How to Filter News by Department in SharePoint

This article shows you how to filter news by department on your SharePoint site. This is helpful when you want to see only the news that's relevant to specific departments in your organization.

TABLE OF CONTENTS

• Prerequisites
• Step-by-step Tutorial
  • Step 1: Open Site Pages
  • Step 2: Add Promoted State Column
  • Step 3: Add Department Column
  • Step 4: Assign Department for Each News
  • Step 5: Create a View for Each Department

Prerequisites

• You must already have existing news on your SharePoint site.

Step-by-step Tutorial

Follow the steps below to learn how to filter news by department:

Step 1: Open Site Pages

Go to the SharePoint Site you want to use, click the [1] cogwheel icon, and select [2] Site Contents:

Scroll down and click Site Pages:

In Site pages, you’ll see all the pages on your site, including all the news you have:

Step 2: Add Promoted State Column

To identify which pages are news, you need to add the Promoted State column. To do this, click Add Column:

Then, click Show or hide columns:

Select [1] Promoted State and click [2] Apply:

Now, you’ll see numbers under Promoted State. All news pages have ‘2’ as their promoted state value:

Step 3: Add Department Column

You must create a department column to specify which department the news belongs to. Click Add Column:

Select [1] Choice and click [2] Next:

Write ‘Department’ as the name and add all the departments you have under choices:

Then, toggle on [1] Allow multiple selections and click [2] Save:

NOTEThe "Allow multiple sections" option is enabled to let you assign each news to multiple departments. This makes it simple to see company-wide announcements across different departments at once.

You now have a Department column:

Step 4: Assign Department for Each News

Click Edit in grid view:

Under the department column, assign a department to all pages with ‘2’ as a promoted state value:

Then, click Exit grid view:

Step 5: Create a View for Each Department

To filter the news by department, you need to create a new view. To do this, click the filter icon:

Then, select only one department. For example, we clicked only the Support news:

Close the filter pane:

Select the [1] view dropdown and click [2] Save view as:

[1] Write a view name and click [2] Save:

Repeat the same steps for the other departments. Once done, you’ll see all the department views you’ve created in the view drop-down. In our case, we created views for IT, HR, and Support:

Congratulations! You can now see a filtered view of your news by department:

TIPNow that you have the Department column, you can also use Page Details to assign a department to your news articles. Here's how: go to your news article, click edit, open Page Details, select the department, and update your news: 

Related articles:

• Part 1: How to Create a Central News Page in SharePoint
• Part 2: How to Filter News by Department in SharePoint
• Part 3: How to Set Up Expiration Dates For SharePoint News
• Part 4: How to Showcase News by Department Using ShortPoint Connect