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Display sorted or filtered items

You can display sorted or filtered items by storing the criteria for the sort or filter in a custom view. Sorting items orders them alphabetically or numerically. Filtering items displays only items that meet the criteria you specify.

1. On the page that displays the list, library, or discussion board, click Modify settings and columns.
2. Under Views, do one of the following:

   Change an existing view

   • Click the view name in the View (click to edit) column.

   Create a view

   1. Click Create a new view.
   2. Click the type of view you want to create.
   3. On the Create View page, in the Name section, type a name for the view.
   4. If you want the new view to be the default view, select the Make this the default view check box.
3. Do one or both of the following:

   Sort items in the view

   1. On the Create View or Edit View page, in the Sort section, click the column you want to sort by in the First sort by the column drop-down list.
   2. Click Show items in ascending order or Show items in descending order.
   3. Click the column you want to sort by next in the Then sort by the column drop-down list.

      If you don't want to sort by a second property, click None.

   4. Select Show items in ascending order or Show items in descending order.

   Items will be sorted in the order you selected.

   Filter items in the view

   1. On the Create View or Edit View page, in the Filter section, click Show items only when the following is true.

      If you don't want to filter the list, click Show all items in this view.

   2. In the first drop-down list under Show the items when column, click a column for the first property on which you want to filter.
   3. In the next list, click one of the following operators to apply to this column:
      • is equal to    Includes items with a value that exactly matches the value provided in this filter.
      • is not equal to    Excludes all items matching the provided value.
      • is greater than   Includes all items with a value for the column that comes after the provided value sequentially in a numeric or alphabetical list.
      • is less than   Includes all items with a value for the column that comes before the provided value sequentially in a numeric or alphabetical list.
      • is greater than or equal to   Includes all items with a value for the column that comes after the provided value sequentially in a numeric or alphabetical list, and any items that match the provided value.
      • is less than or equal to   Includes all items with a value for the column that comes before the provided value sequentially in a numeric or alphabetical list, and any items that match the provided value.
      • begins with   Includes all items that begin with the provided characters.
      • contains   Includes all items that contain the provided characters in the order provided.
   4. In the next box, type a value you want to compare to entries in the column you are filtering on.

      Different columns accept different values. For example, the Created column only accepts values formatted as dates, and other columns might be limited to numbers, letters, or other combinations of characters.

      Note  You can use two special values to specify the current date or the current user. You can use [Today] to filters on a column that contains dates for the current date. You can use [Me] to filter on a column that contains user names for the current user of the view.

   5. In the lists under When column, select a column, operator, and value for a second filter rule.
   6. Select And to include items that match both filter rules, or Or to include items that match either of the filters.

   For example, to display to each team member only those items that he or she created, click Created By in the first list, click is equal to in the second list, and then type [Me] in the box. This creates the statement "Show the items when column Created By is equal to [Me]." Only items created by a user are displayed to that user.

4. At the bottom of the page, click OK.

Related Topics

Create a view

Change the name or file name of a view

About views