Create, edit, or delete a custom user view in Office 365

If you’re a global or user management admin of Office 365, you can create custom user views to view a specific subset of users. These views are in addition to the standard set of views that come with Office 365. You can create, edit, or delete custom user views, and the custom views you create are available to all admins.

Custom user views in the Office 365 admin center

When you create, edit, or delete a custom user view, the changes will be shown in the Filters list of views that all admins in your company see when they click the Users page. You can create up to 50 custom views.

Notes:  Standard user views are displayed by default in the Filters drop-down list. The standard filters include All users, Licensed usersSign-in allowed, Sign-in blocked, Unlicensed users, Users with errors, Billing admins, Global admins, Password admins, Service admins, and User management admins. You can’t edit or delete standard views. A few things to note about standard views:

  • Some standard views display an unsorted list if there are more than 2,000 users in the list. To locate specific users in this list, use the search box.

  • If you didn’t purchase Office 365 from Microsoft, Billing admins don’t appear in the standard views list. For more information, see Assigning admin roles.

Choose the filters for your custom user view

You can create and edit your custom views on the Custom filter page. If you select multiple filter options, you get results that contain users who match all the selected criteria. The following example shows you how to create a custom view named "Canadian users" that shows all users on a specific domain who are in Canada.

Custom filter conditions
  • Domain    If you have multiple domains for your organization, you can choose from a drop-down list of domains that are available.

  • Sign-in status    Choose users that are allowed or blocked.

  • Location    Choose a location from a drop-down list of countries.

  • Assigned product license    Choose from a drop-down list of licenses that are available at your organization. Use this filter to show users who have the license you selected assigned to them. Users may also have additional licenses.

You can also filter by additional user profile details used in your organization such as department, city, state or province, country or region, or job title.

Other conditions:

  • Synchronized users only    Select this box to show all users who have been synced with the local Active Directory, regardless of whether the users have been activated or not.

  • Users with errors    Select this box to show users who may have provisioning errors.

  • Unlicensed users    Select this box to find all the users who haven’t been assigned a license. The results for this view can also include users who have an Exchange mailbox but don’t have a license. To track those users specifically, use the filter Unlicensed users with Exchange mailboxes or archives. The results for this view can also include users who have an Exchange archive, but don’t have a license.

  • Unlicensed users with Exchange mailboxes or archives    Select this box to show user accounts that were created in Exchange Online and have an Exchange mailbox, but weren’t assigned an Office 365 license. The results of this filter include users who have or who were assigned an Exchange archive.

Note:  If you create a custom view that returns more than 2,000 users, the resulting user list isn’t sorted. In this case, use the search box to find users or Edit filter to refine your search.

Create a custom view in the Office 365 admin center

  1. Navigate to Admin > Office 365 > Users.

  2. On the Active users page, click Filters and select Add custom filter.

    Add custom filter
  3. On the Custom filter page, enter the name for your filter, choose the conditions for your custom filter, and then click Save > Close. Your custom view is now included in the drop-down list.

Edit a custom view in the Office 365 admin center

  1. Navigate to Admin > Office 365 > Users.

  2. On the Active users page, click the drop-down arrow next to the Filters box and select the custom view that you want to edit.

    Note:  You can edit only custom views.

  3. Click Edit this filter.

    Delete custom filter
  4. On the Custom filter page, edit the information as needed, and then click Save > Close.

Delete a custom view in the Office 365 admin center

  1. Navigate to Admin > Office 365 > Users.

  2. On the Active users page, click the drop-down arrow next to the Filters box and select the custom view that you want to delete.

    Note:  You can delete only custom views.

  3. Click Edit this filter.

  4. On the Custom filter page, at the bottom of the page, click Delete custom filter, and then click Close.

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When you create, edit, or delete a custom user view, the changes will be shown in the list of views that all admins in your company see when they click the down arrow next to the Select a view: box on the Active Users page. You can create up to 50 custom views.

Standard user views are displayed by default when you click the down arrow next to the Select a view: box on the Active Users page. The standard views include All users, Sign-in allowed users, Sign-in blocked users, Unlicensed users, Users with errors, Billing admins, Global admins, Password admins, Service admins, and User management admins. You can’t edit or delete standard views. A few things to note about standard views:

  • Some standard views display an unsorted list if there are more than 2,000 users in the list. To locate specific users in this list, use the search box.

  • If you didn’t purchase Office 365 from Microsoft, Billing admins don’t appear in the standard views list. For more information, see Assigning admin roles.

You set and change filters on the New view or Edit view page. For custom views, you can use the following filters:

  • Assigned license:    Choose from a drop-down list of licenses that are available at your organization. Use this filter to show users who have the license you selected assigned to them. Users may also have additional licenses.

  • Synchronized users only:    Select this box to show all users who have been synced with the local Active Directory, regardless of whether the users have been activated or not.

  • Users with errors:    Select this box to show users who may have provisioning errors.

  • Users with no licenses:    Select this box to find all the users who haven’t been assigned a license. The results for this view can also include users who have an Exchange mailbox but don’t have a license. To track those users specifically, use the filter Users with Exchange mailboxes or archives and no licenses. The results for this view can also include users who have an Exchange archive, but don’t have a license.

  • Users with Exchange mailboxes or archives and no licenses:    Select this box to show user accounts that were created in Exchange Online and have an Exchange mailbox, but weren’t assigned an Office 365 license. The results of this filter include users who have or who were assigned an Exchange archive.

Note:  If you create a custom view that returns more than 2,000 users, the resulting user list isn’t sorted. In this case, use the search box to find users or Edit view to refine your search.

  1. Click Admin > Office 365 > Users.

  2. On the Active users page, from the Select a view drop-down list, select New view.

  3. On the New view page, enter the information that you want to include in your user view, and then click Save. Your custom view is now included in the drop-down list.

    Note: If you select multiple filter options, you get results that contain users who match all the selected criteria.

  1. Click Admin> Office 365 >Users.

  2. On the Active users page, from the Select a view drop-down list, select the view that you want to edit.

    Note:  You can edit only custom views.

  3. From the Select a view drop-down list, select Edit view.

  4. On the Edit view page, edit the information as needed, and then click Save.

  1. Click Admin > Office 365 > Users.

  2. On the Active users page, from the Select a view drop-down list, select the view that you want to delete.

    Note:  You can delete only custom views.

  3. From the drop-down list, select Delete view.

  4. When asked to confirm that you want to delete the view, click Yes. Then, click Close after the selected view is deleted.

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