Hi, this is Matt and welcome to Collaboration Coach.
This time we're going to look at SharePoint document libraries and focus on sorting and filtering columns.
If you're just getting started with SharePoint,
then grouping and filtering are really useful when you want to group your data and documents
and sort them in a certain way to create a view.
If you want to know more about document libraries then there's a link in the description to the class in my school.
Ok now, let's get into SharePoint.
Sorting is very straightforward in SharePoint.
It works in exactly the same way as Excel.
So you can go to the top of any column in a document library, here I'll take the 'name',
and then you choose the little arrowhead here to drop the menu down
and then I'll choose 'A to Z'.
Now my library is sorted by the name column.
It's as simple as that.
One thing to know here is that sorting is temporary unless you save it.
I'll show you what I mean.
If I sort by the 'modified' column
and choose the sort 'newer to older',
you can see it's changed the items in the library.
Now look what happens if I click away from this page and just go to the home page for example.
When I come back to the assets library
the library is no longer sorted by the modify column.
It's reverted back to the 'name'.
If I want that sort to be permanent I need to save the view.
To do that, I sort by 'modified' again,
and then I'll come to this 'all documents' drop down over here on the right.
Note here that I can see 'all documents' has a little asterisk next to it.
That means that a change has been made to the view that needs to be saved.
To save the view I just drop that down,
choose 'save view as',
and then save.
Now let's talk about filtering.
Filtering allows you to change what you see in the library based on certain metadata.
You can filter by each column individually or many at the same time.
For example, if I want to filter on the 'status' column
so that I only see the folders and files where the status is 'customer ready',
I just go to the 'status' column,
choose the drop down
and then 'filter by',
I'll see a pane open up on the right hand side
and I can choose 'customer ready' by checking the box there.
Then I apply that
and my library is now showing only the files that are marked as 'customer ready'.
You'll see here that there is a filter button.
This is a good way of filtering by more than one column.
When I press the filter button the filter pane opens and you can see that
I've got my library filtered by the 'status' column.
I can change the settings of that filter by unchecking these boxes.
But what if I want to filter by when it was modified too?
I can go to the modify column,
drop the menu down again
but this time I'm going to choose 'column settings' and then 'pin to filters pane'.
This will add the 'modified' column to my filters pane permanently.
Because it's a date column I can use this slider to choose what date range I want to see
and it filters the library as I move the slider.
I can do this with any of the columns so they are always available to me on the filters pane.
If I want to add the status column
then I just choose the ellipsis next to the column name and choose 'pin'.
Now whenever I open the filters pane I'll see those columns.
So filtering is really useful
for changing the way you see the files and folders in your library.
Okay that's sorting and filtering columns in SharePoint.
I hope that was useful
and don't forget to check out my class if you want some more information.
Thanks for watching and I'll see you next time.