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Teams - Filter Your Document Display Tutorial

Learn how to filter and display your documents in a personalized way. Discover how to apply filters by collaborator and view who has added documents.

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Available in Microsoft365

Description

Objectifs :

This video aims to teach users how to apply filters to documents in a time channel under the file table, specifically focusing on filtering by collaborators in Microsoft Office. It provides step-by-step instructions on how to search for and save these filters for future use.

Chapitres :

Introduction to Document Filtering
In this section, we will explore how to effectively filter documents within a time channel under the file table. This functionality is particularly useful for users who need to manage and locate documents based on specific collaborators.
Applying Filters to Your Document
To filter your documents, follow these steps: 1. Navigate to the time channel under the file table. 2. Click on the 'Modified by' filter option located on the right side of the screen. 3. A list of individuals who have modified the documents will appear. 4. You can search for collaborators by their names or email addresses.
Selecting a Collaborator
Once you have located the desired collaborator from the list: - Click on their name to select them. - After selection, click on 'Apply' to view the documents modified by that specific person. This will generate a list of all relevant documents.
Saving Your Filtered View
If you find yourself using this filter frequently, you can save it as a view: 1. Click on 'All Documents' and then select 'Save As'. 2. Give your view a descriptive name. 3. Decide whether you want to make it public or keep it private. 4. This saved view will be accessible in the dropdown list of view options, allowing for quick access to your filtered documents.
Additional Filtering Options
The filtering option is also available for all columns within the document management system. This flexibility allows users to customize their document searches based on various criteria, enhancing productivity and organization.
Conclusion
In summary, applying filters to documents based on collaborators is a straightforward process that can significantly improve document management. By saving frequently used filters, users can streamline their workflow and enhance their efficiency in navigating through documents.

FAQ :

How can I filter documents by a specific collaborator?

To filter documents by a specific collaborator, click on the 'modified by' filter option on the right side of the screen. You can then search for collaborators by their names or email addresses. Once selected, click 'apply' to view the documents modified by that person.

Can I save my filter settings for future use?

Yes, you can save your filter settings as a view. After applying your filters, click on 'all documents' and then 'save as.' Give your view a name and choose whether to make it public or not. This saved view will be available in the dropdown list of view options.

What happens if I want to see documents modified by multiple collaborators?

The filter option allows you to select individual collaborators one at a time. If you want to see documents modified by multiple collaborators, you will need to apply the filter for each collaborator separately.

Are filters available for all columns in the document list?

Yes, the filter option is available for all columns, allowing you to customize your document view based on various criteria.

Quelques cas d'usages :

Project Collaboration

In a team project, members can use the filtering feature to quickly find documents modified by specific collaborators, ensuring they are reviewing the most relevant updates and contributions.

Document Management

Managers can apply filters to track changes made by team members, helping them to monitor progress and accountability in document revisions.

Archiving and Reporting

When preparing reports or archiving documents, users can filter by collaborators to gather all relevant files associated with a specific team member, streamlining the documentation process.

Training and Onboarding

During training sessions, new employees can learn how to use the filtering options to find documents relevant to their roles, enhancing their understanding of the collaborative tools available.

Glossaire :

Chanel

A channel in the context of file management refers to a specific area or category where files are organized and accessed.

Filtres

Filters are tools that allow users to narrow down the displayed documents based on specific criteria, such as the creator or modifier of the files.

Collaborateur

A collaborator is an individual who works together with others on a project or document, often having access to edit or modify the content.

Modifier

To modify means to change or alter a document or file. In this context, it refers to the individuals who have made changes to the documents.

Vue

A view is a saved configuration of filters that allows users to quickly access a specific set of documents based on their chosen criteria.

Colonne

Columns refer to the vertical divisions in a table or list that categorize information, such as document names, creators, or modification dates.

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