SharePoint (Modern Sites) - Use the filter pane in a library Tutorial

Learn how to use the filter pane in a library to quickly and easily sort documents. Whether you're new to the library or unsure which documents to look for, this feature will help you find what you need. Enhance your SharePoint experience with this valuable tool.

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Description

Objectifs :

This document aims to provide a comprehensive guide on how to effectively use the Filters pane in a SharePoint document library, specifically for the English sales department. It will cover how to sort documents, apply filters, and customize the view to enhance document management and retrieval.

Chapitres :

Introduction to SharePoint Document Library
In this section, we will explore the purpose of the SharePoint document library dedicated to the English sales department. As a new user, understanding how to navigate and utilize this library is crucial for efficient document management.
Using the Filters Pane
The Filters pane is a powerful tool that allows users to sort and filter documents based on specific criteria. To access the Filters pane, click on the designated symbol. This feature enables you to quickly find documents that meet your needs.
Filtering Documents by Date and Type
You can filter documents to view only those created in the last seven days or limit your search to specific document types, such as Word documents. For instance, after applying these filters, you may see documents like the semester budget and KPI presentation, which are pinned at the top of the library and are not affected by the filters.
Adding Additional Filters
While the initial filters allow for basic sorting, you may want to filter documents by the creator or the last modifier. These filters are not available by default and must be added manually. To do this, left-click on the column you wish to add, select 'Column settings,' and then choose 'Add to filter pane.' This action will make the selected column available for filtering.
Customizing Your View with Metadata
In addition to filtering by document type and date, you can enhance your document management by adding metadata. This allows for a more tailored view of the documents in the library, making it easier to locate specific files based on various attributes.
Conclusion
By utilizing the Filters pane and customizing your view in the SharePoint document library, you can significantly improve your document management experience. Understanding how to apply and add filters will help you navigate the library more efficiently and find the documents you need with ease.

FAQ :

What is SharePoint used for?

SharePoint is used for collaboration, document management, and storage. It allows teams to work together on projects, share files, and manage content efficiently.

How can I filter documents in SharePoint?

You can filter documents in SharePoint by accessing the Filters pane, where you can select criteria such as document type, date modified, or other metadata fields.

What are pinned documents in SharePoint?

Pinned documents are files that are highlighted and displayed at the top of a SharePoint library, making them easily accessible regardless of the filters applied.

Can I add custom filters in SharePoint?

Yes, you can add custom filters by clicking on the column you wish to filter by in the column settings and selecting the option to add it to the Filters pane.

What is metadata in SharePoint?

Metadata in SharePoint refers to data that describes other data, such as the author, creation date, or document type, which helps in organizing and filtering documents.

Quelques cas d'usages :

Sales Document Management

In a sales department, team members can use SharePoint to manage sales documents efficiently. By utilizing the Filters pane, they can quickly find recent proposals or contracts by filtering documents created in the last week.

Project Collaboration

During a project, team members can pin important documents like project plans or budgets to the top of the SharePoint library, ensuring that all team members have easy access to critical information.

Custom Reporting

A marketing team can create custom filters to view documents based on specific metadata, such as the author or modification date, allowing for better tracking of document changes and responsibilities.

Training and Onboarding

New employees can use SharePoint to access training materials and company policies. By filtering documents by type, they can easily find Word documents or presentations relevant to their onboarding process.

Compliance and Auditing

Compliance teams can filter documents by modification date and author to ensure that all necessary documents are up-to-date and that the correct personnel are responsible for them, aiding in audits and compliance checks.

Glossaire :

SharePoint

A web-based collaboration platform developed by Microsoft that integrates with Microsoft Office. It is used for storing, organizing, sharing, and accessing information from any device.

Document Library

A location on a SharePoint site where you can create, collect, update, and manage files with other team members.

Filters Pane

A feature in SharePoint that allows users to filter documents based on specific criteria, such as date modified or document type.

Pinned Documents

Documents that are highlighted and displayed at the top of a SharePoint library for easy access, regardless of the applied filters.

Metadata

Data that provides information about other data, such as the author, date created, or document type, which can be used to filter and organize documents.

Available in Microsoft365

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I have just been added to a new SharePoint

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site, a SharePoint dedicated to the

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English sales department of my company.

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I'm using now this new library and I would

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like to be able to sort the documents

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in a much more quick and easier way.

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Because I'm new to the library, I don't

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really know which documents to look for.

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What can I do to help myself along the way?

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Well, in each document library you have

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access to what is called the Filters pane.

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By less clicking this

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symbol I can now filter.

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What if I want to see only the documents

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what you find in the last seven days?

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But also only the word documents.

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And here it is.

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You will note that we can see the semester,

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budget and the KPI presentation

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which are not Word documents.

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It is because these documents have been

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pinned to the top of the SharePoint library,

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so consider that they are

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not part of the filters.

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The most observant of you

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may have noticed an issue.

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Indeed I have.

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Modified.

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Which I can filter the type of

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document that I can filter.

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But what if I wanted to filter by the

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people who created the document or by

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the people who modified the document?

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Where are these filters?

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Well, they are nowhere to be found at first.

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You have to add them manually.

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How can you do so?

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Simply left click on the column you wish

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to add to the Filter *** column settings.

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Bin to filter Spain.

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And instantly.

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It appears at the top of the list.

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You can now use each and every different

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column should you wish to add metadata.

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For example,

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you could also add them

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to the field to Spain.

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