We have another feature or functionality that allows us to personalize the display of the data documents and information we have suitably. Useful for our Purposes so, firstly click the site contents button to refresh this page again. The site contents page gives us a summary of all the libraries we've created so far. So let's have a look at the employee data list. In the ribbon of this list, we can see that there is a drop-down menu. We hover over the old items it says switch options. This is where you can see and change all the options that are currently available. We can see that the default currently enabled all items option.

How To View List In Ms SharePoint 1
How To View List In Ms SharePoint 2


Create a separate view for each department

How to view list in Ms SharePoint? People in the department only see the finance employees Etc. Now to create such a view that we need to go to settings. Then list setting if we scroll down to the bottom of this page. We can see that there is a views section. We can see here that there's only one view configuration available. It's the one that says all items the default one. I will click here to create a new option. It asks what type of view you want to create. Now, choose a standard view. The standard view is similar to the tabular data we see in all items view. Now let's give this view a name call it.

How To View List In Ms SharePoint 3


You can either create a personal view, or a public view means that all the users. Who has access to the SharePoint site will able to select this view from the drop-down menu a personal view means. Only you can see this view right now, I will use a public view. You can also choose which of the available columns you want to show in this view. So, you only want the title employee id, the department. Those are the only columns you want to be displayed in this view selection. Let's experiment by adding in the created by column for this view. We can see who created the individual Documents. Now the main function of the view settings here we can choose how we want.


How To View List In Ms SharePoint Sort Data In Order

The data to appear, If we want the data to be sorted according to a certain field. We can select that from here put the title here, so it'll sort all the data we're looking at in alphabetical order. This is the filter section because this view that we are creating is supposed to only display it, department employees. We have to select that here, so we add a filter condition here that it displays. The items in the department column only when the values are equal to it that way. We will see the employees. If you want, you can add multiple filters to this view. If you click the show more columns option. If in this view you wanted to see it, sales you can select. The department column is equal to sales.

The data to appear, If we want the data to be sorted according to a certain field. We can select that from here put the title here, so it'll sort all the data we're looking at in alphabetical order. This is the filter section because this view that we are creating is supposed to only display it, department employees. We have to select that here, so we add a filter condition here that it displays. The items in the department column only when the values are equal to it that way. We will see the employees. If you want, you can add multiple filters to this view. If you click the show more columns option. If in this view you wanted to see it, sales you can select. The department column is equal to sales.

use Of grouping feature

If we click the or option. This view will only show us items where the department column values are equal to I t or sales for this demonstration. To use one department in this view. Since we don't have a lot of data here. We won't be using the grouping feature. So here's the totals menu if you want the total number of the values or elements within these columns to be visible. You can set that to be visible from here an example: If we set the total of the title columns to count. It will show us how many employee names are within this field. 


How to view list in Ms SharePoint? You can also limit the number of items that are displayed on the page. So, by default, it will display a total of 30 items on the page. You can make this a greater number or a lower number depending on what is your preferences are. The maximum number of items that can be displayed is 100. So, if you enter anything above that, it won't work and click ok. Now when you come back to this page, and you click the views drop-down menu here. We can see that there is a new option called it employees.

How To View List In Ms SharePoint Custom View Feature

The one we just created so we are going to click this view and you can see that it gives us all its employees. Along with the total count, and it sorted them in alphabetical order. So, that's how you create a custom view. If you want, you can set the view. So, it only displays items created by you. So you can create a filter in the created by a field that will only display items that you have created. You can use this filter to only show items created by a specific user in the Group now. These view settings work the same way in libraries.