Airtable can be likened to a spreadsheet but with a distinct focus on enhancing productivity for teams and organizations. It goes beyond traditional spreadsheets by introducing a unique feature known as "views," a functionality not typically found in conventional spreadsheets. In this article, we will delve into the essence of Airtable views, providing insights into its purpose and practical usage.
What Are Airtable Views
To grasp the concept of views in Airtable, it's helpful to consider the idea of perspectives. Just as individuals may perceive things differently, Airtable's views provide users with the ability to tailor how they interact with a project management task. These views offer precise control over what information others can access, fostering enhanced collaboration while ensuring the relevance of the program remains intact.
How to Use Views Features in Airtable
Mastering the use of Airtable’s view features is an essential skill that can unlock a wealth of benefits. There’s no excuse for not learning one of Airtable’s key features: the view feature! So, let’s dive into Airtable and explore the various types of views it offers. Understanding how to utilize these different views can significantly enhance your productivity and efficiency. Let’s get started!
Using the view sidebar
The view sidebar serves as the central hub for all your created views. Let's break it down:
Basics of the view sidebar
Step 1: To access the view sidebar, click on "Views" in the toolbar.
Step 2: Here, you'll find a list of all your created views. At the bottom or halfway through, you'll also discover various view options that you can create.
Step 3: Views are typically categorized under "Personal Views" and "Collaborative Views", depending on your settings.
Insert a new view
Step 1: To insert a new view, just click on the type of view you'd like to create, like the "Kangan View". Default views are typically located at the bottom of the view sidebar.
Step 2: After selecting your view type, you can rename it and choose whether it's collaborative or personal. Once you've made your choices, simply click on "Create New View" to finalize.
Step 3: Choose the specific field you want the view to focus on, then click "Done" to complete the setup.
Copy a view
Step 1: To copy a view, navigate to the sidebar and hover over the view you wish to duplicate.
Step 2: Right-click on the view, and select "Duplicate View" to create a copy of the view.
Mark a view as a favorite
Step 1: To mark a view as a favorite, you can either hover over the view, and a star will appear on the left of the view name.
Step 2: Alternatively, users can right-click on the view and select "Add to My Favorites".
Removing a View:
Step 1: To completely remove a view from the view sidebar, right-click on the view and choose "Delete View".
Changing View Order:
Step 1: Find the six-dot icon located to the left of the view. When you hover over it, the cursor will change into a small white hand.
Step 2: Once the cursor changes, click to grab the view and move it up or down to change the order of your views.
Exploring Views via Search:
Step 1: Click on the search field at the top of the view sidebar. Here, you can easily search for existing views.
Minimizing the new view creation section
Step 1: To minimize the view creation section, look for the arrow-down icon next to "Create".
Step 2: Click on the arrow-down icon to collapse the view creation section.
Utilizing the "My views" section
Step 1: For a clear view of your saved views, minimize both the "Create Views" and "All Views" sections.
Step 2: Locate the "My Views" section, which contains views with personal settings.
Step 3: You'll also find all your favorite views listed in this section.
Using the view menu
Changing View Name:
Step 1: Change the view name by hovering over the view you want to rename.
Step 2: To open the context menu, perform a right-click.
Step 3: Select "Rename View" from the context menu.
Step 4: The view name will be highlighted, allowing you to enter the new name for your view.
Duplicating View Setup:
Step 1: Duplicate the setup of a view by right-clicking to open the context menu.
Step 2: Click on "Duplicate View" to create a duplicate of your current view.
Saving View as CSV:
Step 1: To save a view as a CSV file, go to the toolbar and click on the option next to "View" (the option name changes to the currently selected view).
Step 2: Click on "Download as CSV".
Step 3: Choose a location on your computer where you want to save the CSV file of your view.
Adjusting Row Height Settings in Views:
Step 1: Click on the view in which you want to adjust the row heights.
Step 2: In the toolbar, locate the row height icon and click on it.
Step 3: Users can select from four different options to adjust their row heights as needed.
How to Customize Views in Airtable
Airtable's view customization options allow you to tailor your data presentation to your specific needs. You can create different views for different team members or workflow steps. Let's explore the customization options step by step with examples:
Hide Fields:
Click on the view you want to customize.
Select the "Hide Fields" option.
Hide fields to focus only on what's important to you using the toggle bar next to the record. For example, hide unnecessary columns like "Due Date" to streamline your view.
In the same view, click on the "Filter" option.
Filter Records:
Use filters to display only the records you need. For instance, filter records with a "Due Date" due tomorrow.
Group Records:
Next, group records with similar characteristics together. For example, group projects with the same status into sections.
Sort Records:
Use the "Sort" option to arrange records for better visibility. For instance, sort tasks by the nearest deadlines to focus on urgent work first or sort expenses by budget size.
Color Records:
Color coding can help you visually differentiate records. You can use colors to represent different statuses or highlight records with significant budgets.
Tips:
Combine filter, group, and sort options to create a comprehensive view that suits your needs.
Remember that customizations are specific to the view you're working in; they don't affect other views.
Changes made to records are reflected across all views.
Filtering doesn't delete records; it hides them from the current view.
Customization options may vary slightly depending on the view type, but the basics covered in this guide should help you configure views effectively. Experiment with these options to create views that optimize your workflow.
Improve Your Work Performance with WPS Office
Every productivity tool brings something unique to the table, and Airtable excels in fostering exceptional collaboration and project management capabilities. On the other hand, WPS Office stands out by catering to a diverse user base, offering free features that enhance productivity for business owners, students, and project managers alike. It provides a valuable toolset for everyone, completely free of charge. What's more, WPS Office incorporates cutting-edge AI technology that elevates productivity to new heights—a feature well worth exploring.
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FAQs
Q1. Who can see personal views in Airtable?
Personal views in Airtable are exclusive to their creators, allowing only the owner to customize filters, grouping, fields, sorts, and more. They are not visible to other collaborators, making them ideal for individual experimentation with data visualization.
Q2. Can I delete multiple views at the same time?
Unfortunately, Airtable doesn't provide a feature to delete multiple views simultaneously; you'll need to delete each view one by one.
Q3. Can you lock views in Airtable?
Yes, you can lock views in Airtable if you have Pro plan access and creator or owner permissions for a base. Simply select the view you want to lock, click on the view mode button, and choose the "Locked" option to prevent others from editing the view's configuration.
A Blend of Airtable's Views and WPS Office's Power
In this article, you've gained insights into the concept of Airtable views and how to effectively utilize them. Undoubtedly, this feature sets Airtable apart and has the potential to elevate its popularity among spreadsheet tools. While WPS Office offers robust collaboration features, it's worth noting that certain aspects of Airtable's views take collaboration to new heights. To explore the possibilities, consider downloading WPS Office today.
