Using current date and/or time as default column value in SharePoint

Date and time fields can have a default value of “Today” or “Now” that populates if you don’t enter another value in the field before saving an item. In your date/time column settings: 

  • If you choose type “Date only” you’ll get the current date
  • If you choose “Date and time” you’ll get the current date and time

You can instead check the box for “Use calculated value” and use “=Now()” as the formula to return the exact same result. However, the benefit/difference of using the calculated option with =Now() instead of the “Today’s date” option is that if your users change from “Date only” to “Date and time” type down the road, “=Now()” will include both date and time values already. It doesn’t hurt to have time included and not displayed.

Finally, you can use the calculated value option to do true calculations for things like “Due date” or “Reminder” where you use a formula like:

  • =Now()+7 is exactly a week from the current date and time
  • =Now()+(1/24*n) where you’ll replace “n” with a number of hours from the current time

Note that these values will be static, meaning once the date/time populates, it doesn’t update when you edit the item. It’s merely a default value inserted upon creation if you don’t manually enter a different value.

Also, when using Now() with hourly calculations you’ll want to double-check your time zone settings (Site settings –> regional settings) and adjust your formulas accordingly if you’re unable to identify a fix.

If just using “Date only” type, you can instead use =Today() and not worry about time zone so much unless your calculations will involve units less than one day.

Related topics:

If you need a “live” always-updated value regardless of items being modified, you’ll need to create a separate “Today” column using Microsoft Flow or SharePoint Designer:

This post also includes ideas for calculations using today’s date.

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.

 

 

 

Power BI: Calculate next year’s amount in previous year’s row

next year

The following is a DAX formula you can use to create a calculated column that shows “next year’s” value in “this year’s” row. You can easily adapt this to show “yesterday’s” amount or “tomorrow’s” total as well. It can be modified for days, weeks, months, etc. as long as the time measure is able to be sorted sequentially.

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Using today’s date and/or current time in calculated columns and list view filters

I previously shared how to create a “Today” column in SharePoint that would always be up-to-date even if list items weren’t modified. These were no-code solutions that utilized either SharePoint Designer or Microsoft Flow. You can, however, use Today’s date/time to create views and calculated columns without workflow or script or the need to create another column.

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Convert Time Zones in Power BI using DAX

timezonecorrection.png

Even if your SharePoint site’s regional settings are correct (or whichever data source you’re pulling from), Power BI could convert it to the wrong time zone upon import. It’s a quick fix, luckily. Instead of using your “modified,” “created” or other date field in your report, we’ll create a new calculated column in Power BI to use with an accurate time zone.

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Automatic iCal (.ics) hyperlinks for SharePoint calendar items using calculated column

ical7

Updated 10/17/17

This project allows users a quick option to save something they see on a SharePoint calendar to their own calendar. Spend 5 minutes on these few instructions and your users will have a convenient way to get involved going forward. Note that in modern calendar experiences, there’s a built-in “add to calendar” option for event items. This post is for classic experience calendars and calendar items/events.

Basically we’re going to add a calculated text column called iCal which will use the list’s GUID (easy to get, don’t worry) and the specific calendar item’s default ID number to generate a clickable .ics (iCal) file link. Let’s get started!

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