Task List Views

Like with everything else in SharePoint, task list views can be customized and displayed in several different ways, including timeline views, Gantt chart views, simple lists, spreadsheets, Access, and calendars.

Customizing the Timeline View

Add to TimelineTo customize the timeline view, select the view and click on the “Timeline” tab at the top. This tab allows you to adjust settings like font sizes and date format. You can also select which labels are shown on the timeline.

The timeline view only shows major tasks, so some tasks may not be visible.  Add a task to the timeline by clicking on the check mark to the left of the task to select it, and then click “Add to Timeline” under the tasks tab.

Custom Task List ViewsCustom Task List Views

To create a custom task list view, select the task list and then click on “Create View” under the “List” tab.

Select the type of view you would like. Name it, and select the columns that should be visible, the order of those columns, and any filtering or grouping that you need.

Change the Task List Settings

Task List SettingsTo change list settings, select the list; and under the “List” tab, choose “List Settings.” You’ll need to have the right level of permissions to view this. There are many options available, but here are the highlights.

  • Versioning settings- turn versioning on or off and enable or disable content approval
  • Advanced Settings- Read and edit access*, attachments, search results, and offline availability.
  • Validation Settings – Enforces standards for data in tasks
  • Permissions- Determines who can view, edit, or delete tasks.
  • Delete- Delete the list

*The read and edit access buttons are particularly useful. If the list aggregates tasks from several people or groups, you may not want everyone to be able to see or edit their coworker’s tasks.  Also, if the page is visible to clients, you can limit their ability to make changes.

A little lower down you’ll see “Create column”, and “Add from existing site columns”.  You can add your own custom fields and edit and delete existing columns to customize which data is required or optional when adding a new event.

Person or Group column type

Task List Column TypesMost of the options for customizing a task list are fairly standard, but one of note is the “Person or Group” column type.

By default, task lists have an “Assigned To” column for selecting who from the SharePoint user base should complete the task. You can add an additional “Person or Group” column type for a manager, coworker, customer (if they are in the system) or anyone else who should be included.

After selecting “Person or Group” the options for the new column will change to include what is listed in the graphic to the right. The list of choices can be anyone in SharePoint, or members of a certain SharePoint group.

SharePoint Tasks Help

See the other posts in my SharePoint Task Series


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