Managing Multiple Views In Sharepoint Document Libraries

Why Use Multiple Views

Implementing multiple views in SharePoint document libraries can greatly improve organization and access to stored documents. Carefully crafted views help tailor the library to the needs of different audiences. For example, a marketing team may prefer to see columns and metadata related to campaign status, performance metrics, and content categories, while a sales team may be more interested in customer accounts, territories, and contract statuses.

Improve Organization and Access to Documents

Well-designed views allow library users to filter, group, and focus on documents according to criteria that best meets their needs. For example, views can be created to show only documents related to specific projects, categories, timeframes, authors, status, or other available metadata columns. Views reduce scrolling and information overload by narrowing each user’s focus to what’s most relevant to them.

Tailor Views for Different Audiences

Within a single document library, views can be customized for different teams or roles. For example, a “Marketing View” may emphasize campaign status, content categories, and performance metrics columns, while a “Sales View” might highlight customer accounts, sales stages, and contract statuses. Though all users have access to the same set of documents, views determine the perspective from which they are able to interact with the library.

Example: Marketing Team vs Sales Team Views

The marketing team may utilize views for monitoring campaign performance and asset allocation across programs, events, and channels. Key columns in their view could include campaign name, start/end dates, products, content categories, metrics (clicks, conversions, ROI), and status (active, completed).

Conversely, the sales team view may track deals by account, contract value, contract status, responsible sales rep, territory, close date, and products sold. Though drawing from the same documents, each view surfaces the variables most meaningful to that team.

Creating a New Library View

To create a customized view in SharePoint:

Navigate to the library settings menu and select “Create View”
Choose which columns to show, along with any filters, sorting, or grouping to apply
Give the new view a descriptive name and make it publicly available or private as needed
Click “OK” to save the view for use in the library

Navigate to Library Settings > Create View

The library settings menu contains options for configuring views and their available columns, filters, and settings. Select “Create View” to begin building a new perspective, starting with choosing visible columns.

Set Columns and Filters

Select which document properties and metadata should be visible in the new view. Common column choices include names, dates, authors, status, categories, projects, priority, location, tags, audience, department, campaign, metrics, product, account, contract status, and more. Additional filters, sorting, and grouping rules can further customize the view.

Save the View

Provide a name that describes the purpose and audience for the customized view. For example, “Marketing Analytics View” or “Northwest Sales Pipeline View”. Optional settings allow you make the view private, set it as default for the library, and enable additional configurations.

Switching Between Views

Once views are created, switching between views provides different lenses into the document library contents and metadata:

Use the “Current View” drop down menu to select desired view
Views can be public or private depending on permissions
Set a default view to determine initial perspective

Select View from Dropdown Menu

A dropdown menu in the library displays available public and private views that the current user has permission to access. Select any view in the list to instantly apply its columns, filters, sorting, and grouping rules to the library.

Set Default View for Library

Library settings allow you to designate any available public or private view as the “Default View”. This view will load by default when users navigate to the library. For example, an “Active Projects View” could become the default to emphasize documents relevant to current initiatives.

Customizing an Existing View

In addition to creating new views, existing public and private library views can be edited at any time:

Edit columns, sorting, filtering, grouping
For example, group documents by status for the sales team
Updates publish instantly without interrupting access

Edit Columns, Sorting, Filtering

At any time, authorized owners can edit a view’s settings like columns, sorting, filters, and grouping. For example, a view could be updated to sort documents alphabetically by customer last name rather than chronologically. Changes take effect instantly without disruption after saving.

Example: Group Documents by Status

An example customization for a sales team view would be grouping documents into columns by their contract status. For example, separate columns for documents in draft status, sent status, signed status, etc. This Grouping provides the sales team an at-a-glance overview of where customer accounts are within the sales process.

Best Practices

Following best practices avoids common pitfalls when designing multiple views:

Name views clearly for intended audiences
Limit number of views to reduce complexity
Set appropriate access permissions on private views

Name Views Clearly

Well-named views communicate who the audience is and why that view is useful. For example, “Engineering Project Assets View” or “2018 Northwest Sales Campaign View”

Limit Views to Reduce Complexity

Too many views can make a document library confusing to navigate and manage. Consolidate filters when possible, and avoid creating multiple views that deliver marginal benefits.

Give Access Permissions on Views

When creating private views limit access only to those user roles that require it. Standard users without view permissions will not be aware private views exist.

Additional Tips and Tricks

Create both public and private views for different access needs
Use calendar views to group by month, quarter, or other date range
Leverage view templates and web part views

Use Public and Personal Views

Public views enable library-wide capabilities that all users can apply and benefit from. Personal views are private, individual views that users can customize for their own context without affecting global views.

Create Calendar Views

Calendar views in libraries automatically group documents by month, quarter, year, and other date ranges in calendar format. This can help relate content to milestones, events, and schedules.

View Templates and Web Part Views

Advanced view customization leverages SharePoint view templates and web part views that provide extended capabilities. Examples include Power BI integration, custom forms, enhanced grouping, and more.