Learn SharePoint In Series - Part Thirty Five - Standard View And Datasheet View

This article explains brief information about Standard Views and Datasheet Views. This article also contains the reason why the datasheet view is not available sometimes.

Introduction

This article is the 35th part of my SharePoint series. Here are my previous articles.

  1. Learn SharePoint In Series - Part One - Introduction
  2. Learn SharePoint In Series - Part Two - Web Application
  3. Learn SharePoint In Series - Part Three - Site Collections
  4. Learn SharePoint In Series - Part Four - Subsites
  5. Learn SharePoint In Series – Part Five – SharePoint Lists
  6. Learn SharePoint In Series - Part Six - Power Of Versioning
  7. Learn SharePoint In Series - Part Seven - Lists Advanced Settings
  8. Learn SharePoint In Series - Part Eight - Validation Settings in List Settings
  9. Learn SharePoint In Series - Part Nine - Audience Targeting
  10. Learn SharePoint In Series - Part Ten - Rating Settings
  11. Learn SharePoint In Series - Part Eleven - Form Settings in List Settings
  12. Learn SharePoint In Series - Part Twelve- Save list as a template in List Setting
  13. Learn SharePoint In Series - Part Thirteen- Permission Settings in List Settings
  14. Learn SharePoint In Series - Part Fourteen- Enterprise Metadata and Keywords
  15. Learn SharePoint In Series - Part Fifteen - Retention Policy Under Information Management
  16. Learn SharePoint In Series - Part Sixteen - RSS Settings in List Setting
  17. Learn SharePoint In Series - Part Seventeen - List Columns in SharePoint
  18. Learn SharePoint In Series - Part Eighteen - Multiple Lines Of Text Column Type in SharePoint
  19. Learn SharePoint In Series - Part Nineteen - Number and Choice Column Type in SharePoint
  20. Learn SharePoint In Series - Part Twenty - Currency and Yes No Column types in SharePoint
  21. Learn SharePoint In Series - Part Twenty One - Person or Group Column types in SharePoint
  22. Learn SharePoint In Series - Part Twenty-Two - Date and Time Column types in SharePoint
  23. Learn SharePoint In Series – Part Twenty-Three – Look Up Column Type in SharePoint
  24. Learn SharePoint In Series - Part Twenty Four - Hyperlink or Picture Column Types in SharePoint
  25. Learn SharePoint In Series -Part Twenty-Five - Calculated Column in SharePoint
  26. Learn SharePoint In Series - Part Twenty-Six - Task Outcomes and External Data Column Type in SharePoint
  27. Learn SharePoint In Series - Part Twenty-Seven - Introduction to Managed Metadata Column Types
  28. Learn SharePoint In Series - Part Twenty-Eight - Introduction to Site Columns
  29. Learn SharePoint In Series - Part Twenty Nine - Editing and Deleting Site Columns
  30. Learn SharePoint In Series - Part Thirty - Column Reordering in SharePoint
  31. Learn SharePoint In Series - Part Thirty-One - Indexing in SharePoint Lists and Libraries
  32. Learn SharePoint In Series - Part Thirty-Two - Introduction to SharePoint Views
  33. Learn SharePoint In Series - Part Thirty-Three - Creating a SharePoint List View
  34. Learn SharePoint In Series - Part Thirty Four- Editing and Deleting a SharePoint List View

In the previous article, I have explained the ways of editing and deleting SharePoint List Views. We have seen the step by step process of how to perform editing and deleting operations in List Views. Now, in this article, I will be explaining the types of Views available in SharePoint. So in this article, I will be covering the following topics.

  • Background
  • Types of Views available
  • Standard View
  • Datasheet View
  • Benefits and Limitations of Datasheet Views
  • Why you can’t view SharePoint List in a Datasheet View
  • Summary

Background

We already know what SharePoint List Views are, How to create List Views and How to work with SharePoint List Views. Normally, the default SharePoint List View looks like a tabular grid structure. But most of the time, only grid structure layout does not work for us. We may require some other types of data representations, such as the calendar representation of our data, graphical representation etc. Based on the data representation, SharePoint offers many types of Views.

Types of Views available

  • Standard Views
  • Datasheet Views
  • Calendar Views
  • Gantt Views

Standard Views

Standard Views are the default views in the custom list. Whenever we create any custom list, the list contains the default views with the name “All Items”. The default look of Standard View is like following

Learn SharePoint In Series - Part Thirty Five - Standard View and Datasheet View
Here, “All Items” view is the default Standard View.

 Creating Standard View

In order to create Standard View, we follow the below steps:

Open the list in which you want to create Standard View. Let’s assume that we have to create a new Standard View in Contoso list. Open the list and then click on “List” ribbon and then click the "Create View" link.

Learn SharePoint In Series - Part Thirty Five - Standard View and Datasheet View

 

Once you click on “Create View” link, you will have the following screen, click on “Standard View".

Learn SharePoint In Series - Part Thirty Five - Standard View and Datasheet View

 

Once you have clicked on Standard View, you will have a "Create View" screen. You can refer to the Creating View article of this series to create the standard view.

Datasheet View

We all have worked with Microsoft Excel Program. In Excel, we have a great advantage as we can update any cell from any row and any column. Also, one more plus point of using Excel is that we do not have any save button per row. We can save the entire record in one click. SharePoint also provides the same functionality. This can be achieved by using Datasheet View. Datasheet View provides the users the ability to update data in bulk.

Creating a Datasheet view

In order to create a Datasheet View, follow the below steps.

Open the list in which you want to create the View. Let’s assume that we have to create a new Datasheet View in Contoso list. Open the list and then click on “List” ribbon and then click on the "Create View" link.

Learn SharePoint In Series - Part Thirty Five - Standard View and Datasheet View

 

Once you click on “Create View” link, you will have the following screen, click on “Datasheet View".

Learn SharePoint In Series - Part Thirty Five - Standard View and Datasheet View

 

Once you have clicked on Datasheet View, you will see the following screen.

Learn SharePoint In Series - Part Thirty Five - Standard View and Datasheet View

 

Name the View and select the column which you want to be displayed in Datasheet View. Once you click OK, the “Datasheet Demo” view will be created and you will see the following screen.

Learn SharePoint In Series - Part Thirty Five - Standard View and Datasheet View

 

So, you have created an Excel-like view in SharePoint. Just update any record. Clicking on a new empty row will allow you to enter the new record.

Once you are done updating the record, just click on “Stop” link below the list name. The data will be saved to the SharePoint List.

This view can be opened from Standard View also. You can click on “edit” link to open up the Standard View in Datasheet View.

Learn SharePoint In Series - Part Thirty Five - Standard View and Datasheet View

 

Benefits and Limitations of Datasheet View

There are several benefits and limitations of Datasheet Views. Some of the core benefits include - 

  • Provides bulk editing
  • Provides editing random data from any row and any column
  • You can copy the data from Excel and paste it into the Datasheet View if columns are of the same type in Excel and SharePoint List.

Limitations are,

  • Datasheet View allows only 100 records to edit at a time.
  • CTRL+Z does not work in Datasheet View. If your control is still in the same row, then only CTRL+Z will work. But once you have clicked a new row, then, in that case, CTRL+Z will not work.

Why you can’t view SharePoint List in Datasheet View?

Sometimes, you might face the difficulty in creating or opening a list in Datasheet View. There can be multiple reasons for that, such as -

Learn SharePoint In Series - Part Thirty Five - Standard View and Datasheet View

 

So the solution would be like,

Learn SharePoint In Series - Part Thirty Five - Standard View and Datasheet View

 

 

Summary

So in this article, I have explained brief information about SharePoint Standard View and Datasheet View. We have also seen how Datasheet View works and how to troubleshoot the problem when the Datasheet View does not work. In the next article, I will be explaining Gantt View in SharePoint. If you have any questions or suggestion, please let me know in the comments section.