List views
- Erich Must Wessel
- Karin Gjerde-Meyer (Unlicensed)
Sharepoint functionality provides a very flexible analysis tool called List Views for organizing and displaying data in each list in the system. It is almost impossible to show all the information in one list at the same time to a user. Most lists have too many fields to display on one line anyway (one list can have over 200 fields!). Displaying all the information in each field for each item in the list would take up too much space. By choosing which specific fields to display, we only display the information that is specific to the purpose of the list display. Each list can have multiple shared list views available. There is also always the option to modify existing list views or create new user-specific custom list views. Only users in the Owner rights group can edit shared list views, while all other users in the Members or Members without delete rights group can create and edit their custom list views.
In addition to selecting the visible fields, list views allow various sorting, grouping, filtering, tables, sums or rules for the original data in the list. This means that a list view can serve the purpose of simply displaying information in a list, or it can be used to display an updated custom report for a particular list. All lists are available for export to Excel at any time by clicking Export to Excel. We've built several useful standard list views for every list in the system. We recommend opening each list and assessing the relevance of standard list views. Maybe create new list views to help users in their work or represent a report for a specific time period (eg My XYZ, By source, This month, etc.).
Manage large lists and libraries
If the number of items in a list or library exceeds 5,000 items, a dialog will appear in the list view.
This occurs because SharePoint Online uses a list resource limitation feature.
By default, the list view threshold is configured with 5,000 items. When the defined element limit in a list is exceeded, the message “Something went wrong” is displayed.
A configured (custom) view cannot contain more than 5000 items, so the options are:
Remove configuration and only have a flat modern view, without filter, grouping, etc.
Create displays where the number is reduced below 5,000 items.
NB! You can then only use the AND filter to nest together several filters, and the first filter must reduce the number below 5,000 elements. The columns to be filtered on must be indexed.
See links to description from Microsoft:
Videos how to work with list views
Example: Listview create and edit system calendar
Listview create and edit system calendar
List view - private and shared
List views - private and shared