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Set a default view of a list, document library, or discussion board

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About views

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

When you create a view, a hyperlink that displays the view is added to the view bar on the page that displays the list. An indicator Cc768359.curview(en-us,TechNet.10).gif marks the active view, as shown:

Cc768359.wsimg3(en-us,TechNet.10).gif

You can create as many views as you want for any list, document library, or discussion board. When you create a view, all the members of your team can use it. 

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

  • Filter by a set of criteria

  • Sort in a particular order

  • Hide or show columns 

For example, rather than applying the same filter every time you go to a particular list, you can create a view that stores the filter. Then, to see the filtered information, you click the hyperlink that displays the view you created. You can even make your new view the default view, so that when team members go to the page that displays a list, they automatically see the filtered information.

When someone follows a hyperlink to a list, document library, or discussion board, the resulting page displays a default view. You can modify the default view or create a custom view to use as the default.

Note   If you want to delete the existing default view, you must first make another view the default.

  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:

    Edit the existing default view

    1. Click the name of the default view (for example, All Tasks, All Documents, All Items).

    2. On the Edit View... page, make changes as desired. Do any of the following:

      Change the name and file name

      • To change the name of the view, type a new name in the View Name box.

      • To change the file name of this view, type a new file name in the Web address of this view box.

        Note   The file name is the only part of the Web address that you can modify.

      Show or hide columns

      1. In the Columns section, select the check box next to each column you want to display in the view, and clear the check box next to each column that you want to hide in the view.

      2. Under Position from Left, select the order in which you want the columns to appear, where 1 is the leftmost column, 2 is to the right of column 1, and so on.

      Display sorted items

      • In the Sort section, select up to two columns for a primary and secondary sort.

        For example, if you sort by Created By and then by Title, items in the list are shown in alphabetical order by author name. If an author has more than one item, titles for that author are also shown in alphabetical order. Do the following:

        1. In the First sort by the column box, click the column that will determine the primary sort order of the list (for example, Created By, Title, Due Date).

        2. Select the sort order:

          • To sort alphabetically from A to Z, or numerically from the smallest to the largest value, click Show items in ascending order.

          • To sort alphabetically from Z to A, or numerically from the largest to the smallest value, click Show items in descending order.

        3. If you want to sort items further, in the Then sort by the column box, click the column that will determine the secondary sort order; then repeat step 2.

      Display filtered items

      1. In the Filter section, click Show items only when the following is true.

      2. Complete the Show the items when column statement. For example, to display only those items created by Jeff Smith after June 11, 2001, the statement would read, "Show the items when column Created By is equal to Jeff Smith, and when column Created is greater than 6/11/ 2001." Do the following:

        1. In the list of column titles, click the column you want to use to filter the list (for example, Created By, Title, Due Date).

        2. In the list of phrases, click a phrase that expresses a comparison you want to make (for example, is equal to, is not equal to, is greater than or equal to).

        3. In the blank text box, type a value for the column you selected in step 1.

          Note   To filter items based on the team member's name, type [Me] as the value for columns that store names (such as Created By, Modified By). To filter items based on the current date, type [Today] as the value for columns that store dates (such as Created, Modified).

        4. If you want to filter items further, click And or Or, and then repeat steps 1 through 3 under When column.

          • If you want to narrow the filter to items that must fit both criteria, click And.

          • If you want to widen the filter to items that fit either criterion, click Or.

      Specify how many items are displayed per page

      • In the Item Limit section, do one of the following:

        • To limit the total number of items in the view, in the Number of items to display box, type the maximum number of items you want to display, and click Limit the total number of items returned to the specified amount.

        • To display a batch of items at a time, in the Number of items to display box, type the number of items you want to include in each batch, and click Display items in batches of the specified size.

          The view automatically adds a link bar that enables site visitors to go to the next batch of items. They use the Back button in their Web browser to go to the previous batch of items.

    Create a new view to use as the default

    1. Click Create a new view.

    2. In the Name section, type a name for the view.

    3. To set this new view as the default, select the Make this the default view check box.

    4. Do any of the following:

      Show or hide columns

      1. In the Columns section, click the check box next to each column you want to display in the view, and clear the check box next to each column that you want to hide in the view.

      2. Under Position from Left, click the order in which you want the columns to appear, where 1 is the leftmost column, 2 is to the right of column 1, and so on.

      Display sorted items

      • In the Sort section, select up to two columns for a primary and secondary sort.

        For example, if you sort by Created By and then by Title, items in the list are shown in alphabetical order by author name. If an author has more than one item, titles for that author are also shown in alphabetical order. Do the following:

        1. In the First sort by the column box, click the column that will determine the primary sort order of the list (for example, Created By, Title, Due Date).

        2. Select the sort order:

          • To sort alphabetically from A to Z, or numerically from the smallest to the largest value, click Show items in ascending order.

          • To sort alphabetically from Z to A, or numerically from the largest to the smallest value, click Show items in descending order.

        3. If you want to sort items further, in the Then sort by the column box, click the column that will determine the secondary sort order; then repeat step 2.

      Display filtered items

      1. In the Filter section, click Show items only when the following is true.

      2. Complete the Show the items when column statement. For example, to display only those items created by Jeff Smith after June 11, 2001, the statement would read, "Show the items when column Created By is equal to Jeff Smith, and when column Created is greater than 6/11/ 2001." Do the following:

        1. In the list of column titles, click the column you want to use to filter the list (for example, Created By, Title, Due Date).

        2. In the list of phrases, click a phrase that expresses a comparison you want to make (for example, is equal to, is not equal to, is greater than or equal to).

        3. In the blank text box, type a value for the column you selected in step 1.

          Note   To filter items based on the team member's name, type [Me] as the value for columns that store names (such as Created By, Modified By). To filter items based on the current date, type [Today] as the value for columns that store dates (such as Created, Modified).

        4. If you want to filter items further, click And or Or, and then repeat steps 1 through 3 under When column.

          • To narrow the filter to items that must fit both criteria, click And.

          • To widen the filter to items that fit either criterion, click Or.

      Specify how many items are displayed per page

      • In the Item Limit section, do one of the following:

        • To limit the total number of items in the view, in the Number of items to display box, type the maximum number of items you want to display, and click Limit the total number of items returned to the specified amount.

        • To display a batch of items at a time, in the Number of items to display box, type the number of items you want to include in each batch, and click Display items in batches of the specified size.

          The view automatically adds a link bar that enables site visitors to go to the next batch of items. They use the Back button in their Web browser to go to the previous batch of items.

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