Create and Modify Views in Lists and Libraries

Overview

Views allow you to customize how information is displayed in a SharePoint list or document library. By creating different views, you can choose which columns are shown, sort and filter information, group similar items together, and make it easier to find the content that matters most.

Views do not change the underlying data—they only change how the information is displayed.

There are two types of views:

  • Personal Views – Visible only to you.
  • Public Views – Visible to everyone who has access to the list or library.

Create a New View

  1. Open the list or library where you want to create a view.
  2. Select the current view name (for example, All Documents or All Items).
  3. Click Create New View.
  4. Enter a name for the view.
  5. Choose whether the view will be personal or public (if permitted).
  6. Configure the view settings, such as:
    • Columns to display
    • Sort order
    • Filters
    • Grouping options
  7. Click Save.

The new view will now be available from the view selector.

Note: If the option to create a public view is unavailable, you may not have the necessary permissions.

Modify an Existing View

  1. Open the list or library.
  2. Select the view you want to modify.
  3. Open the view menu and select Edit Current View.
  4. Make the desired changes.
  5. Click Save.

Common modifications include:

  • Adding or removing columns
  • Changing column order
  • Updating filters
  • Modifying sorting or grouping options
  • Setting a different default view

Note: The type of a view cannot be changed after it has been created. If a different view type is required, create a new view instead.

Delete a View

  1. Open the list or library.
  2. Select the view you want to delete.
  3. Open the view menu and select Edit Current View.
  4. Scroll to the bottom of the settings page.
  5. Click Delete.
  6. Confirm the deletion.

Note: Default views cannot be deleted. If you need to remove a default view, first designate another public view as the default.

Common View Settings

Columns

Choose which information is displayed in the view and the order in which columns appear.

Sort

Control the order in which items are displayed. For example, documents can be sorted by name, modified date, or owner.

Filter

Display only items that meet specific criteria.

Examples include:

  • Documents belonging to a specific department
  • Items created this year
  • Documents with a particular status

Group By

Organize items into expandable groups based on column values.

For example, documents can be grouped by:

  • Document Type
  • Classification
  • Academic Year

Totals

Display summary information such as counts or totals for selected columns.

Folders

Choose whether items are displayed within their folder structure or in a single flat view.

Best Practices

  • Keep views focused on a specific purpose.
  • Use filters instead of creating unnecessary folders.
  • Limit the number of columns displayed to improve readability.
  • Create separate views for different audiences or business processes.
  • Use meaningful names so users can easily identify the purpose of each view.

Permissions

The ability to create, modify, or delete views depends on your SharePoint permissions.

  • Most users can create Personal Views.
  • Creating or modifying Public Views typically requires elevated permissions.
  • Only Public Views can be set as the default view for a list or library.
Print Article