Introduction to Views

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Spreadsheet.com allows you to showcase your workbook's data in different ways. We refer to these different layouts for your data as views. Views let you filter and sort data however you wish, changing what data is shown, how the data is shown, and more. The underlying data stays the same, but Spreadsheet.com lets you break out of one fixed layout to best showcase your information.

Views help teams organize information in different ways for each user. From just one workbook a team can manage a project to build the next rocket to Mars. In one worksheet, the engineering team can track overall tasks, status, and risks or create individual views for individual project managers or engineers. In another worksheet, the hiring team can coordinate their search for the best rocket scientists, creating a view for current candidates and another for the pipeline of talent they are finding. 

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Overview of Views

Views provide different ways to look at and work with data in a worksheet. In fact, with Spreadsheet.com you are always looking at a worksheet's data through a view. This starts with a worksheet's Primary View, which appears first in the view drop-down and says mceclip0.pngnext to that view's name.

The Primary View is created by default whenever a worksheet is created, always has the same name as the worksheet, and cannot be deleted. From there, Spreadsheet.com supports different types of additional views. The default view type is a sheet view, which is identical to the traditional spreadsheet grid, but with many new capabilities.

All views, regardless of their type, work with the same underlying data in your worksheet. Whenever you add or update data in one view, all other views immediately reflect these additions and changes.

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All views allow you to view, update, and add data to the current worksheet. Plus, when you close and reopen a workbook, you will default to your most recent view.

The View Toolbar

Beneath your workbook's title is a toolbar to let you create, customize, and edit views for your project. 

Searching and Switching Views

Click on the name of the current view (in the animation below this is "Key Tasks") to see all views in the workbook, select a new view, or search for and navigate to a view.

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Creating New Views

You can also create new views in the views dropdown. Simply select the type of view you want and Spreadsheet.com automatically creates and takes you to that new view. Make sure to pick a great name, although you can always rename your view if you change your mind.

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View Permissions

View Permissions allow users to restrict views to all users who have access to the worksheet (Public) or a few users (Private). You can even make views private just for yourself. For when you have sensitive data or large teams who should be seeing different information.

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Customizing Your View

Views allow you to uniquely customize your worksheet, presenting your data in new and exciting ways. New views default to having no hidden columns, filters, or sorts. But you can hide columns to focus your audience on the most important information. Create views that filter data down to what's relevant. Or use sort to arrange your data in many different orders.

You may want to filter for upcoming projects, tasks that are most at risk, resumes that are most appealing, or just what takeout place got the most votes for lunch today.

Hide Columns

Hiding columns allows you to customize a view to show only certain columns of data. Using the Screen_Shot_2020-01-24_at_4.15.36_PM.pngHide Column action, you can check off columns to keep visible, hiding unchecked columns from the view.

This is great when you have a sheet with lots of data in it, but you want to create a quick view of relevant information for that user that loves simplicity. 

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For more information about hiding columns, check out our article on the topic.

Filters

Filters are an easy way to hide certain rows according to specific criteria. That way you show only the rows relevant to the particular view.

There are hundreds of ways to filter your data, including special filters for certain data types like dates, attachments, users, and more. To create a filter, click the Filter buttonScreen_Shot_2020-01-24_at_4.50.17_PM.png and select New Filter.  Check out our article on Filtering and Row Visibility for more information.

Sorts

Views also allow you to sort data in different ways. Simply click on the sort function mceclip3.png and apply a unique sort to a column. Multiple sorts can be added to a view, and you can control the order in which sorts are applied by reordering them using the drag handle mceclip0.png at the left of each sort condition.

Sorts are great when you wish to focus on different aspects of a project or initiative. Perhaps you want one view to sort by task owner and another by due date, or one view to sort by the candidate's desired salary and a different one by their years of experience.

For more details, check out our article on Sorting and Row Order.

Density or Row Height

The row height of your sheet views can be changed to better showcase the data each row contains. But default, your sheet view will have a flexible row height mceclip1.png. Flexible row height automatically adjusts based on what is in your worksheet. But you can also select Small, Medium, Large, and Extra Large. Changing the row height is great when your cells contain large images, charts, lots of data, etc. and you want to make them larger.

For instance, you might want to showcase your employee's pictures in your directory, so switch from Flexible to Medium.

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Types of Views

Spreadsheet.com offers multiple types of views to best showcase your data. For a new worksheet, the primary view is a Sheet view, identical to a typical spreadsheet but with Spreadsheet.com's added features.

Kanban views are a great way to visually showcase data, like laying out stacks of notecards.

Form views allow you to create shareable and embeddable forms where each form submission becomes a new row in the worksheet.

Below is a sample of the types of views you can use, click through to find out more information about each type.

Sheet View Kanban View
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Form View

 

Gantt View (coming soon)

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Additional Actions (Rename, Copy, and Delete)

Behind that ellipses (the three dots) mceclip0.png in the toolbar are some useful additional actions including the ability to rename your view, copy your view, or delete it. Our article on Renaming, Copying, or Deleting Views includes even more information on how to utilize these actions.

 

If you're interested in learning more. Try creating a new workbook from a template and checking out all the views in there. Or visit our article on Types of Views to see all the views you can use.