Working with SharePoint lists, Part 2

Applies to
Microsoft Windows® SharePoint® Services technology

This tutorial teaches you how to view information in lists based on Microsoft Windows SharePoint Services. It is the second of a two-part tutorial. In the first part, Working with SharePoint lists, Part 1, you learned the basic steps of creating a list, adding columns, and adding new list items. You should complete Part 1 before you take this tutorial.

In this tutorial, you will continue to use the example of your team's visit to Trey Research to learn how to sort and filter list items so you can find and manage information more easily. You also learn how to create a view so that you can specify more advanced display settings and save them.

Goals

After completing this tutorial you will know how to:

  • Sort a list based on the data in one column
  • Filter a list
  • Create a custom view of a list

Sorting a list by column

You can use any column of a list or library to sort items. In the following steps, you'll sort the tasks list you created in Part 1 of this tutorial by the team member responsible for it.

Sort a list
  1. Go to the tasks list you created earlier (if you're not already there): On the top link bar, click Documents and Lists. On the Documents and Lists page, click the name of the tasks list (Trey Research Visit Tasks in this example).
  2. Click the Assigned to column heading.

 Note   If you want to reverse the sort order (ascending or descending), click the name of the column again. An arrow next to the column name indicates the direction of the sort.

Filtering a list

Filtering is a quick and easy way to find and work with a subset of entries in a list or library. A filtered list displays only the rows that meet the criteria you specify for a column. Unlike sorting, filtering does not rearrange the items. Filtering hides rows you do not want to appear. In the following steps, you'll filter the tasks list so only the items related to travel plans appear.

Filter a list
  1. Go to the tasks list you created earlier (if you're not already there): On the top link bar, click Documents and Lists. On the Documents and Lists page, click the name of the tasks list (Trey Research Visit Tasks in this example).
  2. On the toolbar, click Filter.

A drop-down list appears above each column containing all of the values for that column.

  1. Click the list for the Area column, and then click Travel Plans.

Filter list control

You can continue to apply additional filters until only the desired items appear. To remove a filter, click All in the drop-down list for the filtered column. Other filters are unaffected.

About custom views

Views make it easy to see information in a variety of ways. You can use views in lists (such as Announcements, Contacts, and so on), and you can also use them in libraries, surveys, and discussion boards.

When you create a view, a link to the view is added to the Select a View section on the page that displays the list. An indicator marks the active view, as shown:

View bar

You can create custom views to do one or more of the following:

  • Filter by a set of criteria
  • Sort in a particular order
  • Hide or show columns
  • Group information based on list data
  • Display subtotals of columns
  • Show lists with date information as calendars or tables

For example, instead of applying the same filter every time you go to a particular list, you can create a view that includes the filter. To see the filtered information, you can click the link to the view you created. You can even make your new view the default public view, so that when your team members go to the page that displays a list they automatically see the filtered information.

Types of views

In this tutorial, you'll create a public view of items belonging to each user, sorted by area. All users can see and use this view. You also have the option of creating a personal view. Other site users will see only public views and their own personal views.

You'll be creating a standard view, as opposed to a datasheet or calendar view. Standard views display list information in the manner that you specify. You can view and work with list data from any supported Web browser. Standard views require no special software on your computer. In a standard view, you filter, update, add, or delete items one at a time.

Datasheet views require that you have a Windows SharePoint Services-compatible datasheet program installed, such as Microsoft Office 2003 Professional. Datasheet programs allow you to quickly add, delete, and update list entries just as you would in a spreadsheet program, such as Microsoft Excel, without having to switch to a separate program.

Another type of view is a calendar view. If your list includes a column with dates, you can create a view that displays the list as a calendar. This feature allows you to create a custom list that you can view either as a standard tabular view, or as a calendar. You can switch between the two views quickly.

Creating a view

In the following steps, you'll create a view that displays your tasks, grouped by Area. When your team members use the view, they'll see their own tasks, grouped by Area.

Create a view
  1. Go to the tasks list you created earlier (if you're not already there): On the top link bar, click Documents and Lists. On the Documents and Lists page, click the name of the task list (Trey Research Visit Tasks in this example).
  2. Click Modify settings and columns.
  3. Under Views, click Create a new view, and then click Standard View.
  4. On the Create View page, in the Name section, type My Tasks by Area.
  5. In the Audience section, click Create a public view.
  6. In the Columns section, you choose which columns appear in this view. Select the following columns and clear the rest:
    • Attachments
    • Title (linked to item with edit menu)
    • Status
    • Priority
    • Due Date
    • % Complete
    • Area
  7. The numbers on the right show the position for each column.

Enable columns control

Suppose the Priority and Area columns are important to you. You'll want them to appear closer to the left side of the view than to the right. Change the numbers so that the columns appear in this order:

Column

Order

Attachments 7
Title (linked to item with edit menu) 1
Status 5
Priority 2
Due Date 4
% Complete 6
Area 3
  1. In the Filter section, click Show items only when the following is true.
  2. In the first of Show the items when column menus, click Assigned to.
  3. Leave the second menu set to Is equal to.
  4. In the text box below the second menu, type [Me].

Entering [Me] here will the tasks assigned to the current user, so all members of your team can use the same view and see only their items. When you're finished, it should look like the following:

Filter settings

  1. Click the plus sign (+) next to Group By to expand the Group By section.
  2. In the Group By section, in the list under First group by the column, click Area.
  3. Select Show items in ascending order or Show items in descending order.
  4. Under By default, show groupings, select Expanded.

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

  1. At the bottom of the page, click OK.
  2. On the Customize Trey Research Visit Tasks page, click Go back to "Trey Research Visit Tasks."

 Note   At any time you can delete a 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. To delete the current default view, set another view as the default, and then delete the original default view.

Suggested next steps

Congratulations on completing this tutorial! Now that you have learned the basics of working with lists and views, here are a few suggestions for additional tasks you can try, to learn about Windows SharePoint Services:

After you finish this tutorial, you can delete your practice site so that you don't waste your server resources. (You must be a member of the Administrator site group for your site to delete it. If you are not a member of the Administrator site group, you can ask the person who created the site for you to delete it.)

Delete a site
  1. Click Site Settings on the top link bar of your site.
  2. On the Site Settings Page, click Go to Site Administration.
  3. On the Site Administration page, in the Management and Statistics section, click Delete this site.
  4. On the confirmation page, click Delete.

 Note   The example companies, organizations, products, domain names, e-mail addresses, logos, people, places, and events depicted herein are fictitious. No association with any real company, organization, product, domain name, email address, logo, person, places, or events is intended or should be inferred.

 
 
Applies to:
Windows Sharepoint Services 2.0