Creating views allows you to create a different way of viewing your files or items other than the default view. You can create views of your information in your libraries and lists.

Some of the benefits of views include:

  • Information is easier to read.
  • View specific items more readily.
  • Better management of your library or list.

You can have multiple views for many different reasons. You can create them in two different formats:

  • Public view is for all members who have access.
  • Personal view is for information that only you need to view.
NOTE: You can choose to scroll through the create view process or click directly for the instructions to Modify View.

Create a view

A library has a default view called All Documents. A list has a default view called All Items.

The image below shows the library default view. The files are in one large listing. The default view makes it more difficult to locate a particular file, as they may not sort alphabetically. This is especially true for libraries or lists with a lot of information.

  1. In a library, on the Library tab, click Create View.

    If you are creating a view in a list, on the List tab, click Create View.
  2. There are a number of view types available. Choose the option that suits your information. Standard View is most common.
  3. The following view options are available:
    • Enter the View Name and choose the Audience by clicking Create a Personal View or Create a Public View.
    • In the Columns section, choose the columns that you would like in your view by selecting the checkbox in Display, and the Position from Left that they should appear.
    • In the Group By section, you may categorize your information by choosing one or two columns, as well as choosing to show these items as Collapsed into their grouping or Expanded so that all information is visible.
    • Once complete, click OK.
  4. In the library, you can see the new Program View categorized by the Program column.
    In this example, the categories are Collapsed to display the headings of Excel, PDF, PowerPoint, and Word only.

Modify an existing view

Modify View is used to change the settings of an existing view in a library or in a list.

  1. In a library, on the Library tab, there is a section called Current View. If the view name underneath it is the one you would like to modify, click Modify View.

    If you would like to modify a different view, click the Current View drop down, click another view name, and then click Modify View.

    To modify a view in a list, on the List tab, click Modify View. This will modify the currently selected view. If you would like to modify a different view, click the Current View drop down to choose another view, and then click Modify View.
  2. From here your options will be similar, you can choose to:
    • View certain columns.
    • Sort information by a column.
    • Filter information by a specific criteria.
    • Group your information by a specific column.

    In the example below, there is a Filter option chosen, to see only specific information. In this example, the Word files from the Program column.

    The image below reflects this filter option, showing only the Word files.

    In the example below, the Group By option shows all the file types included in the Program column. The groups can either be Collapsed or Expanded. The image reflects the option to expand the contents to view the files within.

NOTE: The other files are still in your library, but they are not visible in these specific views. These filter and group by options are helpful when you work with particular files more than you do with others or to see specific information only.

If you would like to create a brand new column to organize your views, click Create Column for these instructions.

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