Is it possible to create multiple views of a Microsoft List for different audiences.

Question

We are creating a list of company activities that include pay dates. leadership training, corporate holidays, and leadership meetings. We would like to create a view for our frontline team members that excludes the leadership activities. How can we create and display multiple views of a calendar using the same list items without having to create two different lists?

Answer 1

Hi Sheretta Roberts,

Thank you for reaching out.

Yes, it is possible to create multiple views of a Microsoft List for different audiences. You can achieve this by using the "Create View" feature in Microsoft Lists. Here's how you can set it up:

Create a New View:

• Open your Microsoft List.
• Click on the "All items" dropdown at the top right.
• Select "Create new view."

Customize the View:

• Choose the type of view you want (e.g., List, Calendar).
• Name your view (e.g., "Frontline Team View").
• Use filters to exclude leadership activities. For example, you can filter out items where the "Category" column is set to "Leadership."

Save and Share the View:

• Save the view.
• Share the view link with your frontline team members.

Create a Custom Permission Level:

• Go to the SharePoint site where your list is located.
• Click on the gear icon (Settings) and select "Site permissions."
• Click on "Advanced permissions settings."
• Click on "Permission Levels" and then "Add a Permission Level."
• Name the new permission level (e.g., "Frontline View Only") and select the permissions you want to grant. Make sure to uncheck permissions related to managing views.

Assign the Custom Permission Level to Frontline Users:

• Go back to "Advanced permissions settings."
• Select the group or users you want to assign the new permission level to.
• Click on "Edit User Permissions" and assign the "Frontline View Only" permission level.

Set Default View:

• Ensure the view you created for frontline users is set as the default view.
• Go to the list, click on the view dropdown, and select "Set current view as default."

Thank you for your time and patience, we hope you have a great day!

Kind regards,

Community Moderator | Sophia