Extract date components using the TEXT() function in SharePoint calculated columns

calculated date.PNG

In your SharePoint form submissions and list items, sometimes you’d like date fields to be displayed a different way for workflows, notifications, views, grouping, additional metadata, etc. See video at bottom of post for an example use case and tutorial.

Just create a calculated column (format as single line of text) in your SharePoint list or library. Then use any of these formulas, replacing [Created] with the name of the date field from which you’re extracting a piece:

To Extract: Use Formula: Example
Year =TEXT([Created],”YYYY”) 2018
Fiscal Year Range (4-digit) =IF(MONTH([Created])>6,YEAR([Created])&”-“&YEAR([Created])+1,YEAR([Created])-1&”-“&YEAR([Created])) 2018-2019
Fiscal Year Range (2-digit) =IF(MONTH([Created])>6,”FY ” & RIGHT(YEAR([Created])+1,2)&”-“&RIGHT(YEAR([Created])+1,2)+1, “FY ” & RIGHT(YEAR([Created])+1,2)-1&”-“&RIGHT(YEAR([Created])+1,2)) FY 18-19
Quarter =”Q” & CHOOSE( MONTH([Date of inspection])   ,1,1,1 ,2,2,2 ,3,3,3 ,4,4,4) Q3
Month (2 digits) =TEXT([Created],”MM”) 08
Month (abbreviation) =TEXT([Created],”MMM”) Aug
Month (full name) =TEXT([Created],”MMMM”) August
Week Number =”Week ” & IF(ROUNDUP((ROUNDDOWN([Created],0)-(DATE(YEAR(ROUNDDOWN([Created],0)),1,1))+WEEKDAY((DATE(YEAR(ROUNDDOWN([Created],0)),1,1))))/7,0)>52,1,ROUNDUP((ROUNDDOWN([Created],0)-(DATE(YEAR(ROUNDDOWN([Created],0)),1,1))+WEEKDAY((DATE(YEAR(ROUNDDOWN([Created],0)),1,1))))/7,0)) Week 35
Day (2 digits) =TEXT([Created],”DD”) 27
Weekday (abbreviation) =TEXT([Created],”DDD”) Mon
Weekday (full name) =TEXT([Created],”DDDD”) Monday

Next-level Tips

  • Build your own date format combining this logic (space and punctuation friendly):
    • =TEXT([Created],”MMMM DD”) for August 27
    • =TEXT([Created],”MMM-YYYY”) for Aug-2018
  • Ampersand (&) joins any strings together.
    • =[Created] & TEXT([Created],”(DDDD)”) will give you Aug-27-2018 (Monday)
    • =”Fiscal Year ” & IF(MONTH([Created])>6,YEAR([Created])&”-“&YEAR([Created])+1,YEAR([Created])-1&”-“&YEAR([Created])) for “Fiscal Year 2018-2019”
    • =[Student Name] & TEXT([Created],” (MMM YYYY)”) gives you Nate Chamberlain (Aug 2018)
  • Experiment with different date formats. YYYY-MM sorts well in lists. I use YYYY-MM (MMM) for clients a lot so it will sort well and also tell you the month name to be crystal clear:
    • =TEXT([Created],”YYYY-MM (MMM)”) gives you 2018-08 (Aug)
  • To prevent “1899” showing up in your calculated column, use an if/then statement to “skip” blank date values or provide default text:
    • =IF([Due Date]<>””,TEXT([Due Date],”YYYY-MM (MMM)”),”No Due Date”)
  • Brackets ([ ]) are not required in formulas for one-word/no-space date fields. Brackets are only needed for “Due Date”, “Start Date” or other multi-word field names. However, they don’t hurt anything if you already have them.
  • You can also use MONTH() and YEAR() to extract just those pieces, but I find the TEXT() function easiest to be able to get exactly what you want and combine multiple values more efficiently.





Written by SharePoint Librarian

I'm a SharePoint Business Analyst and Jayhawk from the Kansas City Area.

Leave a Reply

This site uses Akismet to reduce spam. Learn how your comment data is processed.