Creating a Current Year View in SharePoint

SharePoint can handle some date calculations on the fly. One of those is to use [Today] which lets you create upcoming views or past views based specifically on today’s date. Such as, use [Today]+7 to generate the next 7 days. Or use [Today]-21 to give me a date from 3 weeks ago.

SharePoint is not so good at handling current week or current month, or even current year. I created a blog post for the current week in a previous post, as well as a post for the current month. Today I am sharing the formula for creating the current year view.

Just like a week view, we need to create a YearStart and a YearEnd field to gather the beginning and end of the month.

Both of these columns are calculated fields.

The formula for the Start of the Year is

=DATE(YEAR([Created]),1,1)

It’s essentially an EXCEL formula that works in SharePoint. To break apart this formula, let’s look at each part:

The Date Formula gathers the YEAR info, then the MONTH info, and then the DAY info.

The above formula then essentially says:

  • Give me the Year from the Created field
  • Then give me the first month (1)
  • Then give me the first day (1)

The formula for the End of the Year is

=DATE(YEAR([Created]),12,31)

Which tells SharePoint to do the following:

  • Give me the YEAR from the Created field
  • Then give me the 12th Month
  • Then give me the 31st day

Applying these columns in a Filter

The next step is to use these dates in a filter so it will show you the current month.

We do that through the use of VIEWS

In the filter section of the view, use the following references:

Column: YearStart is less than or equal to [Today]

Column: YearEnd is greater than or equal to [Today]

Creating a Current Month View on SharePoint

SharePoint can handle some date calculations on the fly. One of those is to use [Today] which lets you create upcoming views or past views based specifically on today’s date. Such as, use [Today]+7 to generate the next 7 days. Or use [Today]-21 to give me a date from 3 weeks ago.

SharePoint is not so good at handling current week or current month. I created a blog post for the current week in a previous post. Today I am sharing the formula for creating the current month view.

Just like a week view, we need to create a MonthStart and a MonthEnd column to gather the beginning and end of the month.

Both of these columns are calculated fields.

The formula for the Start of the Month is

=DATE(YEAR([Created]),MONTH([Created]),1)

It’s essentially an EXCEL formula that works in SharePoint. To break apart this formula, let’s look at each part:

The Date Formula gathers the YEAR info, then the MONTH info, and then the DAY info.

The above formula then essentially says:

  • Give me the YEAR from the Created field
  • Then give me the MONTH from the Created field
  • Then give me the first DAY of this month (that’s where the 1 comes in)

The formula for the End of the Month is

=DATE(YEAR([Created]),MONTH([Created])+1,1)-1

Which tells SharePoint to do the following:

  • Give me the YEAR from the Created field
  • Then give me the MONTH from the Created field, and add 1 to it (so make it next month)
  • Then give me the first DAY of the month (so it’s now the first day of next month)
  • Then subtract 1 day from that (which gives you the last day of this month)

Applying these columns in a Filter

The next step is to use these dates in a filter so it will show you the current month.

We do that through the use of VIEWS

In the filter section of the view, use the following references:

Column: MonthStart is less than or equal to [Today]

Column: MonthEnd is greater than or equal to [Today]

Creating a Discussion List item using Outlook

When you connect your Outlook to a Discussion List on SharePoint, it creates a section in Outlook’s Mail tab such as the one shown below.

outlook-sharepointlists

Unlike your email inbox, you won’t be able to delete or move any posts from the Discussion List, so for those of us who don’t like the bold numbers next to folders, you may want to right-click the Discussion List name and choose Mark All as Read so that the numbers disappear. Then, as new items come in, you will see them there.

Outlook SharePoint Lists - right-click menu: Mark all as Read

You can also send posts directly from Outlook by clicking on New Post.

Outlook SharePoint Lists - New Post

Just as an email, you can add images and attachments into your New Post.

However, if you want to make edits to your post, you won’t be able to do that in Outlook, so you can do that that by double-clicking on your post to open it, and then choosing Open in Browser.

Outlook SharePoint Lists - Open in Browser

From there, you can click on Edit Item. Make your edits to the post, and then click Save.

Outlook SharePoint Lists - Edit Item

Note – you can only edit your own posts, not other people’s.

Send calendar updates to your inbox

If you’re using a central SharePoint calendar for your business, it is often the go-to for your people. You can post meetings, leadership open office hours, events, functions, etc. You can also use them to administrative deadlines.

As with Discussions and Announcements, you can choose to receive an email when new calendar items are added.

In order to set up an alert, activate the Calendar to where you have a page that only shows the calendar. Above the site logo are several tabs.

  • Click on the CALENDAR tab
  • Choose Alert Me
  • Set an Alert on this list

From the New Alert screen, I recommend that you add the site name in front of the title so that it appears in the subject line of your email.

Change Type: If you choose immediate notifications, I recommend you choose New items are added rather than All Changes.

When to Send Alerts: Choose your preferred option. For daily or weekly notifications, I recommend you set your time and day outside of normal working hours so you get a full day or week worth of changes at once.

Connecting your Discussion List to Outlook

If you have a PC and use Microsoft Outlook, you can connect a SharePoint Discussion List directly to your Outlook and view the messages there. Just mark the old posts as read, and you’ll see new items pop up as if they live in their own folder.

You can also post to the discussion list directly from Outlook. Include a subject line, and your email signature will copy right into your post.

To edit a post you previously created can be accomplished by clicking the Open in Web Browser button in Outlook, which takes you to the post page and shows an edit button where you can make your edits.

To connect the discussion list in Outlook

Activate the Discussion List so that the page shows only the discussion list. Above the site logo are several tabs.

  • Click on the LIST tab
  • Choose Connect to Outlook
  • Click Allow as often as necessary, in your browser, and then in Outlook
  • Watch your discussion list populate in your Outlook

Discussion List: delivering posts to your inbox

The discussion is a great place to have conversations with your colleagues. You can pose questions, post observations, comment on existing discussion items, or even “like” posts if you want. You can post announcements such as policies or other stories here.

Your stories and posts are all categorized by topic. In our division, we have department and committees as our categories, which will allow our teams to be able to refer back to information sent from other teams in the division.

You can have the discussion list posts delivered to your inbox.

From the discussion list page:

  • Click on the LIST tab
  • Choose Alert Me
  • Set an Alert

From the New Alert screen, add the site name in front of the title.

Change Type: If you choose immediate notifications, I recommend you choose New items are added rather than All Changes.

When to Send Alerts: Choose your preferred option. For daily or weekly notifications, I recommend you set your time and day outside of normal working hours so you get a full day or week worth of changes at once.

Announcement List: Connect via RSS Feed

A number of SharePoint features connect to Microsoft Outlook using the “Connect to Outlook” button. The Announcement app is not one of them. However, Microsoft has given us the capability to use RSS feeds to connect announcements to Outlook.

In SharePoint

Go to the Announcements page on your favorite SharePoint site and from the LIST tab, choose RSS Feed.

SharePoint: RSS Feed

Copy the link in the browser’s address bar

SharePoint: RSS Link

Open Outlook

From the File Menu in Microsoft Outlook, click Account Settings, followed by account settings again.

outlook-accountsettings

Click on the Feeds tab, and from the feeds tab, click New

SharePoint: RSS Feeds, click new

Paste the address in the location field on the RSS Feed in Outlook

SharePoint: RSS Feeds, blank location box

Click Add

SharePoint: RSS Feeds, filled location box

From here, you can use Change Folder to have the feeds deliver to a specific folder in your inbox, or you can leave them separate in an RSS Feed folder.

SharePoint: RSS Feed Confirmation Screen

To change the folder where the feed delivers, click on the Change Folder button.

In the New RSS Feed Delivery Location box, navigate to your inbox, and click the little plus sign to expand your inbox.
Choose the folder where you want your feeds to deliver, then click OK.

SharePoint: RSS Feed - Change Folder