Tracy van der Schyff

#Office365Challenge – Creating Grouped views in SharePoint allows you to simulate folder structures which will assist with user adoption. Personal views and public views can be created which makes it even easier for the user to create their own “navigation” structure.

To create grouped views you’ll need metadata. Of course you can already group by Created / Created By etc, but the value add lies in grouping by custom properties for example: Document type. In yesterday’s post we added a custom choice column for Document Types.

To create a view, click on the Library Tab > Library Settings

On the Settings page you will first see the settings, then the columns on the app and the views at the bottom. Click on Create View.

You can copy from different templates, or just copy from an existing view (Start from Existing View), I’m going to copy this view from All Documents.
Give the view a descriptive name, switch file size and checked out to on.
Now scroll down to Grouped by, changes this to Document Type and change your Number of Groups to Display to more than 30 if you have more than 30 Document types (everyone hates the “Next 30-thing”). Save the changes.

This is what your view will look like. Awesome right?!

See you tomorrow for some more on views and meta data.

Overview of my challenge: As an absolute lover of all things Microsoft, I’ve decided to undertake the challenge, of writing a blog every single day, for the next 365 days. Crazy, I know. And I’ll try my best, but if I cannot find something good to say about Office 365 and the Tools it includes for 365 days, I’m changing my profession. So let’s write this epic tale of “Around the Office in 365 Days”. My ode to Microsoft Office 365.

Keep in mind that these tips and tricks do not only apply to Office 365 – but where applicable, to the overall Microsoft Office Suite and SharePoint.