Thủ thuật Sharepoint 2010 part 06 pdf

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In addition, using folders can help scale a document library or list. Say, for example, that you have a
particularly large document library, and your organization is using the large list throttling feature to
only allow views of 2,000 items at a time. You could create several folders and divide the documents
up between the folders, skirting around the 2,000-item per view limit imposed on the site without
having to create custom views. In most cases, however, creating views based on metadata still offers
more flexibility in terms of browsing through the content. For more information on large list throt-
tling see Chapter 3.
Creating Views
SharePoint 2010 still offers the option to create different views of lists and libraries. Views are simply
a way to reorganize and structure the data stored in a SharePoint list or library in meaningful ways.
Multiple views can be created on a list or library, and can be used to group, sort, and filter the data.
Sorting and filtering data is possible because of the list’s metadata. For example, you could create
a view that shows all documents that were last modified by a particular user. Similarly, you could
create a view that groups all items in a list that meet the same criteria based on information entered
into a column.
Types of Views
You can create several types of views for any given list:
Standard view — This is the most commonly used type of view. It presents the data in the list
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in the standard row and column format. You choose which columns you would like to dis-
play, the order in which they should appear, how they display, and how many items show at
once, among other options. You can also group and filter data based on information in each
column.
Datasheet view — This is similar to the Standard view, but it opens the list in the Datasheet
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by default. Like the Standard view, you can choose which columns are displayed and in
which order. You don’t have quite as many options for formatting the view as with a
Standard view, however.

Calendar view — This view displays the items in the list in a calendar format. Not all lists
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can utilize the Calendar view, however. Calendar views must be based on some kind of start-
ing time, so a date and time column is necessary to use this view.
Gantt view — Along the same lines as the Calendar view, this view also requires a starting
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time to work. This builds the list into a chart to track events or progress over a period of time.
Access view — This opens the Access client to work with the values in the list outside of
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SharePoint.
Custom view in SharePoint Designer — This opens SharePoint Designer 2010 to create cus-
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tom views that can be modified and styled, such as with conditional formatting.
Standard view, with Expanded Recurring Events — This option appears when creating new
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views based on the Calendar list template and is basically a Standard view that shows all
occurrences of a recurring event.
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When creating a view, it is important to consider how you want the data displayed. Probably the
most commonly used view type is the Standard view, as it offers many options for configuring the
view, such as grouping and filtering the data, as well as a few formatting options for how the data
will be displayed. You can see the various view options on the dialog shown in Figure 2-13.
FIGURE 213
Creating a Standard View
To begin creating a view in a list or library, click the Create View button in the List or Library tab in
the Ribbon. This will open the view selection screen. The rest of this section covers the creation of a
Standard view. When creating a Standard view, you begin by giving the view a name and specifying
whether this new view will be the default view that opens when the list or library is open. A word

of caution here: For performance reasons, it is generally best to limit the number of items displayed
by the default view of a list to a relatively small number if possible. Otherwise, the server may take a
performance hit while rendering all the items in the list every time the list is opened.
In the next section on the page you have the option to make this new view public (any user can
select the view) or private (it appears only for your use). Next, you will see a list of all the available
columns in the list. Select the ones you’d like to display in your view by checking the boxes next to
them, and choose the order in which to display them by changing the numbers to the right of the
column names. Column order is set from left to right, with number 1 being the first column on the
left (see Figure 2-14).
Scrolling down the page, the next section enables you to sort the items in the list by a column, and
allows for a second level of sorting by another column. For example, suppose you have a list of
employees and you have set up two columns, one for Department and another for Personnel. You
could sort the view first by the Department column, and then do a second sort on the Personnel
column. The list would display all the departments alphabetically, and all the employees of each
department alphabetically as well.
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FIGURE 214
The next section of the view creation screen enables you to filter the data in the view, showing only
a subset of the list’s information. By default, the view is not filtered. You can set up the view to filter
out items based on criteria set in the drop-down menus and fields in this section. To do so, select
which column will be used as the filter, and then choose the type of comparison to use from the
drop-down menu. Options include “is equal to,” “is not equal to,” “is greater than or equal to,”
“contains,” and several others.
Finally, in the field below the comparison drop-down, type in the value that should be compared.
Basically, you are having SharePoint compare the selected column to the value you have entered,
and if it finds items in the list that meet that criterion, it will display only those items. You can even
create more than one filtering criterion as well, using an And/Or operator, by selecting either the
And or the Or radio buttons, and then filling in the criteria for the second level of filtering. Up to ten

columns can be used to filter the data in a list. Filtering can be a very powerful way to view only a
subset of the data in the list.
The next several sections in the view creation screen are all collapsed, so if you want to set any of
the options you need to click the section name to expand it. Here is a rundown of all these collapsed
sections and how they affect the view:
Inline Editing — You can check the box to allow inline editing on the view. Off by default.
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Tabular View — This allows multiple item selection in the list. On by default.
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Group By — This option allows the list items to be sorted into groups.
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Totals — This will keep a running total of the number of items in a column or perform other
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calculations, such as the sum of all numbers in a numeric column. Set on a per-column basis.
Off by default.
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Styles — Use this option to choose a different style in which to present the list. Most styles
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result in simple cosmetic differences. Some, such as the Preview Pane and Boxed styles, pres-
ent the list in a different format. The Preview Pane style shows a preview of the list item
when it is hovered over. The Boxed styles present each list item in a separate box. Some styles
work better for displaying different types of data than others, so try a few out to see what
style works best for your list.
Folders — If you are using folders in the library or list, you can choose whether to show the
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folders or just show all items in the list or library at once.
Item Limit — This value sets the number of items that are displayed at once. If your list has
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more items than are set to display, you can page through the list to view the remaining items
(30 is the default value).
The last section on the create view page is new to SharePoint 2010, and that is the capability to
adjust some settings for this view when viewing it on a mobile device. You can choose to make the
view the default view that displays when the list is opened on a mobile device, as well as choose
whether or not the view should even be available for viewing on mobile devices. You can set the
number of items to display at once for the mobile view when a page with the list on it is open with a
mobile device. The idea is similar to the number of items set in the Item Limit section.
Once you have all your settings the way you’d like them, click OK to create your view. The list will
display with your newly created view. The view is associated with the list, so whenever the list is
open, you can change the list’s view to the custom view you created. You can do this in two ways.
When opening a list, the last item in the breadcrumb trail displays the current view’s name. Clicking
on the drop-down arrow next to this name will show a list of all views associated with the list (along
with options for creating a new view or modifying the view that is currently displaying, and options
for configuring the available views for the list). The second way to change the view is to click the List
or Library tab in the Ribbon and select the view from the Current View drop-down menu, as shown
in Figure 2-15.
FIGURE 215
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Modifying a View
Custom views and even the preconfi gured views provided out of the box can be modifi ed simply
by selecting the view you’d like to work with and clicking the Modify View button on the List or
Library tab in the Ribbon. This opens the same screen as clicking the Create View button does,
enabling you to change any settings you need.
The Modify View button also has a drop-down menu associated with it. Clicking the drop-down
provides the additional option to modify the view using SharePoint Designer 2010, which offers
additional options for changing the view, such as turning on conditional formatting for the list.
For example, a company may use a SharePoint list to keep track of inventory. Modifying this list in

SharePoint Designer could enable them to set conditional formatting on the list to highlight a line
item when its inventory falls below a set value. See Chapters 22 and 23 for more information on
using SharePoint Designer.
Creating Other View Types
As mentioned earlier, you can create several other types of views for a list. The process is relatively
similar to setting up a Standard view, with some differences that will be pointed out in the following
sections.
Note that below the available view formats is the option to create a new view
using an existing view as a starting point. This can be useful if you are creating
several similar views with only a few minor differences, such as showing or hid-
ing a column or two. Instead of having to set all your options for each version
of the view, you can select an existing view from the list, which copies the view’s
settings, and then create a new view from it.
Datasheet View
Creating a Datasheet view is identical to the process of creating a Standard view, but with fewer
options. You still select which columns to display and in which order, set any sorting or fi ltering
properties, whether you want each column totaled, how folders should be displayed, and how many
items should be shown at once. Once these few options are set, you have a Datasheet view.
Calendar View
Creating a Calendar view uses the same familiar interface but requires you to provide a few differ-
ent settings. Calendar views are based on date and time columns, so your list must have a date and
time column on which to base the calendar. Just about any list can have a Calendar view created,
provided it has a date and time column. For example, suppose you have built a custom list of events
for your organization, and you’d like to display it in a Calendar view. You have a column for when
the event starts, and another column for when the event ends. In the Time Interval section, choose
what date and time column will be used for displaying when events start (the Begin drop-down) and
when they end (the End drop-down), as shown in Figure 2-16.
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FIGURE 216
The next section enables you to specify which columns should be displayed as information in the
calendar’s various views. Calendar views can be displayed as a week, a month, or a day. In the Month
View Title drop-down, select the column you’d like to display as the item’s title in the month view.
Similarly, choose which column information should display for the week view and day view. Generally,
you’ll want to use the same title for each. Week view and day view also offer the option of specifying
a column to use as a subtitle, as the views offer more room for text than a month view. For instance,
you could use a column that has location information or a quick description of the event as the
subtitle of the event.
Next, you can choose whether the default value of the calendar should open to a month view, a
week view, or a day view. You can change the view when using the calendar; this simply defines how
the calendar is displayed when it is initially opened.
The final two sections are identical to creating a standard view. You can filter events from the list so
only certain events show up. For example, you could set a filter that shows events for only a certain
department or group. This way, all the events are maintained in a single location, but each group
can have a view that shows only the events relevant to them.
Another nice addition to SharePoint 2010 calendars are calendar overlays. Now you can have more
than one calendar’s items displaying in a single calendar view. These items can be from an Outlook
calendar stored in Outlook Web Access (OWA) or Exchange, or they can be other SharePoint
calendars.
When working in a list’s calendar view, click the Calendar tab in the Ribbon, and then click Calendars
Overlay. Click the New Calendar link to add in a calendar either from OWA or SharePoint. Choose
whether the calendar is a SharePoint calendar or Exchange calendar and fill in the information below
as appropriate. Figure 2-17 shows the options for adding a SharePoint calendar as an overlay. Click
OK to save the overlay information. You can toggle the overlay on and off by clicking the Calendars
Overlay button and checking or clearing the checkbox next to each overlay’s name. Up to ten over-
lays can be added per calendar view.
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FIGURE 217
Gantt View
A Gantt view is a good way to display a set of information over a period of time. It’s similar to a cal-
endar in that it displays events and tasks by date, but displays them in a chart with bars representing
the length of time the task or event will take place. Creating a Gantt view is like a hybrid of creating
a Calendar view and a Standard view. You still select which columns to display and in which order,
and like a Calendar view you still select columns to represent the start and end dates for each item.
You have additional options too, such as selecting a column to represent the task’s percentage of
completion.
The rest of the Gantt view creation process is almost identical to the process for creating a Standard
view. Once you create this view it will also be available for selection from the View drop-down.
Access View and Custom View in SharePoint Designer
The final two options on the create view screen, Access View and Custom View in SharePoint
Designer, are available only if these programs are installed on the client machine accessing the site.
As you may have guessed, each of these view types is made outside of SharePoint in the application
you choose. An Access view will open Access and allow you to work with a list, while selecting a
Custom view in SharePoint Designer will open SharePoint Designer, allowing you to add additional
view formatting, such as conditional formatting, to the list.
Creating views in these two programs is out of the scope of this chapter, but you can refer to
Chapter 18 for information on integrating SharePoint with the Office clients, and Chapter 22 to
learn about SharePoint Designer 2010.
List View Web Parts
When a list or library is created in SharePoint, a corresponding Web Part is automatically created
and made available for use throughout the site on a page. You’ll learn more about using Web Parts
Working with SharePoint Pages
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in the following section, but for now you should be aware that any library and list created can also
be used on just about any page in a site. Users may find it useful to have a Web Part that lists newly
uploaded documents or recent announcements directly on the company’s intranet home page.

List view Web Parts are also particularly useful in that they are directly tied to the list from which
they are created. This also gives users the flexibility to update information on a web page without
having to actually edit the content of the page itself — the List view Web Part is all maintained in
the list itself. Another benefit of being able to use a List view Web Part is that it offers all the flex-
ibility of being able to display any views created for the list, as well as have its own views created
specifically for it. For example, you could create a list of events whose default view is a Calendar
view when the list is open, and at the same time you can have the same list displayed on a web page,
but in a Standard view format.
Yet another use for these List view Web Parts is the capability to display more than one instance
of the same list on a page, with each instance displaying a different view. Or, you can even display
many lists on a page, making it easy to compare information between lists. Perhaps you have a
document library with specific views created that display only certain documents at a time. You can
have two Web Parts of the document library on a web page, and set each Web Part to a unique view,
so each shows different documents. When any documents that meet the criteria in the views are
added to or removed from the library, the Web Parts on the web page will automatically reflect the
changes.
WORKING WITH SHAREPOINT PAGES
Now that you know quite a bit about how lists and libraries work in SharePoint, this section
describes how the new SharePoint 2010 interface has changed and improved the page-editing
experience.
When browsing a SharePoint page, you are actually seeing the compilation of many different com-
ponents all quickly rendered by the server and served to the browser. The two main components of
a SharePoint page are the master page and the page layout. In very basic terms, the master page is
the container for the overall site layout. It holds the basic structure of the site, such as the location of
the navigation, search, and the Ribbon. It also houses the page layout, which is generally the main
body of the page and contains the page’s content. Refer to Chapter 23 for more detailed information
on master pages and page layouts. When you are editing a SharePoint page in the browser, you are
actually working with the page layout to add content to the site.
The page-editing experience in SharePoint 2010 is a little different from that found in previous ver-
sions. Again, the Ribbon plays a major part in editing a page — in fact, it’s probably used even more

extensively when editing a page than when working with lists and libraries.
Fortunately, the Ribbon has been very tightly integrated with the page-editing experience, to the
point that many users will likely find that adding content to a SharePoint page is not much different
from working in Microsoft Word. Just like the Office clients, the Ribbon is also contextual when
working with various items. Different options appear in the Ribbon when working with a picture
than when working with a List view Web Part, for instance. Before you can even begin working
extensively with the Ribbon, however, you need to first begin to edit the page.