In SharePoint, list views help users organize, filter, and display list data in different ways. Each view provides a unique way to present information, making it easier to find and work with data efficiently.
This guide covers:
✔ The types of SharePoint list views
✔ How to create and customize views
✔ Best practices for choosing the right view
1. What Are SharePoint List Views?
A list view in SharePoint defines how list items are displayed. Users can create multiple views for different purposes, such as filtering tasks, showing events in a calendar format, or displaying items in a gallery layout.
Benefits of List Views:
✔ Organize data efficiently
✔ Improve navigation and usability
✔ Apply filters and sorting for better visibility
✔ Enhance team collaboration with customized layouts
2. Types of SharePoint List Views
SharePoint offers several view types, each suited for different needs.
1. Standard View (Default View)
✔ Displays data in a table format (rows and columns)
✔ Supports sorting, filtering, and grouping
✔ Best for structured lists like tasks, issues, and inventory
Best For:
✔ Employee directories
✔ Project tracking
✔ Asset management
2. Calendar View
✔ Displays list items in a calendar format (day, week, month)
✔ Requires at least one date column (Start Date, End Date)
✔ Allows color coding and event grouping
Best For:
✔ Tracking project deadlines
✔ Managing team meetings and events
✔ Employee leave tracking
3. Gallery View
✔ Displays list items as visual cards
✔ Best for image-heavy content
✔ Customizable layout with thumbnails and descriptions
Best For:
✔ Product catalogs
✔ Employee profiles
✔ Marketing materials
4. Datasheet (Quick Edit) View
✔ Allows inline editing like an Excel spreadsheet
✔ Users can update multiple records quickly
✔ Supports bulk editing and copying/pasting data
Best For:
✔ Updating large lists of data
✔ Managing task lists
✔ Bulk data entry
5. Gantt Chart View
✔ Displays tasks in a timeline format
✔ Shows task dependencies, start and due dates
✔ Ideal for project tracking
Best For:
✔ Project management
✔ Task dependencies tracking
✔ Resource allocation
6. Custom View (JSON Formatting)
✔ Uses JSON code to customize list layouts
✔ Allows conditional formatting, color-coding, and icons
✔ Provides an interactive experience
Best For:
✔ Creating dynamic dashboards
✔ Highlighting overdue tasks
✔ Customizing visual representation
3. How to Create a SharePoint List View
Steps to Create a New View
1️⃣ Open your SharePoint list.
2️⃣ Click “View options” (dropdown next to list name).
3️⃣ Select “Create new view”.
4️⃣ Choose the desired view format (Standard, Calendar, Gallery, etc.).
5️⃣ Configure settings:
- Select columns to display
- Apply filters and sorting
- Define grouping and formatting
6️⃣ Click Save to create the view.
Tip: Users can switch between views easily based on their needs.
4. Best Practices for Choosing the Right View
✔ Use Standard View for most structured data.
✔ Choose Calendar View for tracking events.
✔ Select Gallery View for image-rich content.
✔ Enable Datasheet View for quick edits.
✔ Use Gantt View for project tracking.
✔ Apply JSON formatting for a customized experience.