Create a view

To make it easy for team members to see information that applies only to them or is grouped according to their interests, create a personalized view of a list (list: A Web site component that stores and displays information that users can add to by using their browsers. Requires a Web server that is running Windows SharePoint Services.), document library (document library: A folder where a collection of files is stored and the files often use the same template. Each file in a library is associated with user-defined information that is displayed in the content listing for that library.), or discussion board.

Unlike shared views, which require users to be Web Designers or users with the Manage Lists right, personal views can be created by anyone in the Contributor site group.

  1. On the page that displays the list, document library, or discussion board, click Modify settings and columns.
  2. Under Views, do one of the following:
    • To edit an existing view, click its name in the View (click to edit) column.
    • To create a new view, click Create a new view, and then click the type of view you want to create .
  3. On the Create View or Edit View page, in the Name section, type or change the name for the view.

 Note   Personal views cannot be set as the default view. If you click the Make this the default view check box, the default view does not change to this personal view.

  1. In the Audience section, choose whether you want the view to be personal or public.

 Note   This option is not available in a Meeting Workspace site.

  1. In the Columns section, you can Show or hide columns.
  2. In the Sort and Filter sections, you can Display sorted or filtered items.
  3. You can also perform the following actions:

ShowGroup items

You can group items with the same value for a column together under that property:

  1. In the Group By section, in the list under First group by the column, click the property you want to use to group your items.
  2. Select Show items in ascending order or Show items in descending order.
  3. Click the property you want to group by next in the Then group by the column drop-down list.

These groupings appear under the first level of groupings. If you don't want to group by a second property, click None.

  1. Select Show items in ascending order or Show items in descending order.
  2. Under By default, show groupings, select Expanded or Collapsed.

Expanded groupings show the grouping title and all items. Collapsed groupings only show the title of the grouping.

ShowDisplay totals

  • In the Totals section, in the Total list for each column with items you want to display totals for, click the way you want to calculate the total.

ShowChoose style

  • In the Style section, under View Style, click the style you want for the view.

ShowSpecify folders

  • Click Show documents inside folders to create a view with documents in hierarchical folders, or click Show all documents without folders to view all documents in a list without folders.

ShowLimit items

  1. In the Item Limit section, under Number of items to display, type a maximum number of items to display.
  2. Select whether you want to specify the limit for each batch of items, or for the entire view.
  1. At the bottom of the page, click OK.


  • At any time, you can delete an existing personalized view by clicking Delete at the bottom of the Edit View page. The default view of a list, document library, or discussion board cannot be deleted.
  • The Meeting Workspace site does not support personalized views.

Related Topics

Set a default view

Display sorted or filtered items

Change the name or file name of a view

Show or hide columns

About views

Applies to:
Deployment Center 2003, Windows Sharepoint Services 2.0