Tips for working in SharePoint document libraries – Part 5

Welcome to Part 5 of our tips for working in SharePoint document libraries. Part 4 covered off on the ellipsis and showed you an easy way to attach documents from SharePoint to your emails. Today we’ll introduce you to the concept of views in SharePoint.

Get to know your Views

Views are an integral part of SharePoint and have applications beyond just the document library. For SharePoint administrators, understanding how views work will help you decide how to present the information in SharePoint to your users.

As a user, understanding views will allow you to explore the views that are available to you, as well as suggest ideas for views to your administrator or, if you have permissions, create your own.

Views in SharePoint filter and sort libraries, lists and Web Parts so that the items you see are of particular interest to you, either because you’re part of a specific audience, or the information you’re seeing is based on where you’re at in a process.

Let’s say a company has a library of templates. In that library, documents have been tagged to the department that uses them. A member of the marketing team can see all documents when they are in the “All Documents” view. In this library, views have been set up for each of the various departments:

SharePoint-Document-Library-Views-01

If a marketing team member wants to see their documents, they click on the Marketing view. Sales people click on the Sales view and so on. The ellipsis for the views will show the full list of views available to you and also modify and create view controls for users that have permissions to do so.

The company’s home page is configured with web parts, the building blocks for SharePoint site pages.  The “Company Templates” web part is designed to show the logged in user templates that are applicable to them. When a marketing team member logs in, they see marketing templates on the home page, because they are part of the marketing group. A sales person sees sales templates, because they are part of the sales group.

SharePoint-Document-Library-Views-02

Another handy view in a document library is a “My Docs” view.  Create a view that will only show items created by “me” and when a user logs in, they’ll see only documents that they have created.  This is the basic premise of all views; “Show me items only when they meet a certain set of conditions”.

SharePoint-Document-Library-Views-03

These are just a couple of examples of how to use and interact with views in SharePoint. Views are a fantastic way to deliver content in your document libraries and across your SharePoint Intranet in a targeted way. By designing views that deliver content for specific audiences, your users will have a far more personalised experience, which is great for user adoption.

This article was written using SharePoint Online via Office 365 to demonstrate the current features of SharePoint document libraries. If you’d like to explore how you can improve user adoption for an existing SharePoint site, or you’re interested in moving to Office 365 call us today to find out more.

Stay tuned for our next article as we continue our series on working with SharePoint Document Libraries!

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