Manage List Data in a SharePoint 2010 Datasheet View

Datasheet views in SharePoint 2010 are great for performing bulk updates on list items and document properties in a library. A Datasheet view displays a list in a spreadsheet. Datasheet views work only in Internet Explorer browsers.

With Datasheet views, you can

  • Support most column types including Text, Choice, Date, Number, and lookup columns. Datasheet views don’t work with Rich HTML columns. Additionally, not all column features work as expected in a Datasheet view. In short, when Datasheet views work, they work great. You just have to test your column types before getting overly ambitious.

  • Use the arrow keys to move around in the view like a spreadsheet.

  • Copy and paste values, which is another great way to make bulk updates to a list.

  • Right-click a column heading to display additional options, such as hiding the column or setting the column’s width.

  • Create a Datasheet view on the fly from any Standard view by clicking the Datasheet View button in the List tab on the SharePoint Ribbon.

  • Drag and drop the columns in a Datasheet view to reorder them.

A Datasheet view is a great way to quickly change the content type of a list item or document. Just add the content type column to your Datasheet view.

You create a Datasheet view just like you create a Standard view, although you have fewer configuration options. You can sort, filter, display totals, and set the item limit on Datasheet views.

Here is a Contact list in a Datasheet view. If a column can’t be edited because of the column’s data type, the message Read-Only appears in the lower-right corner of the datasheet. The message Pending Changes appears in the lower-left corner when updates are made to the database.

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Depending on which Office applications you have installed, you may be able to access additional options for managing list data in Datasheet view. You can access these options by clicking the task pane in the far right of the Datasheet view. This pane shows options for working with the list in Microsoft Access and Excel.

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