SharePoint is a web-based collaborative platform that integrates with Microsoft office. It speedup the business processes along with ensuring the security. In following is an illustration of how it simplifies day to day business.
In the following, we describe how to link two SharePoint lists and show content from two lists in the same view. Read on to know how to link two SharePoint lists.
Steps to Follow for SharePoint Linked Lists
Lists names are “SharePoint 1” and “SharePoint 2”.
SharePoint 1 list is a custom list with Title column:
SharePoint 2 list has same columns as SharePoint 1 List:
Open the SharePoint Designer 2013 and Open the site where you have created the lists, to join the two lists in SharePoint.
Click on “Data Sources” in left and then click on “Linked Data Source”
Then click on Configure Linked Source…
Select our lists in the Wizard and click next.
Chose the “Merge” option, so we can sort and filter the content as one long list:
Our data source is created.
After that create a new “Web Part Page”. I already created and named demo.aspx.
Edit the page in designer
Then click on “Insert” tab in the ribbon, and selected Data View button. You will find “Linked Data Source” in dropdown list under “Linked Source”.
Click “Add/Remove Columns” on top:
You can add or remove columns here. Removed “Modified” column:
Search the “row view” in code for Data View web part. “Row view” contains XSLT that is used to display items:
Added “disable-output-escaping “to above. Setting “disable-output-escaping” to “yes” make the column to render as HTML and not as text.
Then click on “Sort & Group” in the ribbon. It is for sorting on a columns or columns. I sorted the view by Title column:
Then click on “Web Part” in the ribbon and select “To Site Gallery”:
Data View with two lists as data source is saved as web part on the site now. Now open the page. The web part looks like this:
Choice fields are used to combine two SharePoint lists if they are small lists. In this case, instead of creating and joining two SharePoint lists, the values are actually listed in a smaller menu, which appears if you click on the Choice field. Examples of this data include state codes, product availability, customer status codes, etc. – basically data is relatively short and fixed.
But, given how large and complex the data in an enterprise is, lookup fields are the primary way to link lists in SharePoint. For instance, you may have a Customer list and an Orders list, and you will combine these two SharePoint lists using the lookup field to tell you which customer was responsible for placing which order. You could also join these two SharePoint lists with the Product list to view information about the product like its specification, product images, manufacturer details, and more.
What are SharePoint Lists and what are their benefits?
SharePoint refers to a website-based system that uses list databases, workflow applications, and other security features and web parts to help business teams collaboratively work together. SharePoint also enables companies using the platform to control access to data and automate the entire workflow process. Coming to SharePoint Lists, a list refers to any web part within SharePoint that contains content. SharePoint linked lists offer a lot of advantages to users, some of which are detailed below:
Application of multiple metadata fields:
When you use SharePoint, you have the option to apply metadata fields, which makes it a lot easier for you to filter and sort data as required. This is a unique feature of SharePoint lists that isn’t available in alternatives like Microsoft Excel.
Item-level permissions can be demarcated:
Another unique feature of SharePoint lists is that item-level permissions can be demarcated by the user. So, even if you combine two lists in SharePoint, you can make a single row available for viewing to only select people.
Data can easily be exported:
SharePoint also gives users the option to export their data to Excel from SharePoint at any time, by using the ‘Out of The Box’ option, just in case you would like to continue processing your data in Excel.
Integration with Office 365 tools:
SharePoint lists also support a number of Office 365 tools. This expands your capabilities by allowing you to utilize your data for various business-related tasks.
SharePoint lists allow users to restore to previous versions even if you link two SharePoint lists and close the file and then reopen it, given that all the changes you work on are recorded. Although keep in mind that this feature will need to be manually turned on in SharePoint lists, however, it is turned on by default in the online version.
SharePoint Lists offer a number of beneficial features for businesses. So, learn how to create a list in SharePoint to access the many benefits that it offers.