How to Sort a SharePoint Document Library by File Size
Question details
The user wants to organize and view files in a SharePoint document library based on their individual file sizes.
- Product
- Microsoft SharePoint
- Device & OS
- not provided
- Scenario
- Managing, organizing, and finding specific files within a SharePoint document library by assessing their storage size.
- Observed behavior
- The user needs to add the 'File Size' column to their current library view to enable size-based sorting, as it is not displayed by default.
Ensure you have the necessary edit permissions to modify the document library views in your SharePoint site.
Add the File Size Column and Sort Documents
Modify the current document library view to display the File Size column, which enables you to instantly sort your files from largest to smallest or vice versa.
By default, SharePoint document libraries display columns like Name, Modified, and Modified By. To sort files by their size, you must first ensure the 'File Size' column is active in your current view. Once enabled, sorting takes only a single click.
Navigate to your SharePoint site and open the specific document library you want to organize.
Click on the 'All Documents' drop-down menu (or your current active view name) located at the top right of the document list, and select 'Edit current view'.
In the Columns settings page, scroll down the list of available columns until you find 'File Size'. Check the box next to it to add this column to your view.
Scroll to the top or the bottom of the settings page and click 'OK' to save your changes.
Return to the document library. Click on the newly added 'File Size' column header and select either 'Larger to smaller' or 'Smaller to larger' to sort your files.
Manage and Edit Your SharePoint Documents with WPS Office
While organizing your SharePoint document library by file size helps manage storage, you will also need a reliable, fast desktop office suite to view and edit those downloaded files. WPS Office is a highly compatible, free alternative to Microsoft Office that easily handles your Word, Excel, and PowerPoint documents.
- 1. Download the installer: Visit the official WPS Office website and download the free installation package for your operating system.
- 2. Install WPS Office: Run the downloaded installer and follow the on-screen prompts to set up the software on your device.
- 3. Open your documents: Double-click any document, spreadsheet, or presentation downloaded from your SharePoint library to start editing instantly.
Frequently Asked Questions
Can I sort files by size without editing the SharePoint view?
No, if the File Size column is not visible in your active view, you cannot sort by size directly. You must first edit the view to include the File Size column.
Why is the 'Edit current view' option missing in my SharePoint library?
If you do not see the option to edit the current view, you likely do not have the required permission level (such as Edit or Design permissions) to modify public views on that site. You can reach out to your site administrator to request access or try creating a personal view.
Does sorting by file size also show folder sizes in SharePoint?
No, standard SharePoint document library views do not calculate or display folder sizes. The File Size column will only show the sizes of individual files. To check folder sizes, a site administrator must use the 'Storage Metrics' feature located within the Site Settings.
