Modifying a Custom View

As a Community Admin, you can create custom views of a resource or document library to display items in a way that makes sense for you. You can create new views to organize and hide or show columns. One view is the default view.

‘All Documents’ has been set up by the site admins as the default view in your document library. In addition, the following views were created for you when your community was created: Recent, Videos and No folder.

Additional views you add will be available from the View options menu located at the top corner of the document library page.

You can create a view to save different sort, filter, and grouping selections you’ve made from the column headers or filters pane. You can create custom views of libraries to organize and show items that are most important to you (like certain columns), and to add filtering or sorting.

  • On the Document Library’s command bar, click View options menu and select the view you want to edit or modify.

  • Click Edit current view.

. After making all the changes you want, click OK. The changes you have made to your custom view will be visible.

Settings for views

Views have many settings to help make it easier for you to quickly find the information that you need in a document folder. The following are the settings for views. All settings are not available for all types of views, such as the settings for calendar views.

Default view – You can change the default view to any public view for that document library. But you cannot set a personal view as the default view. To delete a view that is the default view, you must first make another public view the default for that list.

Audience – You cannot change a personal view to a public view or a public view to a personal view. You can use a public view as the starting point for personal or public views. You can use a personal view as the starting point only for personal views.

Columns – The columns in a view contain the information that you need to see for resources in your document library. Columns, in combination with other features of views, such as filters, can help you see only the information that is most important to your work. This is especially helpful if the library contains lots of items.

Gantt Columns – Under Create view, select the columns that will be in the Gantt view. Title is a required text field. Start Date, and Due Date are required date fields. When you select a column, such as Title, if no option displays in the drop-down list, you must create the column to support this view.

Sort – Set the order in which items appear in the view. You can have up to two criteria. For example, show the items in a task list sorted by priority and then by due date.

Filter – Configure a view to display a subset of the items in a list by filtering them with information in columns of the list. For example, a view can show the items in a list that are for a specific project.

You can use calculated columns or filters that use calculations, such as [Today] to show items when the date matches today or [Me] to show items for the user of the view. You can also combine simple equations with functions. For example, to show items created in the last seven days, filter on the Created column, set the operator to is less than, and set the value to [Today]-7 (no spaces).

Tabular View – Provides check boxes for each item so that users can select multiple library items to perform bulk operations. This can save lots of time if many items in a library must be changed. For example, a user can select and check out multiple documents.

Group By – Group library items by information in the columns. Note that you cannot use Quick edit on views where items are grouped.

Totals – Displays summary calculations for the columns in the view, such as: count, average, maximum, minimum. By setting the title column to Count in a library, for example, the view will display the number of resources in the view and in the groups in the view. The columns that are available for totals and the settings available for each column differ depending on the type of column, such as number, and the type of list the view is being created for.

  • Folders – Select Show items in foldersto display the document folders in the view with the items. Select Show all items without folders to display only the resources in the view, also referred to as a flat view. You may also be able to select whether the view that you are creating is applicable in all folders, in only the top-level folder, or in folders of a specific content type.

Item limit – You can specify how many resources are displayed at the same time (batches) in each view or the total number of resources that the view will display.

Style – Determines the layout for the view, such as newsletter. All styles are not available for all view types.

    • Default – The default view varies, depending on the type and configuration of the library.

Document details – Displays the files in a library using a layout similar to business cards. This style is available for most libraries.

  • Newsletter – Displays items in rows with lines between the rows

  • Newsletter, no lines – Displays items in rows of alternating shades, without the lines between the rows.

  • Preview Pane – Displays the name of the items on the left side of the page. When you point to the name of an item, the columns selected for the view are displayed on the right side of the page.

  • Shaded – Displays items in rows of alternating shades