Display data from a list or library on a separate page

You can customize the home page or other pages on a site by using Web Parts (Web Part: A modular unit of information that consists of a title bar, a frame, and content. Web Parts are the basic building blocks of a Web Part Page.) to display data from a list or library on the page. When you create a list or library, a Web Part of the same name is created automatically. For example, if you create a list called Contracts, a Web Part called Contracts is also created. The Web Part displays data from the list or library that you created.

 Note   You must be a site owner to add or edit the shared view of a Web Part on a page.



Ways to display lists and libraries in a Web Part

When you create a site, Web Parts are added to the site home page automatically. For example, a team site includes Announcements, Calendar, and Links lists by default. Each Web Part shows a view of a list of the same name. You can add other Web Parts to the home page to display lists or libraries.

When you want to create a custom page, you can create a Web Part Page (Web Part Page: A special type of Web page that contains one or more Web Parts. A Web Part Page consolidates data, such as lists and charts, and Web content, such as text and images, into a dynamic information portal built around a common task.) and then add Web Parts to the page that display other lists.

The following are examples of ways that you can use a Web Part to display data from a list or library:

  • Advertise documents in a library that are ready for review or documents that your team uses frequently.
  • Track project data in a tasks list, and group, filter, or sort the data by a column that contains a team name or a person's name or role.
  • Provide a tool for finding detailed employee information — for example, benefit options, family status, and medical insurance coverage — in a list.
  • Examine pending customer orders in a list.
  • Visually enhance information about project team members by displaying both contact information from a contacts list and a picture of each person through a connected Image Web Part for a different list. Find more information about connecting Web Parts in the See Also section.

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Display a list or library in a Web Part

  1. Open the page that you want to add the Web Part to.
  2. On the Site Actions menu Site Actions menu, click Edit Page.
  1. In the area where you want to add the Web Part, click Add a Web Part.
  2. Select the check box next to the list or library that you want to display on the page, and then click Add.

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Display a different view of a list or library in a Web Part

By default, a Web Part displays the default view of a list or library. However, you can change the Web Part to display any view that you want. If you edit that view, the changes are copied between the list or library and the Web Part. This ensures that views are consistent across the site. The data in the list or library does not change.

Be careful when you switch to a different view from the current view. You may delete changes that you made to the current view and may disable Web Part connections that depend on columns in the current view. You are prompted for confirmation if you switch views.

  1. On the Site Actions menu Site Actions menu, click Edit Page.
  1. Click the Web Part menu Web Part Edit Menu of the Web Part that you want to change, and then do one of the following:
    • If you are in a shared view, click Modify Shared Web Part.
    • If you are in a personal view, click Modify My Web Part.

The tool pane opens. Use the tool pane to choose settings that control the layout and appearance of the Web Part.

  1. In the Selected View list, click the name of the view that you want to display.

 Tip   You can also edit the current view by clicking Edit the current view and then changing the settings for the view. When you do this, you change the view everywhere that it is used in the site.

  1. In the tool pane, click OK.

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Customize the view of a list or library in a Web Part

After you add a List View Web Part to a Web Part Page, you can customize the view to show only the information that you want to display on the page. You edit the current view from the Web Part Page.

You can also create custom views of a list or library, which you can use to display different sets of information in different instances of the Web Part for that list or library. You create custom views of a list or library by using the View menu View menu on the list or library that you want to customize. Find links to more information about creating custom views of a list or library in the See Also section.

  • On the Site Actions menu Site Actions menu, click Edit Page.
  • Click the Web Part menu Web Part Edit Menu of the Web Part that you want to customize, and then click Modify Shared Web Part.
  • In the tool pane, click Edit the current view.
  • In the Columns section, you can show or hide columns by selecting the appropriate check boxes. Next to the column name, enter the number for the order of your column in the view.
  • In the Sort section, choose whether and how you want the information to be sorted. You can use two columns for the sort, such as first by author, and then by file name for each author.
  • In the Filter section, choose whether and how you want to filter the information. A filtered view shows you a smaller selection, such as items created by a specific department or with an Approved status.
  • In the Group By section, you can group items with the same value in their own section, such as an expandable section for documents by a specific author.
  • In the Totals section, you can count the number of items in a column, such as the total number of issues. In some cases, you can summarize or distill additional information, such as averages.
  • In the Style section, select the style that you want for the view, such as a shaded list in which every other row is shaded.
  • If your list or library has folders, you can create a view that doesn't include the folders. This is sometimes called a flat view. To view all your list items at the same level, click Show all items without folders.
  • If your list or library is large, you can limit how many files can be viewed in the list or library or how many files can be viewed on the same page. In the Item Limit section, select the options that you want.
  • If you plan to view the list or library on a mobile device, select the options that you want in the Mobile section.
  • Click OK.

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Applies to:
SharePoint Server 2007, Windows SharePoint Services 3.0