In this lesson, you’ll learn how to:
- Change the view of a SharePoint Online document library using the built-in dropdown menu
- Understand the difference between default and custom views like list, compact list, and tiles
- Create your own view, choosing whether it’s personal or public
- Customize a view by adding/removing columns, sorting, and filtering documents
- Use views to better organize and quickly access relevant files in your document library
By the end of this tutorial, you’ll be able to tailor document views in SharePoint to better suit your work needs.
Transcript
Welcome to our SharePoint online tutorial. Today we’ll be exploring how to use views in your document library. We’ll cover two main topics, changing the view from the library menu and creating a new view. Let’s dive in. Let’s look at how to change the view from the library menu.
Access the library menu by navigating to your document library in SharePoint. We’ll select the Employee Help Center library. Next, click on the All Documents drop down menu at the top right of the library. From the drop down, select the view you want to apply. SharePoint offers several default views like list, compact list, and tiles.
You can also see any custom views that have been created. Let’s select field staff. Note that this view shows only documents that apply to field staff and has excluded any that apply only to office staff. And there you go. You’ve successfully changed the view of your document library.
Next, let’s create a new view. This allows you to customize how you see the documents without affecting other users. Click on the all documents drop down menu and select create new view. Enter a name for your new view. If you want to make a personal view, uncheck make this a public view so that only you can see it.
In this case, we’ll make a public view because we think it will be useful for all other employees. You can customize your view by adjusting the columns, sorting, and filtering options to suit your needs. You can add or remove columns, change the order, and set filters to display only the documents you’re interested in. In this case, we’ll add a filter to show only documents that pertain to office staff. Once you’re happy with the setup, click save.
Now you have a new view that displays your documents just the way you like them. And that’s it! We’ve covered how to change the view from the library menu and how to create a new view in SharePoint Online. Using views can help you organize and find your documents more efficiently. Thanks for watching and happy organizing!