Use a screen reader to create a custom view of a document library in SharePoint Online

You can use a screen reader in SharePoint Online to create a custom view of a document library to display items in a way that makes sense for you. For example, you can add columns, select the columns you want to display, and arrange the columns in the order you want. You can also sort, filter, group, or delete items to create a view that suits your needs. When you're done, just give the view a name and save it. A link to the custom view appears in the View menu of the document library page where you created the view.

Notes

In this topic

Add a column

  1. Sign in to your organization’s Office 365 account, start the SharePoint app, and then open your document library.

    Tip: Document libraries in SharePoint Online have two different views: classic and modern. For most people, modern is the default. However, if you hear “Check it out button” when navigating your document library, you’re using the classic view. To view modern document libraries, when you hear “Check it out button,” press Enter. After the view of your document library changes to the modern view and the focus moves from the Check it out button to the New link, you hear the name of your document library, followed by “New.”

  2. Go to the document library where you want to add a column.

  3. In List view, tab until you hear “Grid column headers, Use menus to sort, filter, or group by a column.” (In Narrator, you hear “Table name” and the name of the next column.)

    Tip: In Tiles view, the column headers are not displayed by default. To display them, tab until you hear “Arrange, Enable filtering, sorting, and grouping on metadata value” and press Enter.

  4. Press the Right Arrow key until you hear “Add or change columns button menu,” and press Enter. (In Narrator, you hear “Button.”) A submenu opens and you hear “Menu.” (In Narrator, you hear the first option, “Single line of text.”)

  5. To move through the options (such as Number, Person, Date, and More), use the Down Arrow key and then press Enter. The Create column dialog box opens with the focus on the Column name edit box. (In Narrator, to activate the Column name edit box, press the Tab key.)

  6. Type a name for the column.

  7. Tab to the Create button and press Enter. The column is added to the right of your existing columns.

Arrange the columns in a document library

  1. Sign in to your organization’s Office 365 account, start the SharePoint app, and then open your document library.

    Tip: Document libraries in SharePoint Online have two different views: classic and modern. For most people, modern is the default. However, if you hear “Check it out button” when navigating your document library, you’re using the classic view. To view modern document libraries, when you hear “Check it out button,” press Enter. After the view of your document library changes to the modern view and the focus moves from the Check it out button to the New link, you hear the name of your document library, followed by “New.”

  2. Go to the document library which has columns that you want to arrange.

  3. In List view, press the Tab key until you hear until you hear “Grid column headers, Use menus to sort, filter, or group by a column.” (In Narrator, you hear “Table name” and the name of the next column.)

    Tip: In Tiles view, the column headers are not displayed by default. To display them, tab until you hear “Arrange, Enable filtering, sorting, and grouping on metadata value” and press Enter.

  4. Press the Right Arrow key until you hear “Add or change columns button menu,” and press Enter. (In Narrator, you hear “Button.”) A submenu opens and you hear “Menu.” (In Narrator, you hear the first option, “Single line of text.”)

  5. Press the Down Arrow key until you hear “Show/hide columns, Change which columns appear and reorder columns,” and press Enter. The Edit View Columns dialog box opens, and you hear “Dialog.” (In Narrator, the name of the dialog box is not read.)

  6. To move to the list of columns, press the Tab key. The screen reader reads the name of the first column header in the list. To hear the names of the columns, press the Down Arrow key.

  7. When you hear the name of the column you want to move:

    • To move the column up in the list (to the left in your documents list), press the Right Arrow key. When you hear the column name and “Move column up button,” press Spacebar or Enter. Repeat this step until the column is in the position you want.

    • To move the column down in the list (to the right in your documents list), press the Right Arrow key twice. When you hear the column name and "Move column down button,” press Spacebar or Enter. Repeat this step until the column is in the position you want.

      Tip: You can move only columns that are displayed. To display a column, select the column in the list and press Spacebar.

  8. To check the arrangement of the columns, press the Up Arrow key until you hear the name of the first column in the list (by default, the first column header is DocIcon), and then use the Down Arrow key.

  9. To apply your selections, tab until you hear “Menu, Apply” and press Enter. (In Narrator, you hear “Apply.”

Sort items in a document library

  1. Sign in to your organization’s Office 365 account, start the SharePoint app, and then open your document library.

    Tip: Document libraries in SharePoint Online have two different views: classic and modern. For most people, modern is the default. However, if you hear “Check it out button” when navigating your document library, you’re using the classic view. To view modern document libraries, when you hear “Check it out button,” press Enter. After the view of your document library changes to the modern view and the focus moves from the Check it out button to the New link, you hear the name of your document library, followed by “New.”

  2. Go to the document library which has columns that you want to sort.

  3. In List view, press the Tab key until you hear “Grid column headers, Use menus to sort, filter, or group by a column.” (In Narrator, you hear “Table name” and the name of the next column.)

    Tip: In Tiles view, the column headers are not displayed by default. To display them, tab until you hear “Arrange, Enable filtering, sorting, and grouping on metadata value” and press Enter.

  4. Press the Right Arrow key until you hear “Arrange by,” the name of the column you want to sort (for example, Name, Modified date, Modified by, or Check In Comment), and “Column header,” and then press Enter. A context menu opens, and you hear “Context menu” and the first option on the list. The options available depend on the type of data found in that column, for example, A to Z, Older to newer, or Smaller to larger. To select a sort option, press the Up Arrow key or Down Arrow key until you hear the option you want and press Enter. The column order is changed and the focus moves to the first library item.

Filter items in a document library

  1. Sign in to your organization’s Office 365 account, start the SharePoint app, and then open your document library.

    Tip: Document libraries in SharePoint Online have two different views: classic and modern. For most people, modern is the default. However, if you hear “Check it out button” when navigating your document library, you’re using the classic view. To view modern document libraries, when you hear “Check it out button,” press Enter. After the view of your document library changes to the modern view and the focus moves from the Check it out button to the New link, you hear the name of your document library, followed by “New.”

  2. Go to the document library which has columns that you want to filter.

  3. In List view, press the Tab key until you hear “Grid column headers, Use menus to sort, filter, or group by a column.” (In Narrator, you hear “Table name” and the name of the next column.)

    Tip: In Tiles view, the column headers are not displayed by default. To display them, tab until you hear “Arrange, Enable filtering, sorting, and grouping on metadata value” and press Enter.

  4. Press the Right Arrow key until you hear “Arrange by,” the name of the column you want to filter (for example, Name, Modified date, Modified by, or Check In Comment), and “Column header,” and press Enter. A context menu opens, and you hear “Context menu” and the first option on the list. The options available depend on the type of data found in that column, for example A to Z, Older to newer, or Smaller to larger.

  5. Press the Down Arrow key until you hear “Filter by submenu,” and then press the Right Arrow key. (In Narrator, you hear “Filter by, Menu item.”) A submenu opens.

  6. Press the Down Arrow key until you hear the value that you want to use to filter the items in the column. The values available depend on the data in that column. For example, if you filter the Modified column, you can select dates.

  7. Press Enter. Only items that match the value you've chosen are displayed in the list.

Note: To remove a filter, move to the context menu for the column, press the Down Arrow key until you hear “Clear filter,” and then press Enter.

Group items in a document library

  1. Sign in to your organization’s Office 365 account, start the SharePoint app, and then open your document library.

    Tip: Document libraries in SharePoint Online have two different views: classic and modern. For most people, modern is the default. However, if you hear “Check it out button” when navigating your document library, you’re using the classic view. To view modern document libraries, when you hear “Check it out button,” press Enter. After the view of your document library changes to the modern view and the focus moves from the Check it out button to the New link, you hear the name of your document library, followed by “New.”

  2. Go to the document library which has columns that you want to group.

  3. In List view, press the Tab key until you hear “Grid column headers, Use menus to sort, filter, or group by a column.” (In Narrator, you hear “Table name” and the name of next column.)

    Tip: In Tiles view, the column headers are not displayed by default. To display them, tab until you hear “Arrange, Enable filtering, sorting, and grouping on metadata value” and press Enter.

  4. Press the Right Arrow key until you hear “Arrange by,” the name of the column you want to group items in (for example, Name, Modified date, Modified by, or Check In Comment), and “Column header,” and then press Enter. A context menu opens, and you hear the first option on the list. The options available depend on the type of data found in that column, for example A to Z, Older to newer, or Smaller to larger.

  5. Press the Down Arrow key until you hear “Group by” and the name of the column, and press Enter. The documents in your library are grouped by the value you selected. For example, the items in the Modified column are grouped by the date on which they were changed.

Delete an item in a document library

  1. Sign in to your organization’s Office 365 account, start the SharePoint app, and then open your document library.

    Tip: Document libraries in SharePoint Online have two different views: classic and modern. For most people, modern is the default. However, if you hear “Check it out button” when navigating your document library, you’re using the classic view. To view modern document libraries, when you hear “Check it out button,” press Enter. After the view of your document library changes to the modern view and the focus moves from the Check it out button to the New link, you hear the name of your document library, followed by “New.”

  2. Go to the document library which has the item that you want to delete.

  3. Select the item you want to delete (for example, a file, folder, OneNote notebook, link, or column).

  4. Tab until you hear “Open.”

  5. Press the Right Arrow until you hear “Delete,” and press Enter. The Delete dialog box opens with the focus on the Cancel button, and you hear “Delete? Are you sure you want to send the item(s) to the Recycle Bin?”

  6. To move to the Delete button, press the Tab key.

  7. Press Enter. The file moves to the Recycle Bin, and the focus returns to the library list.

Name and save a custom view in a document library

After you've created a custom view, to indicate that the view has been modified, at the top right of the document library page, an asterisk appears next to the name of the view in the View menu at the top right of the document library page to indicate that the view has been modified. For example, if you made changes to the All Documents view, it appears in the View menu as All Documents*. To save your changes:

  1. Make sure no items are selected in your document library. The New button and the View menu are available only when no items are selected.

  2. Tab until you hear “New, Create a new folder.”

  3. Press the Right Arrow key until you hear “View menu,” and press Enter. A context menu opens and you hear “Context menu, List.”

  4. Press the Down Arrow key until you hear “Save changes or create a new view,” and press Enter. The Save as dialog box opens with the focus in the Save current view or type a new name edit box.

  5. Type a name for the view, tab to the Save button, and press Enter. A link to your custom view is added to the View menu of the library where you created the view and the asterisk beside the view name is removed.

Set the default view for a document library

To set the default view for a document library, you must have library owner or admin permissions for that library. For more information, refer to Settings for views.

Delete a custom view of a document library

To delete a custom view of a document library, you must have library owner or admin permissions for that library. For the steps to delete a custom view of a document library, refer to Delete a view.

More information

Use a screen reader to edit a custom view of a document library in SharePoint Online

Use a screen reader to select columns to display in a document library in SharePoint Online

Use a screen reader to spotlight a file or folder in a document library in SharePoint Online

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