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Microsoft Office SharePoint Server 2007: A Beginner s Guide
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Figure 16-23 The lower portion of the Create View page
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iii If you wish to create a compound condition, select either the And or the Or option and fill in the second condition statement using the same process used in the two previous steps iv If you need to extend your compound condition to more columns, click the Show More Columns link to do so 6 Scroll down the page until a list of other settings (see Figure 16-23), which are collapsed by default, are available for use in further defining your view The most commonly used settings from this list are Group By and Totals To add these options to your view definition, do the following: a Groups are commonly included in views in which you expect a large number of items to be displayed You may select up to two columns on which the items displayed are categorized into a group or a subgroup If you wish to use this option, do the following: i Select the column to be used as the major grouping and choose a sort order for the group, either ascending or descending
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SharePoint Views and Metadata
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ii If you wish to create a subgroup, select a second column and its sort sequence iii By default, groups are displayed in collapsed form If you wish to display a group in expanded form, select the Expanded option iv If you want to limit the number of groups that display on each page of the view, enter a value in the Assign A Number Of Groups To Be Displayed Per Page field b Totals are commonly added to views that include columns that contain numbers or dollar amounts i If you wish to add one or more column totals to your view, select the columns for which a count, average, minimum, or maximum can be displayed 7 Other settings available for use in your view are: a Style options, which allow you to select a view style, and determine how the items are displayed for the view b The Folders option, which allows you to specify whether you wish to Show Items Inside Folders or Show All Items Without Folders TIP Applying a Folders option that shows items inside their folders may conflict with any groupings you may have included in a view c If you wish to limit the number of items displayed (say, the first one hundred in a sequence), use the Item Limit option and enter the maximum number of items to be displayed d If you wish a view to be available to mobile users and be optimized for mobile devices, use the Mobile option Mobile settings are only available to public views 8 Click OK to create the view
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Edit an Existing View
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When you created a view in the preceding section, you, in effect, edited the view Editing an existing view involves reviewing and altering the available settings used to create the view in the first place So why would you then edit a view Well, perhaps you ve learned which settings set up conflicts; or you need to change the view s name to better state the purpose of the view; or you wish to display additional metadata columns; or you want to change the display order of the metadata columns Whatever your reason, to make a change to a view use the same procedure you employed to create it There is one caveat, however You must choose the view you wish to edit from the Views section of the Document Library Settings page (see Figure 16-3 earlier in the chapter)
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Microsoft Office SharePoint Server 2007: A Beginner s Guide
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Figure 16-24 The All Documents drop-down menu lists any views available to the user in a library
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Selecting Views
Most SharePoint libraries, with the exception of the Wiki library, include an All Documents drop-down menu in the Library Web Part from which a user can select a view to be displayed This drop-down menu, shown in Figure 16-24, enables users to select from the public views and any private views available for a library or list The All Documents drop-down menu also includes links that can be used to modify the currently displayed view or create a new view
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