• Displaying data which is tied to a unique user
• Displaying data based on unique dates
• Display data base on unique texts
• Displaying data of user in current session

Data preference based on various search criteria is absolutely important if you want to make the best of your intranet solution.

• In SharePoint there are filter query WebPart that aid precise data filter based on whatever is entered into the search area.
• Select Text filter WebPart and enter the desired text to enable the data filter
• Select Current user filter if you want information about a logged in user
• Select Date filter if you want search results to be returned by a particular date
• SharePoint list filter helps to further filter the data within a particular list

Configuring these filters

• Include list and filter on the same page
• Edit page
• There is a small downward arrow by the query filter string you added, click on it and select edit webpart
• Enter the following: “Query filter string name”, “Query string parameter name” and If necessary, enter a default value
• Click on ok
• Toward the right side of the added list there is small downward arrow, click on it. Hover your mouse on the connections menu, and hover it again over ‘get filter value from’, and click ‘query string filter’. A pop-up will be opened
• Ensure that those pop-ups are not obstructing anything on your browser.
• The 6^th step talked of above will open up a pop-up : Contained in the pop-up is a drop down is the consumer field name, select one and also select a field name to which the filter would compare the value to
• Click on ‘finish’

This will link the query string filter you have chosen with SharePoint list. Put the query string in order for you to be able to browse the page. Here is a sample format of the query string.

<>?EmpID=<>

if you desire a wildcard filter, just add ‘*‘ to your search value, like this

<>?EmpID=*<>*

If you have any questions on filtering SharePoint list Data, please add your comments below. We will try to help you out!

Metadata Navigation and filtering feature that are available in SharePoint 2013 and 2016 are Highly efficient ways of filtering your list and library content. See the details below to understand how this can be implemented.

For configuring this feature, all you need is just activating the “Metadata Navigation and Filtering” feature in SharePoint.

1. Steps to Activate this feature

Site Actions-> Site Settings – >Manage Site Features – > Search for Metadata Navigation and Filtering feature – > Click Activate

2. Activating this feature helps to prepare your filter plan

This is no big deal. Rather, it is all about the parameters that define your filtering. For example i need to filter the document library using the following parameters

• Filter the library using the created user
• Filter the library of list using the modified date.
• Filtering the document library using content types
• Filtering the document library using the custom category column in the list etc.

3. Setup the list or library to support Metadata navigation and filter.

Go to the list – > List or Library settings – >  Under general settings click on Metadata Navigation settings

4. Select the hierarchy columns and select the key filter column based on your needs. Click OK

These settings are necessary, as you get to select the type of parameter needed for your content filtering in the process.

5. Now go to the list and you can see the filter at the left hand side.

This is an easy way to filter SharePoint list or library contents.

1. SharePoint Structured Navigation.
2. SharePoint Managed Navigation

SharePoint structured navigation is the easiest navigation type of navigation because it saves you a lot of time, and it has lots of features like targeting the navigation element to a specific user as well as adding of link and sub links etc.

So why do I still have to go for managed navigation since the structured navigation is very easy to use. The answer is very simple. The managed navigation has got lots of advantages when comparing it to structured navigation. Here are some of those advantages.

1. If your requirement is to have more than two levels of navigation element you have to use managed navigation.
2. Managed navigation can be integrated with search and pages so the navigation term can be able to search.
3. Ability to create friendly urls is an amazing advantage of managed navigation. Using this you can create your own custom url and target it to a page.

One of the disadvantage of using Metadata navigation is that, we can use a metadata navigation term with only one site collection.

One other important questions is, is it possible to make this security based? Yes we can make each navigation element to show up for the users who have permission to the target location of the navigation.

Follow these steps to help you get this done.

Go to term store – > Select the navigation term – > At the right side click on Navigation tab – > Select the radio button for Term driven pages with friendly urls.

Click OK

After the above configuration, click on Term Driven pages tab and customize the friendly url of the page the map it with the target location using the target page settings.

This configuration will make this navigation permission driven, only users with permission in the target sub site will be able to view it in the top navigation.

Are you aware of the fact that you can store up to 30 million items or files in a SharePoint list or library? Yes, it is true. However, there is 5000 items limit in a single view for lists.

For very large lists with a large number of data, the list view threshold is 5000 items.

Here in this article, we discuss a few steps to understand and overcome certain errors while managing large lists and libraries.

Read on.

[toc]

10 Easy Ways To Manage Large Lists and Libraries in SharePoint

Below mentioned are the best possible ways to manage large lists and libraries in SharePoint.

1. Use Modern View

The modern view in SharePoint is the best to display a large number of items. The classic experience has fewer errors when compared to the modern view but often the modern view is more recommended.

2. Add indexes

Filtering or sorting a column that doesn’t have an index, may encounter errors. 

Add an index manually from List Settings > Indexed Columns. 

Automatic index creation in the modern experience is limited to lists and libraries with less than 20,000 items. 

Indexes are automatically created in the following two situations: 

• When saved views have columns used for sorting or filtering. 
• When sorting in the modern experience.

3. Edit the list view

Edit your list view if an error occurs when working with a large list.

• First sort by the column and Then sort by the column, select None.
• First group by the column and then group by the column, select None.
• For all columns in the Totals section, select None.
• From the Columns section, clear all but one column for display.

4. OneDrive Sync

When the large SharePoint libraries are allowed to synchronize with OneDrive it might sometimes the connection breaks and it may lead to unexpected errors.

5. Calculated Columns

When you try to create calculated columns on lists with very large data, most it can become unresponsive and finally become an error.

6. Custom Made Views

Certain custom-made views other than normal views can result in error messages or misconfiguration. Try to hold a very small number of items in each view.

7. Bulk Edit

When a user tries to edit the metadata for multiple files by selecting most of them, then it can reach the threshold limit and become an error.

8. Apply Unique Permissions

When a user tries to create unique permissions for a list or library that contains more than 1,00,000 items. SharePoint won’t allow breaking the permissions on a list or library with more than 1,00,000 items. If it is forcefully done it will prompt an error.

9. Renaming Large Library

When a user tries to rename a large library or folder that contains a large number of items i.e., more than the view threshold limit. It will show an error message that the library cannot be renamed.

10. Reorganize Large folders

When a user tries to move or reorganize libraries with a large number of documents or images it may lead to an unexpected error.

The small widget like webparts and texts in pages are quite simple as even a small child can manage it with ease.

However, when things are really simple it can somehow become messed up. Widgets or texts can actually get deleted easily by small mistake and you might not even notice that change.

This article will help you concentrate on edits and how to recover if anything is accidentally lost by mistake.

Restore the texts/webparts before publishing

If you accidentally deleted a webpart or changed the layout while editing the page, you can easily go back to the previous state by clicking the undo button at the top beside the save button. Clicking the undo button will revert the accidentally made changes to the previous state.This should be done before publishing the page.

Steps To Restore And Undo The Changes On SharePoint Pages

Step 1: Click on the gear icon to go to site contents.

Step 2: Then go to Site Pages library. Site Pages library is a library that stores all the pages on that site collection.

Step 3: Find the page you recently published from the site page library and click on the ellipse button to check for version history.

Step 4: Here in the version history you will be able to see all the published versions of that page. Find the version you want to restore and click restore it. You can also delete versions from here.

Step 5: Now restore the version by clicking the popup OK button.

Step 6: Doing up to this stage will only restore the page. Go back to the edit state and republish the page to reflect the restore permanently. After publishing the major version of the restored page will be live.

Step 7: New version 6.0 is the restored version 1.0