Add and Delete Views of a List

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You can configure unique views of list data. Views are similar to queries on a data store because they give you the added benefits of being able to filter and sort the data based on criteria you configure. For example, you may use one view of the Projects list that shows all projects, and another view that shows only the projects assigned to a particular employee.

If the Advanced Design features are activated, you can configure a view of a business application list to be published to a public Web site. For more information, see List Publisher Advanced Design Features.

Access a View

  1. On the left navigation bar, click Business Applications, and then navigate to the list that you want to view.

  2. On the actions bar, click View, and then select the view you want.

Create a View

  1. On the left navigation bar, click Business Applications, and then navigate to the list that you want to create a view for.

  2. On the actions bar, click View, and then click Create View.

  3. Select a view format that is described in the following table:

    View Description

    Standard

    View data on a Web page.

    Datasheet

    View data in an editable spreadsheet that is convenient for bulk editing and quick customization.

    Calendar

    View data as a daily, weekly, or monthly calendar.

    Gantt

    View list items in a Gantt chart to see a graphical representation of how a team's tasks relate over time.

    Start from an existing view

    Start with an existing view and customize it to fit your needs.

  4. Provide information to configure the elements of this view. For information about the elements, see the table in the procedure below about modifying a view.

  5. Click OK.

Modify a View

  1. On the left navigation bar, click Business Applications, and then navigate to the list that contains the view you want to modify.

  2. On the actions bar, click View, and then click the view that you want to modify.

  3. On the actions bar, click View, and then click Modify this View.

  4. You can make changes to any of the view elements that are listed in the following table:

    View Element Description

    Name

    Provide a name for your view. The name appears in the View list.

    Audience

    Specify whether this view is for your private or public use.

    Columns

    Select the columns of information to be included and the order in which they are to appear.

    Gantt Columns

    Select the columns of information from the list to be tracked in the chart. Because Gantt charts track deliverables in a calendar, start and due dates are required. This element is only available when you are working in a Gantt chart view.

    Sort

    Specify how items are sorted. You can specify a primary and secondary sorting order. For example, sort the list by employees and then by department.

    Filter

    Specify the information you want to show and hide in the view based on data found in list items. For example, you can configure the filter so that only items that are assigned to a particular employee, and due on a particular date, are shown.

    Group by

    Specify if items should be displayed in groups and in what order they should be sorted. For example, you can group items by employee, in alphabetical order, and then group each employee's items by status, in order to easily see employees' progress at a glance.

    Totals

    Specify if data in the columns should be automatically totaled and how: for example, by sum, average, and so on. Totals appear at the bottom of columns.

    Style

    Select a style to use in displaying the list.

    Folders

    If the list contains folders, specify whether items in folders remain obscured from view or if folders should be removed and all items displayed in the view.

    Item Limit

    Specify the total number of items to be displayed in the view and how many per page.

  5. Click OK.

Delete a View

  1. Note   List views that are part of business applications and included with your Office Live Small Business account cannot be deleted. However, you can delete any list view that you have added to your account.

  2. On the left navigation bar, click Business Applications, and then navigate to the list that you want to delete.

  3. In the View list, select the view that you want to delete.

  4. In the View list, click Modify this View.

  5. On the Edit View page, click Delete, and then click OK.