Summary: Microsoft SharePoint is renowned for its modern collaboration and customization features, allowing users to embed multimedia, share documents, and communicate with team members. SharePoint serves as a content management system, promoting efficient teamwork and information sharing. It’s highly reliable for document storage, making it a top choice for businesses considering SharePoint migration. SharePoint enhances productivity, facilitates secure data sharing, and offers customizable tools like Teams and Communication sites. “SharePoint Views” enable data presentation, and creating custom views is key. Lists and Libraries simplify task management. Best practices include avoiding changes to default views, understanding the audience, using filtered views, and leveraging features like “Files that need attention,” “Approve/Reject Items,” and “My Submissions.”
Microsoft SharePoint is renowned for its robust features that enhance the modern work experience and foster seamless collaboration. This versatile platform empowers users to tailor web pages to their specific needs, effortlessly incorporating videos, images, documents, and enabling seamless messaging and information exchange among team members.
More about SharePoint
SharePoint is a robust content management system , offers an array of indispensable features such as lists and various web components. These attributes empower seamless collaboration among team members, eliminating the need for extensive pre-planning, and fostering the establishment of standardized business procedures for sharing information, publishing documents, and recording data. With its reputation for unwavering reliability, SharePoint emerges as a trusted platform for storing and sharing documents. Consequently, numerous businesses are now exploring the realm of SharePoint Migration , considering a complete adoption. However, they may encounter unexpected challenges on this journey. If you find yourself in a similar position, Kernel Migration for SharePoint stands ready to assist in efficiently migrating substantial volumes of data to SharePoint.
Whether small or large, every business can use SharePoint to maximize its productivity.
It facilitates secure data sharing, content management, workflow, collaboration, and many more.
From a user perceptive, SharePoint is easy to use at all levels; even in large businesses, it ensures easy collaboration.
SharePoint and its enormously customizable features help businesses to increase productivity and ROI.
In SharePoint, some tools, like Teams, News, and Communication sites, are easy to use; it is a great place to communicate and share news; even users can easily showcase a story or broadcast a message to others.
SharePoint Views
‘SharePoint Views’ serve as a powerful tool for displaying list or library data in a structured and user-friendly manner. By default, a list presents its information through the “All Items” view, while a document library showcases its contents using the “All Documents” view. When you create a list or library, at least one view is automatically generated.
However, SharePoint offers the flexibility to tailor views to your specific needs. Users have the option to craft custom views by incorporating filters, various sorting options, and stylistic elements, enabling them to efficiently present and organize their list or document library content. Furthermore, these views can be shared publicly, making them accessible to others within the organization. Alternatively, individuals can create personal views for their exclusive use, ensuring privacy and a personalized experience.
Lists and Libraries
In SharePoint, a List functions much like a database table, allowing the storage of multiple files and attachments. On the other hand, Libraries are a specialized form of lists primarily designed for document storage. The combination of Lists and Libraries streamlines task management by providing valuable and informative insights, enhancing overall efficiency.
How to Create a New View?
Go to Settings.
And select Library Settings.
On the Settings page, go to Create View at the bottom of the page.
Now click on Create View. Here chooses the view type, or you can choose from an existing view.
Guidelines for creating great SharePoint Views on lists and libraries
Avoid changing the default view
In SharePoint, when you first create a list or library, it’s set to the default view, typically either ‘All Items’ or ‘All Documents’. There are various reasons one might want to modify the default view for a SharePoint library. However, it’s important to note that the default view is purposefully designed by Microsoft to provide a standard representation of the view. While customizing your views to match specific requirements is encouraged, altering the default view is not recommended. It’s advisable to create a new view tailored to your needs instead of making modifications to the default view.
Understand the audience
In SharePoint, when you first create a list or library, it’s set to the default view, typically either ‘All Items’ or ‘All Documents’. There are various reasons one might want to modify the default view for a SharePoint library. However, it’s important to note that the default view is purposefully designed by Microsoft to provide a standard representation of the view. While customizing your views to match specific requirements is encouraged, altering the default view is not recommended. It’s advisable to create a new view tailored to your needs instead of making modifications to the default view.
Filtered views
As an owner, it’s not uncommon to oversee a vast array of documents across various criteria and types. In such cases, a filter pane proves invaluable for swiftly locating specific items. In SharePoint, the Filter pane stands out as a vital tool within List or Library Views. Its ability to rapidly refine searches without a moment’s delay significantly enhances the user experience.
Files that need attention
In SharePoint, the files that need attention are a new default view which is used to show any items that require properties to be completed using a little red status indicator.
Approve or reject
In SharePoint, Approve/reject Items is a great feature that mandates approvals for viewing content.
My Submissions
As we have seen above, when content approval is switched on, the “My Submissions” feature of the View will automatically display all items grouped by approval status.
Conclusion
In Microsoft SharePoint, recognizing and comprehending your users’ perspectives is vital for a site owner aiming to enhance user experience. One effective approach involves experimenting with various views in lists and libraries to tailor the platform to user needs and preferences. If you’re interested in staying updated on SharePoint news and exploring informative blogs, such as this piece on the features of SharePoint 2019 and its benefits, we invite you to connect with our blog page. Stay informed and engaged with the latest insights on SharePoint.
