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SharePoint lists are used to store all kinds of structured data, from contacts and calendars to issues tracking and document libraries. However, there are times when deleting all of the entries in a SharePoint list becomes necessary. Reasons to Delete All Items from a List Archive Old Data If a SharePoint list has years of…

The Problem of Large, Outdated SharePoint Lists As SharePoint lists accumulate items over months and years, they can begin to impact performance and consume substantial storage capacity. Lists with hundreds of thousands or even millions of items will strain the SharePoint database, resulting in sluggish response times for list queries and edits. Large, outdated lists…

Detecting Today’s Date in SharePoint Determining the current date is an essential first step for dynamically highlighting SharePoint date fields. SharePoint provides built-in variables and functions to obtain today’s date for use in comparisons and calculations. Using the Current Date variable in SharePoint Designer workflows SharePoint Designer workflows allow referencing the current date by using…

What is Conditional Formatting Based on Dates in SharePoint Conditional formatting in SharePoint allows users to apply visual formatting rules to list items and library files based on comparisons with date values. By leveraging built-in date functions in SharePoint, rules can be created to highlight dates in views that meet specified criteria. For example, dates…

Why Color Code Expiration Dates? Color coding expiration dates in SharePoint enables users to quickly visually identify items needing review or action. Using background colors to highlight dates provides an at-a-glance status indicator that focuses attention on impending and passed due items. This saves time over reading individual dates and makes it easy to scan…

Limitations on SharePoint List Columns When Importing from Excel When importing data from Excel into a SharePoint list, certain column types and configurations can cause issues. There are restrictions around complex data types, lookup columns, column validation, large columns, and more. Being aware of these limitations can help you design your Excel data correctly before…

The Problem: Default Alerts Can Be Confusing SharePoint’s out-of-the-box email alert functionality enables users to receive notifications when changes occur on sites, lists, libraries, or list items. However, the default formatting of these alerts often lacks clarity and context that recipients need to quickly understand the notification and determine any required actions. Some common issues…

Why Color Code Rows Color coding list rows by status provides visual organization for SharePoint lists and enables users to quickly identify the status represented by each row. Appropriate use of color contrasts, status icons, and descriptive text can enhance the user experience and enable users to parse information more efficiently. Improve Visual Organization Color…

SharePoint’s permission inheritance model enables easy collaboration, but can limit customization options for power users. Breaking inheritance has downsides too. This article examines strategies to customize SharePoint lists without compromising permissions. The Core Issue with SharePoint Permissions SharePoint’s permission hierarchy propagates access rules from parent sites down to subsites, libraries, folders, lists, list items and…