Create a Grouped View
A SharePoint Online tutorial by Peter Kalmström
 In
a few articles Peter Kalmström, CEO and Systems Designer
of kalmstrom.com Business Solutions, explains how to work
with views. In the demo below he shows how to hide columns
in a view and how to create a view where the items are grouped.
The modern interface has a possibility to group items directly
from the column dropdown, but if you use the classic experience,
or if you want a more advanced grouping, you should use
the ‘Group By’ section in the Create View/Edit View page.
In the modern interface, you can reach this page from the
Library/List settings.
Peter continues to work with the same SharePoint library
as in the Views Introduction
article, so he creates a view that groups the library files
first by year and then by type of document.
Peter also points out the benefits of using views instead
of folders:
- SharePoint views give a better overview.
- In SharePoint you can see how many files or items
each group contains without opening it.
-
 SharePoint
can show and restore earlier
versions of
a file or list item. To do that in folders, you have
to save each version with a different name.
-
 SharePoint
lists have an Alert feature, so that you can have
an automatic e-mail each time the list has been changed.
There are several different options for when this alert
should be sent.
These are all good features, and a grouped view often makes
users feel "at home", as it resembles a file system. There
is however a drawback: you cannot use the Quick Edit view
for a grouped view. Peter talks about that in the
next demo, about default
views, as it might prevent you from making a grouped view
default.
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