SharePoint list views support a feature called grouping
that enables you to define a grouping on a column in a list view. For
example, grouping contacts by the company to which they belong is a
common use of grouping. Grouping documents by the person who created
them can be another good idea (see Figure 1).
Figure 1. A view of a document library grouping files by the Created By column.
Grouping is available only for standard and Gantt view types.
To take advantage of
grouping, select the column whose values you want to use as groups. If
there are empty values in the selected column for some of the items or
files in that view, they are placed under a group without a name (see Figure 2).
Figure 2. A view
of a contacts list, grouped by the Company column, where one contact
doesn’t have a value in the Company column.
To define the grouping
when creating a view, scroll down to the Group By section in the page
and expand it by using the plus (+) sign next to the section title (see
Figure 3). In addition to choosing the column, you can also select the order in which the groups appear: either ascending or descending.
Figure 3. The Group By section in the view creation page.
You can specify up to two
columns for grouping. The second column’s groups appear under each
group only if there are items in that group. For example, grouping
contacts by company and then by country makes finding people easier if
you know their company and country (see Figure 4).
Figure 4. Grouping by company and then by country/region.
grouping by a column, it’s a good idea not to display that column as
part of the view because the values appear as a group. For example, if
you are grouping by country, you should remove the Country column from
the list of columns displayed in the view.
In addition to specifying
the columns for grouping and the order of the groups, you can also
specify whether the groups show up expanded or collapsed by default. If
you choose that columns should be collapsed by default, you can also
choose how many groups to display per page. These settings affect both
If you choose that the
groups should be expanded by default, the view displays the groups with
the items shown as soon as users open the view (see Figure 5).
Figure 5. A view showing contacts grouped by company and then by country, with the groups expanded by default.
If you select that the
groups should be collapsed by default, you can also select how many
groups will appear per page. If you choose this option, views with a
lot of groups still show the users a manageable list (see Figure 6).
Figure 6. A view showing the items grouped, with a limit of two groups per page.
The paging mechanism enables users to move back and forth between the pages by using the arrow at the bottom of the view.