How to Keep SharePoint Folders Visible While Filtering Files by User
Question details
Users want to filter a SharePoint document library to show only their own files using the [Me] filter, but this inadvertently hides common folders created by other users.
- Product
- SharePoint
- Device & OS
- not provided
- Scenario
- Filtering a shared document library to see personal files while maintaining the common folder structure.
- Observed behavior
- Applying the [Me] filter on the 'Created By' column hides the common folders because the current user viewing the library did not create those folders.
Ensure you have sufficient permissions to edit the view settings in your SharePoint document library and know the exact name of the site owner or user who originally created the common folders.
Add the Folder Creator to the View Filter
Use this workaround to keep common folders visible by adding an 'OR' condition that includes the name of the user who created the folders.
Since the [Me] filter strictly limits the view to items created by the currently logged-in user, the original folders disappear because they belong to the site owner or administrator. By adding the creator's name to the filter criteria, the view will display your files as well as the folders created by that specific owner.
Navigate to your SharePoint document library, click the 'View options' dropdown menu in the top right corner, and select 'Edit current view'.
Scroll down the view settings page until you find the 'Filter' section.
Ensure your first rule is set to: 'Show the items when column Created By is equal to [Me]'.
Click 'Show more items' if necessary, change the operator to 'Or', and set the next rule to: 'When column Created By is equal to [Name of Folder Creator]'.
Click 'OK' at the top or bottom of the page to save your changes. The common folders should now remain visible alongside your personal files.
Assign Direct Access to Specific Folders
Use this method if relying on filters is too complex and you prefer to manage visibility strictly through folder-level permissions.
Implement a Power Automate Flow
Use Power Automate for an advanced, automated solution if you need to route files into dedicated user views without manual filter adjustments.
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Frequently Asked Questions
Why does the [Me] filter hide folders in SharePoint?
The [Me] filter restricts the view to items (including folders) that were created or modified by the currently logged-in user. Since common structural folders are typically created by site administrators or owners, they are filtered out along with other users' files.
Can I use [Me] with the 'Modified By' column instead?
Yes, you can filter by 'Modified By' equals [Me]. However, this will only display folders and files that the current user has recently edited. Unmodified common folders will still remain hidden.
Is there a limit to how many 'OR' conditions I can add to a SharePoint view?
Yes, while you can add multiple 'OR' conditions to include different folder creators, SharePoint views generally become difficult to manage and may hit query logic limits if you add too many nested conditions. If you have many folder creators, folder-level permissions might be a better approach.
