Views

How to see the same entries as a table, board, calendar and more, and save filters, sorting and groups.

A view decides in what shape and under what conditions a database's entries are shown. Changing a view never changes the entries themselves.

Kinds of view

Use + New view beside the tabs to create a named view. Click the current view's name to rename, duplicate, copy its link, edit or delete it. The page's own menu continues to hold page operations.

The settings icon opens View settings. Table settings are organized into Layout, Property visibility, Filter, Sort, Group and Conditional color. Filter and sort shortcuts open the same editors. Change the current view's type under Layout; its saved-view identity stays the same. An unsaved default view keeps separate settings for each layout. On a narrow screen, use the view dropdown and the settings sheet.

Saving a view

• Table settings apply when valid. Numeric widths commit on Enter or leaving the field; dragging commits when released. Close retains valid changes, and Escape returns from a section before closing the settings menu. Invalid input can be corrected or discarded. Other layout editors retain their Apply action.
• An owned personal view saves applied changes automatically. Save status and retry controls show a failed write.
• Changes to a shared view initially affect only your display in this browser. A database manager uses Save for everyone to publish them; Reset changes to saved view reloads the saved settings. Closing settings does not publish shared changes. A compact embedded view keeps display adjustments local.
• Save as a new view keeps an unsaved configuration as a named tab. Duplicate view copies the currently displayed settings, including local changes, without copying entries. Choose New view audience when creating the new view; this does not change the original view or database permissions.
• Rename view changes the saved name without publishing local settings. Copy view link opens the saved view and excludes local adjustments; it does not grant access. Delete view removes only the view, leaving entries intact.
• If a saved view changes elsewhere, review/reset it or save your changes as a new view instead of overwriting it. If browser storage is unavailable, the status indicates that unsaved local changes are kept for this session only. Previously stored browser settings can be recovered explicitly into a new personal view.

Deleting a property or one of its choices takes it out of every view that used it: its columns, filters, sorts, groups and form questions. A board grouped by a deleted property is grouped by another choice property instead, or asks you to pick one when none is left; other views are ungrouped. A view whose settings still do not fit shows Needs reset. Set it up again from the default view and save.

Property visibility includes search and a visible-property count. Each column keeps its own width, calculation and file-image controls. Sort priority can be changed with the up/down buttons. Sorting from a column menu makes that column the first priority and keeps the other sort rules.

At the end of the property list in property visibility are Created by and Created time. Turned on, they show who made each entry and when as columns of that view's table, without a property for them, and on the cards of a board, list or gallery. They cannot be edited, and the time reads in the viewer's time zone to the minute (for example 2026-11-03 14:46). Like other columns, they take a width, a place in the order and freezing.

Filters and sorting

• Add filter adds a condition: equals, does not equal, contains, greater than, at least, less than, at most, is empty, is not empty, and for dates Overlapping dates.
• A date condition can be measured from a specific date or relative to today, such as yesterday, tomorrow, 7 days ago or in 30 days. Me (viewer) in a person condition becomes whoever is looking.
• A condition on Created time, or on a created time or last edited time property, takes a date and time to the minute with Before, After, On or before, On or after, Is empty or Is not empty. A Created by condition takes Me (viewer), as a person condition does. Both work in views that do not show those columns.
• Several conditions combine with All conditions (AND) or At least one condition (OR); Add condition group nests them like brackets.
• Add sort picks a property and ascending or descending. With several sorts, the upper one comes first.
• Created time, Created by and Last edited time can be sorted on even when the database has no such property; Created by sorts by name. Without a sort, entries show in the order they were made, and entries with the same sort value keep that order too.

Table

• A column header offers sorting, hiding and Freeze columns up to here. Drag a header to reorder and its edge to resize.
• Table view settings sets which columns show, their order and width, Wrap cells, Freeze columns and a summary per column (count, sum, average). With groups, each group has its own summary.
• Group: besides title, text, number, checkbox, select and status, a table groups by a relation, person, multi-select or date. An entry with several values appears in the group of each. Dates fall in periods chosen under Group dates by (day, week, month, quarter or year), by month and newest first to begin with. Choose Sort groups (ascending, descending or manual) and Show empty groups, and set each group's visibility and order; moving a group makes the order manual. A manual order keeps the first 200 groups. Each group shows its first 20 entries, and Show more opens the rest. With many groups, the later ones open with Load items. Click a group's heading to fold or unfold it. A fold stays in this browser only; to hide a group for everyone, turn off its visibility.
• Pictures in a files property show as thumbnails in the cell in their own shape (never cropped). A cell's pictures sit in one row; with more than four, three show and a +N tile counts the rest. Under Property visibility in Table view settings, set a size and alignment per property, or pick File names only (파일 이름만) to turn the thumbnails off. Click one to page through them large. This lines pictures up in rows and cells, as a planning document often needs.
• Color rules: paint the Entire row or One property with a background or text colour when a condition matches. Upper rules win, and a view holds up to 10.
• Click a cell to edit its value in place.

Board, list and gallery

• Board: split columns by a Group property (status, select and so on), and once more by a Subgroup if needed. When grouping by a date, choose Group dates by day, week, month, quarter or year. Dragging a card to another column changes that value. Set the group order and visibility, hiding empty groups, the cover image, card size and which properties show on cards.
• List: set groups and subgroups, showing empty groups, showing property names and wrapping titles.
• Gallery: Card preview uses the page cover or the first picture of a files property; also set card size, fitting images, showing card titles and groups. A card's ⋯ opens the entry, edits its property values, duplicates it or moves it to the trash.

Calendar and timeline

• Calendar: choose a Start or date range property and, if needed, an End property. Set month or week, the first day of the week, weekends and entries without dates. Drag a card to another day to move it with its length kept, or drag its ends to change the start and end dates.
• Timeline: choose start and end properties and a Scale (day, week, month, quarter, year). Drag a bar, or move and stretch it a day at a time with the arrow keys. With a Parent item relation and a Dependency relation, parents and the order of schedules show too, and overlapping schedules are marked.

Chart, feed and map

• Chart: pick the chart type (vertical bar, horizontal bar, line, donut), the Category property and the Aggregation (count, unique count, sum, average, median, minimum, maximum). A Series property splits it, stacked or normalised to 100%. Aggregations cover every entry your permissions and filters allow, and every value is also in the table under the chart.
• Feed: shows entries one after another with body previews and comments. Without a sort, the newest entries come first. To read recently edited entries first, sort by Last edited time.
• Map: choose a Place property and entries with a latitude and longitude appear on the map. Entries without coordinates stay in the list under the map. Set the background, zoom level and centre.

Editing values on cards

On board, gallery, calendar, timeline, feed and map cards you change property values without opening the entry.

• Press a value shown on a card: the entry's properties open beside the card, with the cursor in the value you pressed. From the keyboard, use the pencil button next to the property's name.
• Edit property values in a card's ⋯ opens every property, including those the card does not show.
• A changed value is saved at once, and the card moves to the column or date that matches it. If the value takes the card out of the view, the panel stays open and you can go on editing.
• Esc or a press outside the panel closes it. A value being typed is saved before it closes. If a value could not be saved, the panel stays open: save it again or undo it, then close.
• On a phone the panel comes up from the bottom of the screen. Computed values such as formulas and rollups, and Created by and Created time, cannot be edited; without edit permission you only see the values.

Colouring cards

Board, list, gallery, calendar, timeline, feed and map view settings have Color rules too. A rule paints the Entire card, or the value of One property shown on it, with a background or a letter colour, when the card matches its condition. A rule such as "region is TH → orange background", for instance, tells one country's schedules from another's. As in a table, rules higher in the list come first. Rules belong to the view, so they stay when a saved view changes its type.

Database view blocks and dashboards

• Insert /database view in a page body and pick a database: the database stays one, and this block has a view and filters of its own. Drag the bar under the block to change its height, and use Open source to go to the database.
• /dashboard makes a row of two database view blocks side by side. Pick a source for each and you see several databases on one page.

See also

• Databases and properties
• Forms and Google Forms
• Blocks and the slash menu