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.




One Reply to “Extract date components using the TEXT() function in SharePoint calculated columns”

  1. I’m working in SharePoint 2013.
    I created a calculated column of data type = SLOT with the formula: =IF(Month(Created)>9,Year(Created)+1,Year(Created))
    It works but it’s returning the as 2,019 (with a comma).
    I tried wrapping the TEXT function around the above formula as follows: =TEXT((IF(Month(Created)>9,Year(Created)+1,Year(Created))),”YY”) but this returns “05”
    I don’t have access to Notepad++. I tried to troubleshoot in Excel but with no luck either.

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