SharePoint Online List View + SharePoint List Calendar View Formatting

Microsoft allows us to create different views to display SharePoint list items. In this SharePoint Online tutorial, I will explain everything about the SharePoint Online list view. Then, I will show you how to customize a SharePoint Online list view. We will also discuss the benefits and limitations of a SharePoint list view.

SharePoint list views help us organize and visualize data in a list. They can also allow users to create a custom view to display specific columns, filtering, grouping, etc.

Whenever we create a SharePoint Online list, we can default to the “All Items” list view, as shown below.

Various types of SharePoint Online List View

Let us see what are the various types of SharePoint Online list views. There are five types of views such as:

• Standard View: You can view data on a Web page and choose from a list of display styles.
• Datasheet View: We can view data in an editable spreadsheet format that is convenient for bulk editing and quick customization.
• Calendar View: You can view data as a daily, weekly, or monthly calendar.
• Gantt View: We can view list items in a Gantt chart to visually represent how a team’s tasks relate over time.
• Map View: You can view list data that includes a geographical location on a map.

These are the various types of SharePoint Online list views.

Check out Gantt Chart View in SharePoint Online Modern List Using JSON

SharePoint Online List View

If you want to set different views in a SharePoint Online list, follow the steps below.

• Open the SharePoint Online list and click on All Items to view all options. Here, you will get the following view options. Such as:
  • List: By default, you can list view as an “All Items” view.
  • Compact List: If you want to display the items in a compact list, select it.
  • Gallery: We can use this view to display the gallery previews in the SharePoint list.

• For example, if we want to display the item in Gallery view, then click on the Gallery option. And, see how it will appear in the list.

This is how to set different views in a SharePoint Online list.

Create a New SharePoint Online List View

Here, I will show you how to create a new view to display the Male customer details. To achieve it, follow the below steps.

• Open the SharePoint Online list where you want to create a new view. Then, click on the Filter Pane and select the Gender as Male option, as shown below.

• Then, click on the All Items drop-down, and click on the Save view as option. And, type a new name and click on the Save button.

• Once, you created a new view it appears like below.

This is how to add a new view to a SharePoint Online list.

SharePoint Onlne List View Customization

Let us discuss all the SharePoint list view customization. Such as:

• Create a new view based on the current view
• How to edit the current view in a SharePoint list
• Delete a view in a SharePoint Online list
• How to format a current view in the SharePoint list

Create a new view based on the current view

If you want to create a new view based on the current view, follow the steps below.

• Open the SharePoint list, click on the All Items drop-down to view all options, and click on the “Save view as” option like below.

• Then, in the Save as window, you can save the current view or type a new name and you will get the view as public. Then, click on the Save button.

This is how to create a new view based on the current view.

How to edit the current view in SharePoint List

Here, we will see how to edit the current view in SharePoint List. To do so, follow the below steps.

• Open the SharePoint list, click on the All Items drop-down, and click on the Edit current view option.

• Then, on the Edit View page, you can make changes like add or remove columns, add sort or filter, configure folders, etc…
• And, when you have finished the changes, click on the Ok button.

This is how to edit the current view in SharePoint List.

Delete a view in a SharePoint Online list

If you want to delete a view in a SharePoint Oline list, follow the steps below. Such as:

• Open the SharePoint list, click on the All Items drop-down to view all options, and click on the Edit current view option.

• Then, click on the Delete button on the Edit View page as shown below.

• Once, click on the Delete button, it will ask for a confirmation like “Are you sure you want to delete this view?”. Then, click on the Ok button.

This is how to delete a view in a SharePoint Online list.

How to Format a Current View in a SharePoint List

Here, I will show you how to format a current view in a SharePoint list. To get this, follow the below steps.

• Open the SharePoint list, click on the current view (Gender View) drop-down, and

• Next, in the Format view window, you can choose the layout as Gallery, and select Card Designer to show or hide columns, show columns names as labels, and reorder columns. Then, click on the Save button.

• Once complete the format current view, it will appear to look like below.

This is how to format a current view in a SharePoint Online list.

Color coding in SharePoint list calendar view

Color coding in the SharePoint Online list calendar view helps users distinguish between tasks or events based on different criteria. It also helps the users to look at, whether a block is for meetings, outings, holidays, lunch, etc.

For Example, we have done Color code in the SharePoint Online List Calendar View, as shown below.

Create a SharePoint list calendar view color coding

Let’s see how to create a SharePoint Online list calendar view. To achieve it, follow the below steps.

• Open a SharePoint Online List, click All Items, then click ‘Create new view‘.

• In this Create view window, we need to provide the following details:
  • View name = Provide a new view name like Calendar.
  • Show as = We have selected Calendar.
  • Default layout = Month
  • Start date on calendar = Start date
  • End date on calendar = End date
  • Visibility = Select to Make this a public view.
• Click on the More option
  • Title of items on the calendar = Expands it and select the column as per your need.
• Click on Create button.

• Again go back to SharePoint Online List (MB Calendar) home page -> Expand the All Items -> Select the view that we have created (Calendar).

• The screenshot below represents the color coding Calendar view with the SharePoint title values.

This is how we can create a SharePoint Online list calendar view.

SharePoint List Calendar View Formatting

Here, we will see how to format the current view of the calendar in the SharePoint List.

• Dropdown the Calendar and click on the Format current view. Then in the Format view tab, click on Manage rules under Conditional formatting.

• Under the Conditional formatting window, click on …(ellipsis) -> Select Edit rule.

• In this Edit Rule window, we have to provide value for,
  • Choose a column = Provide a column to compare
  • Choose a comparison = Select the operator
  • Choose or Type a value = Provide a value to be compared
  • Show list item as (Color) = Choose a color to show a list item
• Rule 1:

In this case, we have taken column (Start date), which is compared (is before) the specific date (4/9/2023). If it matches the situation, the item on the list will be shown in the selected color (Red).

1. Chosen Column = Start Date
2. Choose a comparison = is before
3. Chosen Type value = 4/9/2023
4. Show list item as (Color) = Red

• Rule 2:

In this case, we have taken column (Start Date), which is compared (is between) the date (4/10/2023) to (4/14/2023). If it matches the situation, the item on the list will be shown in the selected color (Green).

1. Chosen Column = Start Date
2. Comparison condition = is between
3. Chosen Type value = 4/10/2023 to 4/14/2023
4. Show list item as (Color) = Green

• Rule 3:

In this case, we have taken column (End date), which is compared (is between) the date (4/20/2023) to (4/26/2023). If it matches the situation, the item on the list will be shown in the selected color (Yellow).

1. Chosen Column = End Date
2. Comparison condition = is between
3. Chosen Type value = 4/20/2023 to 4/26/2023
4. Show list item as (Color) = Yellow

• Rule 4:

In this case, we have taken column (End date), which compared (is on or after) the specific date (5/1/2023). If it matches the situation, the item on the list will be shown in the selected color (Blue).

1. Chosen Column = End Date
2. Comparison condition = is on or after
3. Chosen Type value = 5/1/2023
4. Show list item as (Color) = Blue

• Now, we can see after formatting the view how the SharePoint Online List Calendar view color coding looks as shown below.

This is how to do Color Coding in SharePoint Online List Calendar View using the format current view.

Benefits of SharePoint Online List View

Let us see the benefits of SharePoint Online list view. Such as:

• Easy to use: You can easily interact and navigate with the list items in a SharePoint Online list, it can also be accessed from mobile devices to make it easier for users to connect at any time.
• Avoid Data Manipulation: Suppose, if there are 100 list items then it’s difficult to view the data and for that, we spend a lot of time getting our data and as well as removing the unnecessary data. Instead of this, we can create different views to display the list of items and avoid data manipulations.
• Integration: SharePoint Online list views can be combined with other Office 365 services. Such as:
  • PowerApps
  • Power Automate
  • Power BI
  • Excel
  • OneDrive, etc…

These are the benefits of the SharePoint Online list views.

Limitations of SharePoint Online List View

Here, I will discuss the SharePoint Online list view limitations. Such as:

• In a SharePoint Online list or library, we can set up to 30 million items, and when a list or library contains more than 100,000 items, you can’t break permissions inheritance on the list or library.
• By default, the SharePoint Online list views can have approximately 5000 items at a time in a single view, and if you want to set it to allow users to work with large lists, which can’t be exceeded.
• If it exceeds 5000 items, you’ll find a warning message with “The attempted operation is prohibited because it exceeds the list view threshold enforced by the administrator”.

These are the limitations of SharePoint Online list view.

Conclusion

From this SharePoint Online tutorial, I have explained to you all about the SharePoint list view. Then, we saw how to customize a SharePoint Online list view. And we also covered the benefits and limitations of a SharePoint list view.

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Preeti Sahu

Preeti Sahu is an expert in Power Apps and has over six years of experience working with SharePoint Online and the Power Platform. She is the co-author of Microsoft Power Platform: A Deep Dive book. As a Power Platform developer, she has worked on developing various tools using Power Apps and Power Automate. She also makes Microsoft 365 videos and shares them on YouTube.