Group by Multiple Columns in a View in an Online SharePoint List

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To achieve grouping by multiple columns (more than two levels) in an Online SharePoint List, you can use a combination of custom views and metadata columns. Unfortunately, SharePoint Online's native list view settings only allow grouping by up to two columns. However, you can use a workaround to simulate additional levels of grouping using custom columns and calculated columns.

Here's how you can approach this:

Step-by-Step Guide

1. Create Custom Columns

First, ensure you have all the necessary columns created in your SharePoint list. For your example, you need columns like:

• Date of Journey
• Far
• Near
• Status
• Remaining Hours
• Progress
• Alert
• Level of Speed
• Quality
• Low
• Medium
• High

2. Create Calculated Columns for Grouping

Create additional calculated columns that concatenate values for multi-level grouping. This will help you achieve a nested grouping effect.

1. Navigate to List Settings:
• Go to your SharePoint list.
• Click on the gear icon (Settings) and select List settings.
2. Create Calculated Columns:
• Scroll down to the Columns section and click on Create column.
• Name the column (e.g., Group1) and set the type to Calculated (calculation based on other columns).
• In the Formula box, enter the formula to concatenate the values for the first level of grouping. For example:

=[Date of Journey] & " - " & [Far]

• Click OK.
• Repeat the process for additional grouping levels (e.g., Group2, Group3), adjusting the formula to include more columns. For example:

=[Date of Journey] & " - " & [Far] & " - " & [Near]

3. Create a Custom View with Grouping

1. Create or Edit a View:
• Go to the SharePoint list.
• Click on All items or the name of the current view, and then click Create new view or Edit current view.
2. Configure Group By Settings:
• In the view settings, scroll down to the Group By section.
• Select the first calculated column (e.g., Group1) for the first level of grouping.
• Select the second calculated column (e.g., Group2) for the second level of grouping.
3. Apply Filters:
• To simulate additional grouping levels beyond the two provided by the Group By feature, you can use filters in combination with calculated columns.
• Set up filters to narrow down the view based on specific criteria, creating the effect of further nested groupings.
4. Save the View:
• Give your view a name (e.g., "Multi-Level Grouping") and click OK to save it.

Example

Let's say you want to group by Date of Journey, Far, Near, Status, and Remaining Hours:

1. Calculated Columns:
• Group1: [Date of Journey] & " - " & [Far]
• Group2: [Date of Journey] & " - " & [Far] & " - " & [Near]
• Group3: [Date of Journey] & " - " & [Far] & " - " & [Near] & " - " & [Status]
• Group4: [Date of Journey] & " - " & [Far] & " - " & [Near] & " - " & [Status] & " - " & [Remaining Hours]
2. View Configuration:
   • First group by: Group1
   • Then group by: Group2
   • Apply filters to further break down data, simulating additional grouping levels.
• Group By:
• Filters:

By using calculated columns, you concatenate the values of multiple fields to create custom groupings that go beyond the native two-level grouping limitation. This approach helps you organize data into more complex hierarchical structures, giving the appearance of multi-level grouping in SharePoint views.

If you need to adjust the view further or automate this process, consider using Power Automate or custom SharePoint Framework (SPFx) solutions for more advanced customization.

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