SharePoint Document Issues

How to Create a Searchable SharePoint Employee Directory

Partner Editor Sep 29, 2026 869 views

Question details

The user needs to create a searchable employee directory on a SharePoint intranet capable of displaying approximately 45 people.

How to Create a Searchable SharePoint Employee Directory

Product: Microsoft SharePoint
Device & OS: not provided
Scenario: Building an intranet portal to display organizational users with profile details and contact information.
Observed behavior: The user is looking for the best method to display and search for employee profiles using built-in or advanced web parts.

Before you start

Ensure you have Site Owner or Member permissions to edit SharePoint pages, and that your organization's user profiles are accurately populated in Microsoft 365.

Solution 1Recommended

Use the People Web Part for Small Directories

Ideal for small teams or directories (e.g., around 45 people), the People web part allows you to manually display and organize specific user profiles on a page.

This built-in tool is perfect for static teams where members do not change frequently. It provides quick access to contact cards and integrates seamlessly with Microsoft Teams and Outlook.

Edit the SharePoint Page

Navigate to your modern SharePoint page and click the 'Edit' button in the top right corner.

Add the People Web Part

Hover your mouse over the page canvas, click the '+' icon to open the web part toolbox, and select the 'People' web part from the menu.

Select Required Users

Type the names or email addresses of the employees you want to display and select them from the dropdown list to add them to the web part.

Choose Display Layout

Click the 'Edit web part' pencil icon on the left to switch between 'Small' (compact list) or 'Large' (includes more profile details) layout profiles.

Publish the Page

Click 'Republish' or 'Publish' at the top right of the screen to make the directory live and visible to your organization.

Use the People Web Part for Small Directories

Manual Updates Required: The standard People web part does not dynamically update when new employees join the company. You will need to manually edit the page to add or remove users.

Solution 2

Leverage Built-in Microsoft Search

If you want a zero-configuration solution that covers the entire organization, the global Microsoft Search bar natively searches all active directory profiles.

Solution 3

Implement PnP Modern Search for Advanced Features

For dynamic directories requiring custom filters, layouts, and automated updates, community-supported extensions like PnP Modern Search are the standard approach.

Free Microsoft Office alternative

Manage Employee Lists Offline with WPS Office

While SharePoint is excellent for hosting online intranets, compiling, analyzing, and formatting employee directories is often easier in a spreadsheet environment. WPS Office is a highly compatible, free alternative to Microsoft Office that lets you manage complex employee lists effortlessly before uploading them to your systems.

1. Open WPS Spreadsheets: Launch WPS Office and open a new or existing spreadsheet document.
2. Input Directory Data: Create organized columns for Employee Name, Department, Email, and Phone Number.
3. Apply Data Filters: Highlight your header row, navigate to the 'Data' tab, and click 'Filter' to make your employee list instantly searchable and sortable.

Free and lightweight Office suiteFully compatible with Microsoft Excel (.xlsx) formatsEasily filter, sort, and organize employee directories offlineFamiliar, tabbed user interface for quick adoption

microsoft office alternative - wps office

Frequently Asked Questions

Can the People web part populate dynamically based on a department?

No, the standard People web part requires manual entry of each user. For dynamic populations based on Active Directory properties, you must use Microsoft Search or a customized solution like PnP Modern Search.

Why are some employee profile pictures missing in the SharePoint directory?

SharePoint pulls profile information and images from Microsoft Entra ID (formerly Azure AD). If an employee or administrator hasn't uploaded a photo to their Microsoft 365 account, a default initial placeholder will appear instead.

Is there a limit to the number of users I can add to the People web part?

While there is no strict technical limit imposed by the web part, adding more than 50 users manually becomes tedious to manage and can clutter the page. For larger directories, utilizing search-driven solutions is highly recommended.

Document & File Issues