint’s list settings.
2. Performance Issues: Applying too many custom formatting rules or complex styles might affect the list's performance, especially with large datasets.
3. Limited Customization: While SharePoint offers several formatting options, it might not meet every specific design need, especially for highly complex lists.

Steps to Format the Current View in SharePoint

Now that we understand the benefits and features let’s walk through the steps to format your list view in SharePoint.

Step 1. Log in to Your SharePoint Site.

1. Open your browser and go to your SharePoint site.
2. Log in with your credentials.

Step 2. Open the List.

From the SharePoint site, navigate to the Site Contents.

Find the list you want to format and click on it.

Step 3. Choose the View to Format.

1. Once your list is open, locate the view options at the top (it might display as All Items or another view name).
2. Click on the View drop-down menu to display available views.
3. Select the view you want to modify. If you haven't changed the view, it will likely be set to All Items.

Step 4. Access Format View Options.

With the view selected, click on the Format View option. This will open a pane where you can apply formatting styles.

You will now have the option to apply Alternating Row Style or Conditional Formatting.

Types of List View Formatting
 

1. Alternating Row Style

This is a simple yet effective way to make large lists more readable. Alternating row styles create rows with different background colors (typically light and dark shades), making it easier to follow data across multiple columns.

How to Apply?

1. In the Format View pane, select Alternating Row Style.
2. The system will automatically apply alternating colors to your rows. You can adjust the color scheme based on your preferences.

Advantages

• Easy to implement.
• Great for improving readability in large lists.

Disadvantages

• Does not draw attention to specific data points.
• It may not be effective if the list is very small or if there are too many columns.

2. Conditional Formatting

Conditional formatting allows you to apply different formatting rules based on certain conditions. For instance, you can change the color of a task’s due date if it’s overdue, or you can highlight high-priority items in bold.

How to Apply?

1. In the Format View pane, select Conditional Formatting.
2. Choose the field you want to format (e.g., Due Date, Priority, Status).
3. Define the condition. For example, you could set the rule to change the text color to red if the task is overdue.
4. Apply the formatting and preview the changes.

Advantages

• Very customizable.
• It helps highlight important or critical data automatically.

Disadvantages

• Requires some understanding of conditional logic.
• It can become overwhelming if applied excessively.

Conclusion

Formatting list views in SharePoint is a powerful way to improve the appearance and usability of your lists. With features like alternating row styles and conditional formatting, you can make your lists more readable and highlight important data. These formatting tools are essential for organizations looking to improve the efficiency of their SharePoint sites and provide a more visually appealing experience for their users.

While there are some challenges associated with list formatting—such as a learning curve for new users and potential performance issues with complex formatting—the advantages far outweigh the drawbacks. By following the simple steps outlined in this article, you can easily customize your SharePoint list views and enhance their functionality for better data presentation and accessibility.

In the next article, we will dive deeper into JSON formatting in SharePoint. This powerful tool allows for even more advanced customization of list views, enabling you to completely transform the way data is displayed. Stay tuned!