Join Mark Abdelnour for an in-depth discussion in this video Create views, part of SharePoint Online: Managing Documents.
- [Narrator] SharePoint Views allow you to see SharePoint lists and libraries in different ways. They act as custom visual representations of SharePoint data and allow people to see those items that are most important to them or that best fit a purpose. With that said, if you're new to SharePoint online then you would have noticed some fairly stark differences between it and earlier versions of SharePoint. Let's take a look at Views here in this document library called Marketing Materials.
You can see in the Command Bar that the View options are now in a different spot entirely. They're now on the right side of the tool bar in the Command Bar and it currently says 'All Documents' which is the default view that we've landed on here in this library. My goal in this video is to create a view where all my documents are sorted from newest to oldest based on the last modified date. In addition, I'd like all the documents grouped by region rather than a simple dump of all the documents as seen here.
Step 1. Let's move to the 'All Documents' dropdown. Here we can see that there are several options presented. The first tells us that by default we are in List View. There are other options like a Tile View, View in File Explorer, and just below that are three views that are available to us in this library. First we have All Documents, again the default view. Then we have two custom views that I created, one called Flyer View which will only show those documents that have been designated as Flyer's and Last 7 Days that will show us all the documents that were modified in the last seven days.
To create a new view we wouldn't go to this drop down, at least not right now. Instead, we would go and customize the library somewhat on the fly and then save the view under a new name. Let's take a look. First, I'd like to sort these documents by the last modified date with the newest at the top. Here I'll move to the Modified column header, click on the drop down arrow and here I can click on Newer to Older.
So now the files are sorted with the newest files at the top. The other thing I'd like to do is group all these documents by region. To do this, I'll go to the Region drop down column header and here I'm going to click on Group by Region. Now we can see the view is grouped by the various regions available in this library. Here we can see there are two files under Africa, one under Asia, and then we have six documents under Australia/Oceania.
So the documents are now grouped appropriately and ordered appropriately by last modified date. There's one more thing that I'd like to do. I'd like to hide a couple of columns. Now at the very right side of this library we can see a plus sign. I'm going to go ahead and click on it. This gives us an option at the very bottom to show or hide columns. I'm going to go ahead and click on that option. This displays all the various columns that are currently available in the library, all the ones with check marks are those that are currently showing.
I'm going to disable the last three. The top of this pane you're going to see an Apply option. I'll go ahead and click that and now you can see that the library view has been updated. Now the last step in saving this video is to return to the Command Bar where it currently still says All Documents. After clicking on it we can see at the bottom of this drop down two options, one's called Save view as and the last one is called Edit current view.
I'm going to click on Save view as. It allows me to name the file so I'll click within this window, select the text and type out Group by Region. Now below this field you will see an option that says Make this a public view. By default, this is enabled. Now that's because my permissions allow for this functionality. What this feature does when enabled is make the view that I'm creating available to anyone who has access to this document library.
Should I disable this option, now this will be a personal or private view that only I will be able to see. I'm going to go ahead and click Save and now you can see in the Command Bar that it's been updated and it currently says Group by Region. If I return to this drop down you'll see that the other views still exist. We still have All Documents, Flyer, Group by Region and Last 7 Days. The last thing to discuss in this video is how do you go about editing an existing view or how do you go about deleting an existing view? So with the view selected, in this case Group by Region, I'm going to go down to where it says Edit current view.
This loads the traditional view configuration window where I can go through the various options to make changes or I can go ahead and click on Delete and that will remove the view from the drop down.
- Accessing SharePoint Online
- Creating and working with documents
- Editing documents
- Sharing files
- Creating document views and document pins
- Searching and filtering
- Exporting to Excel