Create a custom list view in SharePoint Online

You can create different views of SharePoint lists to organize and show only a portion of data, such as certain columns. If you create several views, you can make a default view. Also, you can create views with different view types (Standard, Datasheet, Gantt, Calendar, and Access). Lastly, you can either create a personal view that only you can see (which requires Contribute permission level or higher) or a public view for everyone to see (which requires Design permission level or higher).

Create a custom list view

Note: Does your screen look different than the examples here? Your administrator may have classic mode set on the list, or you're using an earlier version. If so, see Create, change, or delete a view of a list or library. If you're a list owner, site owner, or administrator, see Switch the default experience for lists or document libraries from new or classic for the steps to set the default experience.

  1. In the app launcher Office 365 app launcher icon , click SharePoint, locate and go to the site, and then open the list. If you can’t find the list, click Settings Settings icon , click Site Contents, and then open the list.

  2. Do one of the following:

    Create a new view from scratch

    1. In the Command bar, click View options Lists View Options Icon , and then click Manage views.

      If View options Lists View Options Icon is not visible, make sure you are not editing the list or have not selected one or more items. Also, you may not have permission. In that case, contact the Office 365 admin or the site or list owners.

    2. Go to step 3.

    Create a new view based on the current view and view type

    1. In the Command bar, click View options Lists View Options Icon .

      If View options Lists View Options Icon is not visible, make sure you are not editing the list or have not selected one or more items. Also, you may not have permission. In that case, contact the Office 365 admin or the site or list owners.

    2. Click Save.

    3. Enter the new name, and then click OK.

    4. Click View options Lists View Options Icon again, and then click the name of the view you just created.

    5. At the bottom of the Settings page, under Views, click the name of the view you just created.

    6. Go to step 6.

  3. At the bottom of the Settings page, click Create view.

  4. On the View Type page, choose a view type, which opens the Create View page for that view type. The most common view types are Standard View and Datasheet view. By default, you can only edit one item at a time in Standard View but you can edit many items at once in Datasheet view. However, you can temporarily change Standard view to Datasheet View by using Quick edit Lists Quick Edit Icon .

    Important:  Once you choose a view type, you cannot change it, but you can create another view with a different view type. For more information, see View types you can choose.

  5. In the View Name box, type the name for your view.

  6. Select Make this the default view if you want to make this the default view for the list. Only a public view can be the default view.

  7. In the Audience section, under View Audience, select Create a Personal view or Create a Public view. Create a personal view when you want a view just for yourself. Create a public view when you want everyone who uses the list to see it.

    Note:  If Create a Public View is disabled, you don’t have Design permission level or higher.

  8. In the Columns section, select the columns that you want in the view and clear the columns that you don’t want to appear. Next to the column numbers, select the order that you want to columns to appear in the view.

  9. Change other settings for your view, such as Sort and Filter, and then click OK at the bottom of the page. For more information, see Edit a list view in SharePoint Online.

View types you can choose

View
Type

Description

Example

Standard     

Displays your list items one row following another. Standard view is the default for most types of lists.

Standard display for a list

Data-
sheet
    

Displays list items in a grid, similar to a spreadsheet. This view, also known as Quick edit view, can be helpful if you have to edit many items in a list at the same time.

Quick Edit form for a list

Gantt    

 Displays list items in bars that track progress. A Gantt view can help you manage projects. You can use this view, for example, to see which tasks overlap each other and to visualize overall progress. To use this view, your list must contain columns with start dates and end dates.

Gantt view

Calendar     

Displays your list in a format similar to a wall calendar. You can apply daily, weekly, or monthly views in this format. This view can be helpful if you want to see the items in the list chronologically. To use this view, your list must contain columns with start dates and end dates for the calendar items.

Calendar view

Access    

 Uses Microsoft Access to create forms and reports that are based on the list. You must have Microsoft Access installed.

Create a view with Microsoft Access

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Updated October 31, 2016

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