Your Complete Guide to the Airtable Views

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Have you ever wanted to take your spreadsheet data and organize it differently? Are you tired of only viewing things as tables and charts? If so, then this is the blog post for you! In this post, I am breaking down the different airtable views and how you can use them in your digital systems this year.

Before we get into this post, if you haven’t already checked out my overview of Airtable, then you’re going to want to start here. That is where I break down the basics of Airtable and why it’s one of my favorite digital organization tools.

Imagine all of the Google Workspaces tools bundled up into one fantastic tool! Before you get started, you’re going to want to create an Airtable account. 

Here is my Airtable referral link for you.

Now, let’s get into these Airtable views so that you can rock your digital organization this year! 

1: Grid

This is the standard view on Airtable. It’s a spreadsheet, but really, it can do so much more! Not only can you organize your information by sorting it, but you can also group the information based on whatever you want! 

How I Use Grid View

This view is great for when planning units. I have the table grouped by unit, so everything is together and in order! I also use the grouping feature when I want to group my grade book by class or by each test so that I can see trends in the data without having to copy and paste it into 100 different spreadsheets and charts. 

2: Form 

The Airtable form view is great for when you want to quickly enter the data and not get overwhelmed by all the other information that’s there.

How I Use Form View 

I use this view to help me collect information from parents, and then it goes right to a grid view where I can group the information by student, class, etc. I also use it for when I am tracking student conferences and just bookmark the form right onto my phone’s home screen. 

3: Calendar

This view takes your spreadsheet and displays it on a calendar for you (obviously!). This only works if there is a date field on the original spreadsheet. What’s cool about the calendar view on Airtable is that it automatically updates the record when you drag and change the date in the calendar view. 

How I Use Calendar View

The calendar view is great for when you are pacing out your units. I love that you can just drag and drop, and the date automatically changes on the record. No more changing things in one place and then forgetting to change them in another! 

4: Gallery

In the Airtable Gallery view, think of a visual for all the things! One of the field types on Airtable is attachments, where you can upload images. This gallery view organizes those images so that you can see what is there. 

How I Use Gallery View

When you are getting to know your students, take pictures of each of them and upload it to their student information on your Airtbale base. When you have a sub, share that base with them so that they can know your students, too!

5: Kanban

Think of Kanban view as grouping with categories. With this view, your records are displayed as cards and you can see just the information that you want by choosing what is on each card. 

How I Use Kanban View

I love using this to see what has been taught and what needs to be taught. Like the calendar view, when you click and drag it to another category, it automatically updates the record in all the other views. I also use this view to manage my daily tasks.

Drop your email below to grab my FREE master to-do list to try out these views on Airtable! 


The five free views of Airtable are:

1: Grid. I use this for the basics. It is your typical spreadsheet, but you can do so much more: group by unit or class, sort by grade, and even do some calculations!

2: Form. I use this when I want to send something out for others to complete. 

3: Calendar. I use this when I am pacing out the unit. I prepopulate days off and can gauge how long certain units are.

4: Gallery. This is great to upload images of your students. You can view each record as an image card.

5: Kanban. This is great for sorting. I also use this to organize my to-do list by dragging and dropping each record based on status.

There you have it my friends! All the different views of Airtable in a nutshell!

Don’t forget to snag my free Airtable base by dropping your email above to practice these views! 


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Hi, I'm Alexandra!

I am a fourth-grade math teacher turned elementary tech teacher. I help upper elementary math teachers like YOU get organized digitally and engage students with digital tools. When I’m not teaching, you can find me taking long walks with my dog, Frannie, or travelling (especially to Disney World)!