Show a list by category

You can make a list easier to read by configuring the list to show items by categories. When the list is sorted by categories, you can instantly see related items instead of relating the items by category in your head.

As a manager in a construction company, you juggle items, such as labor, equipment, materials, and supplies, to make sure these items are used effectively at the construction site. To keep track of these items, you might have an Excel workbook that arranges these items by category. You've found yourself looking at these items by category to determine how to manage the project. For example, you might want to check the supplies you currently have or are expecting this week to make sure that your paint crew has everything to complete the job. You might want to make sure that the necessary materials are available so that you can complete a big change order approved by the customer yesterday.

Rather than open the Excel workbook that might only be available at one computer, you can configure the personal site on your My Site to show items by category at any computer that has an Internet connection.

For example, you want to make sure that you have enough storage space to store materials arriving at the site in the next couple of weeks. To answer this question, you want to know which materials have been delivered or will be delivered. Instead of opening the workbook, you just visit your My Site that shows, by category, the items that have been delivered and will be delivered.

The Choice Filter Web Part filters the Order List by materials.

The Order List with the items in the Materials category.

If you want to show the items in this category every time you visit the personal site, you can select the Save as my defaults check box and then click Apply Filters. You will always see the items by this category when you visit the personal site.

If the customer approves a change order to use seven colors instead of the original three colors, your paint crew will need more supplies to apply the additional colors. To determine what supplies you have and what will be delivered, you can change the category to Supplies and then click Apply Filters to show the items in this category.

The Choice Filter Web Part filters the Order List by supplies.

The Order List with the items in the Supplies category.

To create this functionality, you will do the following:

  1. Create a new or use an existing Excel worksheet — you will create a worksheet in an Excel workbook that will contain the information about these items. The worksheet will contain another column for the item category. If you already have an existing worksheet with this information, you can go to the next step. If you already have this information in a list on your My Site, you can skip the next step and go to the third step, Create a view.

  2. Create the list — you will import the information in the worksheet into your site as a new list. After you create the new list, you can archive or delete the workbook because you not longer need the workbook. You will work in this list to enter or update the information.

  3. Create a view — you will create a limited view for the list because your list contains additional information that you do not want to show in the personal site.

  4. Add the Web Parts — you will add to the personal site a List Web Part, a Choice Filter Web Part, and an Apply Filter Web Part.

  5. Configure the Web Part — you will configure the List Web Part to use the limited view you created in a previous step.

  6. Connect the Web Parts — you will connect the Web Parts together to show the items by category.

Step 1: Create a new or use an existing Excel worksheet

Your worksheet should contain the following columns:

  • Description — the name of the item.

  • Category — the group for this item.

  • Date Needed — the date the item has to arrive at the site. If the date has passed, the item has been delivered.

Your worksheet could resemble the following worksheet:

The worksheet with the order data that will be imported as a list.

The worksheet with the items and their categories. This worksheet has extra columns for other information.

After you create the worksheet, save the worksheet to a location that is available to the site, such as the local drive.

Step 2: Create the list

  1. Click View All Site Content, and then click Create on the All Site Content page.

    1. Tip: In most cases, you can use the Site Actions menu Button image instead to complete this step.

  1. Under Custom Lists on the Create page, click Import Spreadsheet.

  2. In the Name box on the New page, type Order List. The name appears in the title bar and in the URL of the new list.

  3. In the Description box, type Contains materials, supplies, and equipment lead times and critical dates. The description appears under the title in the new list.

  4. Click Browse. In the Choose file properties page, browse to the location of the worksheet, click the worksheet, and then click Open.

  5. Click Import.

  6. In the Range Type list on the Import to Windows SharePoint Services list properties page, click Range of Cells.

    1. The Import dialog box with range of cells selected in the Range of cells list.

  7. Click inside the Select Range box and then in Excel, select the cells with the data that you want to import into the list.

  8. Click Import.

Note: After you create the list with the information from the worksheet, you can archive or delete the workbook as you will enter or update the information directly in this list. The worksheet is not connected to the list.

Step 3: Create a view

This is the view that shows the items by categories and the dates the items must arrive at the construction site.

  1. On the View menu view menu , click Create View.

  2. Under Choose a view format on the Create View: Order List page, click Standard View.

  3. In the View Name box, type By Category. This name appears as a view in the Selected View list in the List Web Part tool pane.

  4. In the Columns section, clear all check boxes.

  5. Select the Display check box for the following column names and then click the appropriate number in the Position from Left list.

  1. Column Name

  1. Position from Left

  1. Description (linked to item with edit menu)

  1. 1

  1. Category

  1. 2

  1. Date Needed

  1. 3

  1. Click OK.

Step 4: Add the Web Parts

  1. Click My Home to go to the home page of the personal site.

  2. On the Site Actions menu Button image , click Edit Page.

  3. In the Web Part zone where you want to add the Web Parts, click Add a Web Part.

  4. Under the sections in the Add Web Parts--Webpage Dialog box, select the following check boxes:


Check box

List and Libraries

Order List

Filters under All Web Parts

Choice Filter

Filters under All Web Parts

Filter Actions

  1. Click Add.

Step 5: Configure the Web Parts

  1. Move the Choice Filter and the Filter Actions Web Parts above the List Web Part.

  2. On the List Web Part, click the Edit button Web Part menu , and then click Modify Shared Web Part.

    The tool pane opens so that you can configure the properties to show the correct view.

    The Order List Tool Pane

  3. In the Selected View list, click By Category.

    The Order List Web Part tool pane with the by categories as the selected view.

  4. In the message box about the results of switching the view, click OK.

  5. In the tool pane, click OK.

  6. In the Choice Filter Web Part, click Open the tool pane.

    The tool pane opens so that you can add the categories that will appear in the Select Filter Value(s) -- Webpage Dialog box when you use this Filter Web Part.

    The tool pane for the Choice Filter Web Part.

  7. In the Filter Name box, type Category Filter. This name appears above the Choice Filter box in the Web Part.

    Type the choices for this filter web part in the next box.

  8. In the next box, change the text to the following items. Put each choice on a separate line.

    • Equipment

    • Materials

    • Supplies

      These items appear in the Select Filter Value(s) -- Webpage Dialog box when you use this Filter Web Part.

      Enter your choices in the second box.

  9. Click OK.

Step 6: Connect the Web Parts

  1. On the Choice Web Part, click the Edit button Web Part menu , point to Connections, point to Send Filter Values To, and then click Order List.

  2. In the Consumer Field Name list, click Category, and then click Finish.

  3. Click Exit Edit Mode.

To view the items by category, click the Filter button Applied filter icon next to the text box to open the Select Filter Value(s) -- Webpage Dialog box. Click a category and then click OK. In the pe rsonal site, click Apply Filters. If you want to see this view every time that you visit the personal site, select the Save as my defaults check box and then click Apply Filters.

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