SharePoint has a tremendous amount of versatility, making it one of the most popular online collaboration tools available today. One of the most powerful features available for development teams is SharePoint calculated column formulas.
The SharePoint calculated column enables you to create values based on other columns automatically. As abstract as this basic definition sounds, SharePoint list formulas are extremely valuable for teams because you can use Excel-like syntax to streamline your project and unlock more functionality.
Become acquainted with calculated columns and maximize the complete potential SharePoint offers.
What is a Calculated Column in SharePoint?
Calculated columns utilize a special column type within a library or list. Teams use this column to allow for the value inputted within a field to be based on a value or field within the same row in the same library or list.
A calculated column in SharePoint has a lot of practical uses. For example, you may decide to create an Expiration Date column within a library. You can add a SharePoint calculated column set 30 days before the expiration date. Your column, which could be called “Expiration Date,” will then come up with a brand new date based on your “Expiration Date” column minus 30 days.
In many ways, it automates and streamlines your project by saving on a considerable amount of manual work on your end.
How Do SharePoint Calculated Column Formulas Work?
Whenever you create a SharePoint calculated column, you will notice that it uses syntax resembling Microsoft Excel to calculate brand new values. There are few limits to how these columns work. The above example was straightforward, but teams can also use this metadata feature to develop more sophisticated formulas. Its malleability is what makes calculated formulas such a powerful SharePoint feature. Let’s delve a bit deeper into what this can look like.
Types of Formulas You Can Use in a Calculated Column
You may choose to use four major types of formulas to take full advantage of the calculated column. You may opt to use a SharePoint calculated column formula generator to streamline the creation of these columns further.
Dates
Create a SharePoint list calculated value using the “dates” formula. The most common use for this formula is to create deadlines and reminders for selected data fields. For example, you may choose to create a custom SharePoint calendar that always specifies an end date ten days after the start date. For more advanced Calendar features like this one consider upgrading to Calendar Plus.
You will need to use the SharePoint calculated column “today” formula to ensure that your calculated column adjusts based on today’s date.
“If” Statements
The SharePoint calculated column If formula involves creating a column with values determined by another column. Teams will usually use this column together with a choice field. For example, if you want to give the user a checkbox, you want the status to be set as “Complete” if they decide to click on the checkbox. You may also use a SharePoint calculated column “if contains text” for use in contact forms.
Boolean Operators
Boolean operators work perfectly when If statements become too complex to manage. These Boolean operators add further conditions, such as “And” and “Not,” to find the correct answers to queries.
Adding Boolean operators can become complex, so make sure every condition has been correctly separated with a comma.
HTML Trick
Does your team use query strings on your SharePoint pages? You can use these strings to create a page based on user preferences. Navigating to these pages requires a calculated column known as an HTML trick.
HTML tricks are a fast way to create links and manufacture standardization and efficiency.
How to Create a Calculated Column in SharePoint
Opening a new calculated column and adding your preferred SharePoint calculated column formulas is easier than it sounds. Here’s a quick step-by-step guide to help you get started.
- Begin by opening a SharePoint list or library.
- Click “Add Column” and then “More…”
- You should see the “Create Column” dialogue box. Choose a name for your column and select “Calculated” as the column type.
- Click to “Additional Column Settings” and add your chosen formula. The chances are you will be using an Excel formula for all but the most sophisticated of columns.
- You should see your columns in the “Insert Column” box. When satisfied, click “OK,” and you now have your first calculated column.
As you can see, implementing calculated columns into any project is easier than it sounds. Experiment with different formulas, integrate them into your new and existing projects, and find out what SharePoint calculated column formulas can do for you. Some users find SharePoint lists limiting, consider using a more dynamic option such as List View Plus.
Conclusion
SharePoint has an incredible amount of functionality and has the potential to streamline everyday operations. Teams looking to build and manage websites consider this platform the gold standard of web development and collaboration tools. The secret is mastering all its functions and features, which will help you get the most from your projects. If you are new to SharePoint and would like to learn more, check out this guide for beginners on how to use SharePoint.
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