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Organisation of lists

guide

The list view in SharePoint enables you to filter rows according to their values. You can combine multiple filters with each other to achieve a more accurate representation.

Below you will find instructions on how to filter the following task list according to the criteria listed below:

Screenshot of a SharePoint task list. At the top is the link "Neue Aufgabe" (New task). Below is a table with the column headers Status, "Priorität" (Priority), "Fälligkeitsdatum" (Due date), "% abgeschlossen" (% completed), and "Vorgänger" (Predecessors).

Filter task status by "In Bearbeitung"

To filter according to the value Status = "In Bearbeitung", you need to click on the title of column "Status". A drop-down menu opens, which you can use to specify the desired filter criteria. In this case, please tick the checkbox "In Bearbeitung".

Screenshot of a SharePoint task list. The column header "Status" is selected, with its dropdown menu open below. It shows options for sorting as well as a filter list. In this list, the checkbox "In Bearbeitung" (In progress) is checked. At the very bottom of the menu is the "Schließen" (Close) button.

Filter priority by "Normal"

To filter by the value Priority = “Normal,” click on Priority and check the box next to “Normal.”

Low priorities will not be displayed. It is also possible to filter by multiple values in a column at the same time.

Screenshot of a SharePoint task list. The filter menu for the "Priorität" (Priority) column is open. In it, the option "(2) Normal" is checked. To the right of the search field is the link "DIESE ANSICHT SPEICHERN" (SAVE THIS VIEW).

Sort filter results by percentage of completion

The remaining results shall be sorted according to their completion percentage.

For this purpose click on the title of column "% Complete" and choose the option "Largest on Top" (descending order).

Screenshot of a SharePoint task list. The dropdown menu for the column header "% abgeschlossen" (% completed) is open. In it, the sorting option "Groß zu klein" (Largest to smallest) is highlighted.

The volume of the list has been reduced drastically and you can see all at this point in time relevant information in a compact form.

Screenshot of the filtered SharePoint task list. The list is reduced to four entries, all with Status "In Bearbeitung" (In progress) and Priority "(2) Normal". The "% abgeschlossen" (% completed) column is sorted in descending order (95% to 35%). Next to the search field is the link "SAVE THIS VIEW".

Exporting and importing lists

The following functions require Microsoft Internet Explorer 11.

Lists in SharePoint are represented internally as tables. This makes it possible to export and import a list as an Excel table. Exporting a list is the easiest option. Importing a table is more difficult.

Exporting lists

To export a list, click on the Export to Excel tool in the ribbon and you will immediately be given the option to open or save the list.

Importing tables

Step 1

To import a table, we first need the correct view: Click on the Edit List tool to access a tabular representation of the list.

Screenshot of the SharePoint list view "Announcements". Below the heading is the option "new announcement", followed by the text "or this list" and the link "edit".

Screenshot of the SharePoint list "Announcements". Below the heading is the link "Stop editing this list". The list is displayed below as an editable table, with the title field of the first entry marked as an active input field.

Step 2

Copy the entries you want to transfer to your Excel spreadsheet and click in the field of the tabular list where you want to start the import. Use the paste shortcut to transfer all Excel entries to the list, starting with the selected field. Existing entries will be overwritten if they are located in the selected area. Please note that you can only transfer tables of the same width. This means that the number of columns must be the same in both cases.

You may encounter formatting conflicts if there are format rules for the columns in the SharePoint list. It is recommended that you transfer large tables in small batches, as otherwise the import may fail. For example, insert a table with 1000 rows in batches of 100 rows each.

last changed on 12/01/2025

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