How to Create a Group by Document Type View in SharePoint
Group By turns a flat list into a structured outline organised by metadata. It replaces folder navigation with something more flexible.
What it is
Group By is one of the most powerful (and underused) view features. Instead of a flat list, the library shows files organised under expandable headers — one per unique value in a chosen column. Group by Document Type, and you see ‘Policies (12)’, ‘Procedures (8)’, ‘Templates (5)’, each expandable to show the files inside.
The effect is folder-like, but driven by metadata instead of file location. Users get the navigational comfort of seeing categories — but the underlying data isn’t actually fragmented into folders. The same file can appear under ‘Policies’ in one view, ‘HR’ in a Group-by-Department view, ‘Approved’ in a Group-by-Status view, and ‘Sarah Smith’ in a Group-by-Owner view. One file, four organisational frames.
Set group default to Collapsed for the cleanest experience. The user lands on the page and sees just the headers (‘Policies, Procedures, Templates…’), expanding only the categories they care about. This dramatically reduces visual clutter and guides users to the right slice of content quickly.
When to use this
- When users navigate by category (document type, department, status).
- As a replacement for folder structure in metadata-driven libraries.
- When the library has many files but a small number of meaningful categories.
- When you want users to see ‘how much of each’ at a glance.
How to do it
- Edit the view (or create a new one).
- In the Group By section, choose the column to group on (e.g. Document Type).
- Set Show grouping default to Collapsed.
- Optionally add a second-level grouping (e.g. group by Document Type, then by Department).
- Save the view.
- Make Public — this is the kind of view the whole team benefits from.
Best practices
- Set default to Collapsed. Cleanest landing experience. Users expand what they need.
- Group on the right column. Document Type is the most common; Department, Status, Owner all work.
- Replace folder structure with Group By. Often gives the same navigational feel without the rigidity.
- Combine with sort. Group by Document Type, sort by Modified date — see latest by category.
Common mistakes
- Grouping on a high-cardinality column. 500 unique values means 500 groups — useless. Group on broader categories.
- Default expanded. All groups expanded means a very long page. Default to collapsed.
- Group by columns with too few values. Group by Yes/No is just two groups — barely worth it.
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How do I group a SharePoint view by column?
Edit the view, scroll to the Group By section, and choose the column you want to group by (Document Type, Department, Status). Pick whether each group is collapsed or expanded by default. Save. The library now shows files grouped under collapsible headers — same data, instantly scannable structure.
Can I group by two columns in SharePoint?
Yes — SharePoint supports a primary and secondary group-by column. Edit the view and set both. Useful for two-level structures: Group by Department, then by Document Type within each department. The hierarchy appears as nested collapsible headers. Three or more levels isn’t supported — for that, you’d need separate views or PowerBI.
Should I group by Document Type or Department in SharePoint?
Depends on the library’s primary use. A policy library is probably best grouped by Department, with Document Type as secondary. A project library is probably best grouped by Project Phase, with Document Type as secondary. The rule of thumb: group by the dimension users care about most often when they open the library.
Does grouping replace folders in SharePoint?
Yes — that’s the entire point. Folders give you one hard structure forever; grouping gives you any number of soft structures, switchable in two clicks. The same library can be grouped by Department in one view, by Project in another, by Status in a third — all sharing the same underlying files. This is what scales when folders don’t.