Add, modify or remove a view of an interactive list or document library

Important   To add a view of an interactive list or document library to a Web page, the page must be on the same Web site as the list or document library, and the Web site must be on a server that is running SharePoint Team Services from Microsoft.

Do one of the following:

Add a view

  1. Position the cursor on the page where you want to place the view.
  2. On the Insert menu, click Web Component.
  3. Do one of the following:

    Add a view of a list

    1. In the Component type box, click List View, and in the Choose a view style box, click a layout for the view.
    2. Click Finish.
    3. In the Choose a list box, click the list or survey that you want, and then click OK.

    Add a view of a document library

    1. In the Component type box, click Document Library View, and in the Choose a view style box, click a layout for the view.
    2. Click Finish.
    3. In the Choose a document library box, click the document library that you want, and then click OK.
  4. Click OK.

Modify a view

  1. On the page that contains the view, do one of the following:
  2. In the List View Properties or Document Library View Properties dialog box, do one or more of the following:

    Display a different list or document library

    Show, hide, or change the order of fields

    1. Click Fields.

    2. Do one of the following:

      • To show fields, in the Available fields box, click the fields you want to display, and then click Add.
      • To hide fields, in the Displayed fields box, click the fields you do not want to display, and then click Remove.
      • To reorder the fields, in the Displayed fields box, click a field, and  then click Move up or Move down.

    Display items in a particular order

    1. Click Sort.
    2. In the Available fields box, click the field you want to use to sort the items, and then click Add.
    3. If you want to sort items further, in the Available fields box, click the field that determines the secondary sort, and then click Add
    4. If you want to change the sort order (ascending or descending), in the Sort order box, click the field, and then click Change sort.

    Display a selection of items

    1. Click Filter.
    2. In the Filter criteria dialog box, click Add.
    3. In the Field Name box, click the field you want to use to filter the items.
    4. In the Comparison box, click a phrase that sets up a criterion for the filter.
    5. In the Value box, enter a value for the field you selected in step 3.
    6. If you want to filter items further, in the And/Or box, click And or Or, and then click OK, and repeat steps 2 through 5 to accomplish the following:
      • To narrow the filter to items that must fit more than one criteria, click And.
      • To widen the filter to items that fit any single criterion, click Or.
    7. If you want to display a message when no items meet the criteria, click OK, and then click Options, and in the Text to display if no matching items are found box, type your message.

    Specify how many items are displayed per page

    1. Click Options.

    2. Do one of the following:

      • To limit the total number of items in the view, click Display all items together and limit the total number to, and then type the maximum number of items you want to display.

      • To display a batch of items at a time, click Display items in sets of this size, and then type the number of items you want to include in each batch.

        The view automatically adds a link bar that enables site visitors to go to the next batch of items. They use the Back button in their Web browser to go to the previous batch of items.

    Display a message if the view is empty

    1. Click Options
    2. In the Text to display if no matching items are found box, type your message.

    Display a command bar that enables site visitors to add items to the list or document library

    1. Click Options.
    2. In the Toolbar type box, do one of the following:
      • To display all available commands for the list or document library, click Full toolbar.
      • To display a heading that consists of a hyperlink to the list or document library and a command for adding new items, click Summary toolbar.
      • To display no commands, click None.
  3. Click OK.

Remove a view