One of my more popular requests is an easier way to print list items (either to PDF or paper). Using SharePoint Designer, we can add a “Print Item” button to the display forms for all list items. This button appears in the “Actions” section of modal dialogs AND standalone display forms in their own window. See above for an example of a modal dialog implementation.
You can do this rather quickly, but will need to be a site admin with access to SharePoint Designer to make the change.
Lookup columns include workflow status columns, traditional lookup columns to other lists, and person/group columns. This includes the two default people fields “Created by” and “Modified by”. If your list has more than 12 of these, you may receive the following error:
“This view cannot be displayed because the number of lookup and workflow status columns it contains exceeds the threshold (12) enforced by the administrator.”
In SharePoint Online, you’re not able to increase the lookup column limit. Lists created prior to the June 2013 CU update are capped at 8 lookup columns, while those afterward are allowed 12.
However, on-premise SharePoint (server) allows you to change this limit to your heart’s content.
SharePoint has many out-of-the-box (OOTB) ways to improve the way data is displayed in lists and libraries. Many of these can alleviate headache your users experience when adapting to a new way of working with their abundance of ever-growing information. Let’s check out a few things you can do right now, in less than five minutes:
Prevent horizontal scrolling by carefully selecting displayed columns
Sometimes you need the number of items in a list or library for reporting, notifications, or just curiosity. The following details three methods you can use to get the count of items for different purposes.
Use Microsoft Flow to get the number of items and use in various ways
Add “count” to the top of a classic view SharePoint list for all to see
Quickly find “count” just for your information in site contents or list settings
Yesterday in a SharePoint 200 session I gave at Lawrence Memorial Hospital, I shared one of my favorite SharePoint “nuggets” which is the “Edit” icon available out-of-the-box, and easily added by any level of user in just 4-5 steps.
This edit icon column can be added to any list or library view in SharePoint and allows you one-click access to edit the properties of a document or edit a list item or form. In addition to that it’s security-trimmed, meaning only people who have edit/contribute permissions will actually see the icon at all. Everyone else will only see an empty column.
To add the column, you must have the ability to create or modify views and list settings.
Note this is only available in classic view lists and libraries. In the O365/Modern experience you can simply select an item, click “Edit” and the right edit pane appears to allow a similar experience.
SharePoint lists have a default limit of 5,000 items per view. But lists can contain 30 million items (just not all available in one view). Since you’re reading this, perhaps you’ve already learned this from an error message such as:
The view cannot be displayed because it exceeds the list view threshold (5000 items) enforced by the administrator.
To view items, try selecting another view or creating a new view. If you do not have sufficient permissions to create views for this list, ask your administrator to modify the view so that it conforms to the list view threshold.
First of all, when in doubt, refer to the documentation provided by Microsoft. Read it carefully to understand limitations in your specific environment, explanations of various actions and rules and the permissions required to correct the issue.
Microsoft Flow mobile buttons are magical. One touch on your mobile device, and gears start turning to retrieve and deliver the data you need when and how you need it. Recently, I set out to deliver all Microsoft Forms responses to a recipient on-demand as an excel file using a Microsoft Flow mobile button they could press whenever they wanted the results. I also created a button someone could use to be sent all the birthdays coming up in the next week for our organization whenever they need it. You can adjust the following steps to fit your situation and tools, but the following outlines two ideas:
Sending someone all responses to a Microsoft Forms survey whenever they press the button (Take a snapshot in time of responses, or pull up-to-the-minute feedback into your meeting)
Sending someone SharePoint list items in an excel sheet that match a certain criteria (Projects ending in the next two weeks)
If you’re using a document Name field in a workflow but it’s not working as expected, it could be because there are apostrophes (‘) or ampersands (&) in document names. In this case, SharePoint evaluates apostrophes (‘) to ' and ampersands (&) to & As you can see here, most other punctuation evaluates perfectly well:
Note: This problem only occurs when using apostrophes and ampersands in document names, in document libraries. And we can fix the issue without needing to rename the files.
Regular lists and document library fields aside from the Name field shouldn’t experience this issue. But if you’re using & or ‘ in your file names, and calling those file names in workflow, here’s how we can make it work: