​In the last post we looked at some of the common ways we can interact with views in SharePoint.

In this post we will look at what options we have available to present the information in a meaningful way.​​ If you haven’t created a personal view before, check out the instructions here​.

Sort​ing

What is most important? What is most relevant? That’s what should come first, not last!

Sorting the items using the built-in Modified column in descending order means that you get the latest content at the top, not the bottom.

View-sort-modified-descending

 

Or in a Contacts list, ordering by the Full Name might make more sense so the contacts are in alphabetical order.

View-sort-full-name

​Grou​ping

Rolling things up just makes it easier to look at – creating “virtual folders” to group things allows people to drill to only what they are interested in rather than presenting absolutely everything in the list or library.

Group-by-view-library

Filtering

If you have less than 20 items in your list or library, then you can probably get away with displaying everything at once. Any more than that, and you need to start thinking about creating some filtered views to show a subset of items.

For example, you could have a view that filters out the documents based on the content type.

View-filter-content-type-policy

This would also give you the ability to display the most relevant columns (metadata fields), for example in a Policies library you might want to display the Document Number and Review Date for the policy.​

View-filter-policies

Or leverage the built-in fields to target content based on the person currently logged on, such as showing the tasks or issues assigned to [Me].

View-filter-me

No Folders

Got lots of folders and subfolders? Need to look at JUST the documents? If so, try using the No Folders option to surface the documents outside of any folder structure.

View-folders

Styles

There are lots of styles built-in, so rather than just accepting the default table-like style, explore some of the other options.

View-style-preview-pane

Preview Pane

 

Shaded

Shaded

 

Boxed

Boxed

 

Newsletter

Newsletter

 

Being able to find the information you need, when you need it, is absolutely critical to making any system a success. If you can’t find what you need in your SharePoint environment, consider creating a personal view or asking your site administrator to create a public view for everyone in your team to use.