SharePoint Document Issues

How to Keep SharePoint Files Sorted in Descending Name Order

Huma Ashraf Ch Sep 28, 2026 868 views

Question details

Configure a SharePoint document library to consistently sort files by name in descending order.

How to Keep SharePoint Files Sorted in Descending Name Order

Product: Microsoft SharePoint
Device & OS: not provided
Scenario: Organizing and viewing files within a SharePoint document library or its nested subfolders.
Observed behavior: The file list frequently reverts to ascending order because the custom descending view is not set as default, or nested folders are inheriting different view settings.

Before you start

Ensure you have the necessary Edit or Design permissions for the SharePoint library to create or modify public views that apply to all users.

Solution 1Recommended

Set Descending Order in the Default View Settings

Modify the default view of your SharePoint library to ensure files always load in Z-to-A order.

Simply clicking the column header to sort files only applies a temporary filter. To make the descending order permanent every time someone opens the library, you must update the core view settings.

Access Library Settings

Navigate to your SharePoint document library, click the gear icon (Settings) in the top right corner, and select 'Library settings'.

Edit the Current View

Scroll to the bottom of the settings page to find the 'Views' section. Click on the view currently in use (typically 'All Documents') to edit it, or click 'Create view' to set up a new one.

Adjust the Sort Configuration

In the view configuration page, scroll down to the 'Sort' section. In the 'First sort by the column' dropdown, select 'Name'. Below that, select the 'Show items in descending order' radio button.

Make Default and Save

If you are creating a new view or modifying an alternate one, check the box labeled 'Make this the default view'. Click 'OK' at the top or bottom of the page to save your changes.

Set Descending Order in the Default View Settings

View Updated: Once saved, any user loading the library will see the files sorted in descending name order automatically.

Solution 2

Apply Specific View Settings to Nested Folders

Resolve issues where subfolders ignore the parent library's sorting configuration by explicitly setting the view inside the affected folder.

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Frequently Asked Questions

Why does my SharePoint view keep reverting to ascending order after I sort it?

If you just click the column header to sort by name, it only applies a temporary filter for your current session. To make the descending order permanent, you must go to Library Settings, edit the view, set the sorting rule, and save it as the default view.

Can I have different sorting orders for different folders in SharePoint?

Yes, SharePoint allows you to customize views for specific locations. If a nested folder has a different view assigned to it, it will ignore the parent library's sorting rules. You must edit the view from inside that specific folder to correct it.

Do I need admin rights to change the default SharePoint view?

You do not need full admin rights, but you do need at least 'Edit' or 'Design' permissions to modify public views that affect all users. If you only have 'Read' or 'Contribute' access, you will only be able to create personal views that apply to your account.

Document & File Issues