Creating a view for specific users

When you are creating solutions for different people, you often want to limit the information shown to only the user to whom the information applies. Once example of this is My Tasks, for which a “My Tasks” view already exists out of the box. But what if you need to create that type of view in a different list?

Creating a view specific to the user who is looking at it, is actually surprisingly easy to do by using List Views.

The only thing you need to be sure about is that your list contains a “People or Group” column type that you can leverage.

To access the view options, click on the name of the list, and then from the LIST TAB at the top of the screen, select Create View if you want to create a new view, or Modify View if you want to change the current view.

Scroll down to the FILTER options for your view, and choose the appropriate “People or Group” field for your list. In some cases it’s Assigned To, in others it’s Created By, and in your own list it could be whatever you named the field.

Once you’ve chosen your field, select “is equal to” from the drop-down, and type [Me] in the value box.

Using [Me] takes the information and only shows the applicable information for which that person’s name exists in the chosen field. Using this option is a great way to hide other people’s information from the specific user.

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Creating a Monday through Sunday View in SharePoint

In my previous post I explained how to easily create a current week’s view. But, what if you need the current week to show from Monday through Sunday?

In order to create a current week’s view with a specific day range, you need two additional fields in your list. For simplicity’s sake, we will call them WeekStart and WeekEnd. Both of these fields are calculated fields.

The WeekStart field has the following calculation: =[Start Date] – WEEKDAY([Start Date],2) + 1. You cannot copy and paste this formula directly into the field – you have to build it from scratch. You do so by typing the equal sign (=), then double-clicking on the date field you want it to calculate (e.g. Start Date), then type – WEEKDAY( and then double-click the date field again. You can then copy the ,2) + 1 portion into the calculation.

The WeekEnd field has the following calculation: =[WeekStart] + 6 which again, you will have to build from scratch by typing the equal sign (=), then double-clicking on the WeekStart field, then type + 6 to complete the formula.

You will notice that any existing data is automatically updated with these two calculated fields.

The next step is to create the view that only shows the current week.

To access the view options, click on the name of the list, and then from the LIST TAB at the top of the screen, select Create View if you want to create a new view, or Modify View if you want to change the current view.

Scroll down to the FILTER options for your view, and choose the WeekStart field and select “is less than or equal to” from the drop-down, and type [Today] in the value box. Next, choose the WeekEnd field and select “is greater than or equal to” from the drop-down, and type [Today] in the value box.

That will ensure that your list will only show you the data for the time between WeekStart and WeekEnd.

Creating a Current Week view in SharePoint

If you want to create a view with just the upcoming week’s data, one way to accomplish this, is to add a filter to a list view.

To access the view options, click on the name of the list, and then from the LIST TAB at the top of the screen, select Create View if you want to create a new view, or Modify View if you want to change the current view.

Scroll down to the FILTER options for your view, and choose the field you need to filter (such as created by, start date, due date, etc.) and select “is greater than or equal to” from the drop-down, and type [Today] in the value box, and then choose the field you need again, and select “is less than or equal to” from the drop-down and type [Today] + 6 in the value box.

That will create a view showing you everything that’s happening between today and the same day next week.

Quickly adding more than one row or column

When working with spreadsheets, we often find that we need to insert a column or row into a document. The way we do that is by clicking on the column or row labels (column letters or row numbers), and using either right-click or the ribbon commands to add a column or row.

If you need to insert multiple columns and multiple rows, doing so one at a time can waste quite a bit of time.

To add more rows, click on the row label at the row below the spot where you want to insert rows.

Then select more rows by holding down the shift-key and using the down arrow, or by clicking on the nth row, and then choosing your regular insert method. This will allow you to insert more than one row, at exactly the spot you want.

For columns, the procedure is similar: click on the column label to the right of where the new column should appear. Use the shift-key and right arrow, or click on the nth column, and then use your regular insert method.

When I first introduce this to people they are sometimes apprehensive that the data in the selected rows or columns will be replaced or deleted, but rest assured, the data just moves.

Moving document libraries between sites

Last week one of our groups presented an interesting challenge: how to move document libraries from two sites to a third one.

The challenge was to move these two document libraries without losing any of the documents or without losing any of the settings we had created.

Generally, there are two ways to handle a challenge like this.

  1. Create a document library in the new location, then download all the documents from old library and upload them to the new library.
  2. Save the original library out as a template including all the content, and then installing it as a new app on the new site.

I used both methods in accomplishing the challenge, the second method proving itself to be my preferred. While the process is fairly quick, because the second method requires assistance of a site collection administrator such as myself, in some cases it may be easier for you to recreate the library, especially if you do not have a number of custom features attached.

However, if you have bunch of columns and special settings, perhaps some custom views and, in the case of one of our document libraries, it also had a template attached, it just makes sense to save your library out as a template when you’re trying to move the content between sites.

For one-time implementations like this one, I just deleted the template after I had implemented it, but if there is a need to copy the settings for a list or library, you can leave them on the site and install it later as an app on any SharePoint site in the site collection. It can save your site owners a lot of time.

Forms: settings and sharing

Settings

Under the Send Form button in the Forms application, you can use form settings to specify deadlines, identify form responders, display correct answers for quizzes, and to set other preferences.

You can set the options for

  • Who can fill out this form (only people in the organization, or anyone with a link)
  • How to interact with responders (collect responses, apply a deadline, display the correct answers after the responders submit the form, and shuffle questions)

Sharing

Once you have configured your form the way you want, you can share it with others, meaning you want them to complete the form.

You can share your form in several ways

  • You can copy and paste the link
  • You can email the link
  • Create a QR code that can be added to a flyer
  • Embed the form into an existing web page

Forms: Text, Rating, and Date

The rating and date question types are pretty self-explanatory, (just like most of the other question types).

The rating lets you choose between 5 and 10 point rating, and whether you want stars or a number. Woohoo!

The date field has no options. You just enter a date, that’s it. On the preview of the survey or quiz it has a date picker which is kind of neat.

Text Question Type

The text question allows for single-line, and multi-line answers. It also has the capability for making it only accept numbers, which you add by choosing “restrictions” from the ellipses menu.

Within the Restrictions, you have a drop-down menu with a bunch of different types of restrictions.

If you use the restrictions options, then I would suggest you add some kind of subtitle to the question that provides instructions for the end-user.

Forms - text restrictions