SharePoint Document Library Views [Create, Edit, Delete]

In this SharePoint Online tutorial, we will discuss views in the SharePoint document library and what is a view in the SharePoint document library and so on as listed below:

• Create a View in SharePoint Document Library
• Edit the Current View in SharePoint Document Library
• Change the Default View in SharePoint Document Library
• SharePoint Document Library View Specific Folder
• SharePoint Document Library Tree View
• SharePoint Document Library View Permissions
• Delete a View in the SharePoint Document Library

Also, Read: SharePoint Document Library Check in and Check out

SharePoint Document Library Views

Views are probably one of the most powerful features of SharePoint. The default view, created by SharePoint, is called ‘All Documents’ in libraries. The list can be displayed in three distinct ways as listed below.

• List: In the list, we can view the items and their details in list form as shown below.

• Compact List: Here, we can view the items in a compact list as shown below.

• Tiles: In these Tiles, we can view the items and their details in the Tiles preview as shown below.

Create a View in the SharePoint Document Library

Here, we will see how to create a view in the SharePoint document library.

• Open a SharePoint document library (Installation + Tutorial). Expand All Documents -> Select Create new view.

• In this Create view window, we can get various options as listed below:
  • View name = Provide view name as per the need (Installation & Tutorial).
  • Show as = We have selected Gallery.
  • Visibility: Select to Make this a public view.
• Click on Create as shown below.

• Again expand All Documents -> Select the view, that we have created (Installation & Tutorial).

• Now, we can see our SharePoint document library in Gallery View.

This is how we can create a view in SharePoint Document Library.

Check out: SharePoint Calculated Column Today [With Various Examples]

Edit Current View in the SharePoint Document Library

Here, we will see how can we edit the current view in the SharePoint document library.

• Open a SharePoint document library (Installation + Tutorial) -> Expand the All Documents -> Select the view, that we have created (Installation & Tutorial).

• Now, expand Installation & Tutorial -> Click on Edit current view.

• In Edit View window opens up with various options as listed below:
  • Name: Provide a descriptive name so that the user will know what to expect when they click this link.
  • Web address of this view: Change the web address as per the need. We have changed this to Tutorial.
  • Make it as default view: Select as per the need (as it applies to public view only).
• Click on the OK button.

• Now, we can see the changes that we have done are shown below.

• Columns: Here we can change the position of the columns from the left side and also show or hide them in the view of this page. For Example, we have to change the position of ‘Installation & Tutorial’ from 5th to 4th.

• Here, we see the change that we have done.

• Sort by: In Sort by we can arrange columns in the following ways.
  • Show items in ascending order = In this column, items will be arranged alphabetically or in serial order like (A, B, C, or 1,2,3)
  • Show items in descending order = In this column, items will be arranged in descending order like (C, B, A, or 3,2,1)
  • Sort only by specified criteria = In this folder may not appear before items.
• Click on the OK button.

• Now, we can see the items that we have arranged in descending order.

• Filter: It is used to display in a view and just show the data that we want to see. It selects items that match specific criteria. For Example, we have selected ‘Show items only when the following is true’ if we want we change it to show all items in this view as shown below.
• Click on the OK button.

• After applying the filter we can see how it appears.

• Style: From here, we will select the style of view from the list such as Basic Table, Shaded, Default, etc.
• Folder: It specifies whether to see items one at a time or by browsing through folders.
• Item Limit: Here we can provide the number of items to display and also display items in batches of the specified size or limit the total number of items returned to the specified amount.

This is how we can edit the view in the SharePoint document library using various options.

Read Add Templates to SharePoint Online document library

Change the Default View in the SharePoint Document Library

Here, we will find out how to change the default view in the SharePoint document library.

There are two ways we can change the SharePoint Document Library’s default view

• Using Set current view as default
• Using Edit view

Change Default View in the SharePoint Document Library (Using Set current view as default)

• Open a SharePoint document library (Installation + Tutorial) -> Expand the All Documents.
• Select the view that we have created (Installation & Tutorial)
• Choose the view that will appear as our default view. For Example, we have selected ‘Installation & Tutorial’ that we have created.

• Expand Installation & Tutorial -> Select Set current view as default as shown below.

• Now, we can see the default view is changed to Installation & Tutorial.

Change Default View in the SharePoint Document Library (Using Edit view)

• Open a SharePoint document library (MB Documents) -> Expand the All Documents.
• Select the view that we have created (Documents).

• Expand Documents -> Click on Edit current view.

• In this Edit View window, select Make this the default view.
• Click on the ‘OK’ button as shown below.

• Now, we can see the default view change to Documents.

This is how we can change the default view in SharePoint Document Library.

Have a look: How to Calculate Average in SharePoint Online List

SharePoint Document Library View Specific Folder

We will discuss how to view specific folders in SharePoint Document Library.

• For Example, open a SharePoint Online Site (Mitchel Black) home page -> Click on Edit (located at the top right corner).

• In the edit window, click on the + icon (add a new web part in a column)

• A dialog box opens, select Document Library.

• In this Document library window, select a document folder that you want to view (MB Document).

• Now, the specific folder of the SharePoint document library added -> Click on Republish.

• We can see the SharePoint document library view specific folder in the web part.

This is how we can view specific folders in SharePoint Document Library.

SharePoint Document Library Tree View

Here, we are going to discuss the SharePoint document library tree view.

• For Example, take a SharePoint document library (MB Document) -> Expand the Settings -> Click on Site contents.

• In the site content window, click on Site Settings.

• In this Site Settings window, click on Navigation Elements under Look and Feel.

• Now, in the Navigation Elements window, Enable Tree View -> Click on OK.

• In this Settings Site window, you can see the SharePoint tree view under Edit links.
• We are able to expand and collapse items in the library using Expand and Collapse symbol. And also, we are able to quickly find the items we are looking for.

This is how we can enable SharePoint Document Library Tree View.

Read out: SharePoint Online List Version History

SharePoint Document Library View Permissions

We will learn here about the SharePoint document library view permissions.

• For Example, we have taken a SharePoint document library (MB Documents) -> Click on the Settings icon -> Select Library settings.

• Select More library settings under the Library Settings window.

• In this Settings window, click on Permissions for this document library under Permissions and Management.

• In this Permissions window, various permission settings are there as listed below.

1. Grant Permissions
2. Create Group
3. Edit User Permission
4. Remove User Permission
5. Check Permissions
6. Permission Levels
7. Access Request Settings
8. Site Collection Administrator

1. Grant Permission:

• Click on Grant Permissions.
• In this Share ‘Mitchell Black’ window, insert the name of the group -> Click on SHOW OPTIONS

• Expand and select permission level under Select a Permission Level -> Click on Share.

• Now, we can see the added permission in the Mitchell Black Members Group.

This is how we can Grant Permission in SharePoint Document View.

2. Create Group:

• Click on the Create Group.

• This Create Group window has the following options as listed below.
  • Name and About Me Description = Provide a name and description for the group (Mitchell Black Report).
  • Owner = Name of the owner will be displayed (Adarsh K Sinha)
  • Group Setting = Specify who has permission to see the list of group members and who has permission to add and remove members from the group
  • Membership Requests = Specify whether to allow users to request membership in this group and allow users to request to leave the group
  • Give Group Permission to this Site = Here, choose the permission level group members to get on this site

• Here, we can see the created group with the assigned permission levels.

This is how we can create a group in the SharePoint document library view permission.

3. Edit User Permission

• Select a group -> Click on Edit User Permissions.

• In the Edit Permissions window, select/unselect the permission levels as per the needs (selected Read) -> Click on the OK button.

• We can see the changes after Editing the user permissions in the SharePoint document library view.

This is how we can Edit user permissions in the SharePoint document library.

4. Remove User Permission

• Select a Group -> Click on Remove User Permissions, and a dialog pops up saying “You are about to remove all the permissions for the following user or group to Mitchell Black: Mitchell Black” -> Click on the OK button.

• Here, we can Mitchell Black Report group is removed.

This is how we can remove the user in the SharePoint document library view.

5. Check Permissions

• Click on Check Permissions -> Insert a User/Group name -> Click on Check Now.

• In this Check Permissions window, we can see the permission level of Mitchell Black Members.

This is how we can Check Permissions in SharePoint document library view permission.

6. Permission Levels

• Click on the Permission Levels.

• In the Permission Level window, two options are there as listed below.
• Add a Permission Level
  • Here, we can Add a Permission Level with different permissions as per the need.
• Delete Selected Permission Level
  • We can delete a selected permission level only which is created by the user.

This is how we can edit SharePoint document library view permissions.

Delete a View in the SharePoint Document Library

Here, we will see how to delete a view in the SharePoint document library

• Open a SharePoint document library (Installation + Tutorial) -> Expand the All items -> Select the view that you have created (Installation & Tutorial).

• Expand the created view (Installation & Tutorial) -> Click on the Edit current view.

• In the Edit View window, click on Delete and a dialog box pops up asking ‘Are you sure you want to delete this view?’ -> Click on the OK button.

This is how we can delete a view in the SharePoint document library.

Furthermore, you may like some more SharePoint Online tutorials:

• SharePoint Phone Number Validation [With Examples]
• SharePoint Online List Calendar View Color Coding
• How to Change SharePoint Online Team Site to Microsoft Teams
• Add a Link to SharePoint Online Document Library

Conclusion

From this SharePoint Online tutorial, we have learned the views in the SharePoint document library and what is a view in the SharePoint document library, and so on as listed below

• Create a View in the SharePoint Document Library
• Edit the Current View in the SharePoint Document Library
• Change the Default View in the SharePoint Document Library
• SharePoint Document Library View Specific Folder
• SharePoint Document Library Tree View
• SharePoint Document Library View Permissions
• Delete a View in the SharePoint Document Library