How to group by date chronologically for library views

(this post was written using a SharePoint 2010 environment)

So here’s the scenario, we have a document library that contains agendas, minutes, reports and other files related to meetings. The document library has a custom column called ‘Meeting Date’, a date column that is mandatory for all files that are uploaded.

We are required to create a view that is grouped by meeting date, sorted chronologically. Let’s give it a go!

Step one – prerequisites

My setup to achieve this was as follows:

  • A document library
  • An additional date column ‘Meeting Date’

Step two – configure the library

  • Navigate to the document library
  • Create a new calculated column called ‘Month of Meeting’
  • In the Formula section, add the following:
=IF([Meeting Date]="","Empty",("0"&MONTH([Meeting Date])&"/"&RIGHT(YEAR([Meeting Date]),4)))

NOTE
This formula basically states that if Meeting Date is blank, show Empty, if the meeting date has a value format it as MONTH (0 in front of the month number) / YEAR (yyyy).

  • Make sure the data type returned is ‘single line of text’
  • Press OK

Test your changes!

Now we have created a calculated column, we can test our changes by adding the column to a view and checking the Month of Meeting column has values.

Step two – create the view

Now we have verified our formula is working, we can start building out our view based on the requirements.

  • Navigate to the document library
  • Under Library Tools > Library > Create View
  • Scroll down to Group By, then group by Month of Meeting in ascending order
  • Press OK

NOTE
In the Group By section, you can set whether the groups are open or closed by default by choosing either collapsed (closed), or expanded (open).

You can also change the default number of groups to display from 30, but beware of slower page loading if you set it too high.

Now our view is configured we can take a look at it in all its chronological glory!

If you want to find out more about using group views, take a look at another post I wrote on ways around the 10 item limit in choice columns.

How to fix SharePoint sites that don’t appear in top navigation

(this post applies to SharePoint 2010, 2013, 2016 classic sites)

So in this scenario, a user was unable to get new SharePoint 2010 sites to show in the top navigation, even though some where hidden. If this happens to you try the following:

  • Navigate to Site Actions > Site Settings
  • Under Look and Feel > Navigation
  • In Global Navigation > update the maximum number of dynamic items
Update the maximum number of dynamic items to show all your sites

That’s it! now all your sites that haven’t been hidden will be displayed in the global navigation.

Microsoft 365 update for September 2019

A look back at all the latest updates and releases in the past month. in this months update:

SharePointpage diagnostic tool, new web parts, CAD file preview in GA, activity highlights, site permissions panel, per site anyone link expiration policy, sharing reports

OneDrivepersonal storage options, differential sync for all files, OCR scan support in iOS

Teamsfilter chats, mute conversations, secondary ringer, cloud voicemail, reverse number lookup, calling in Chrome, phone updates for GCC, meet now with no invite, pin participant, missed meeting, meeting capabilities for more browsers

RelatedTo Do updates, multi-language support for Forms, Visio-Flow export, user templates in M365

SharePoint

Updated Page Diagnostic Tool

The diagnostic tool is a browser extension for Chrome and Microsoft Edge that helps identify modern/ classic Site Pages in SharePoint Online that may not be delivering optimal performance.

By comparing characteristics of a site page to known best practices, the tool provides remediation guidance, leading to suggested fixes across three analysis results: Attention required, Improvement opportunities and No action required.

Adding the Page Diagnostics browser extension, to seeing it work in action
Find out more:

New/ updated web parts

Lots of new and updated web parts are coming to SharePoint Online, here’s a look at them:

  • Button & Call To Action – engage your page viewer by providing focused text on and above a button
  • World Clock & Weather – add individual cities or a group of locations to highlight local times and weather
  • Divider – put a line in between sections and web parts, choosing the width and thickness
  • Highlighted Content adds Custom Query – use custom CAML or KQL queries to display precise sets of content, with the ability to combine filters using AND, OR, and NOT operators
Find out more:

CAD file preview enters GA

Utilising AutoCAD technology, you can now preview rich DWG files inline for OneDrive, SharePoint and Microsoft Teams.

Autodesk AutoCAD for file previews in OneDrive, SharePoint and Teams
Find out more:

Activity highlights in the file card

The file card now shows relevant file activities, like if someone you work with edits, comments, or @mentions you, that activity is displayed with a link to take action.

Find out more:

Manage sharing/ access request settings from site permissions panel

Sharing and access requests for a SharePoint site have moved. Now located in the “Change sharing settings” link, site owners can use the new panel to allow only owners to share files, folders, and the site – restricting everyone else from sharing.

Find out more:

Per site anyone link expiration policy

Admins will now be able to customize the expiration length on a per-site basis for Anyone or anonymous sharing links. Admins can now override the tenant policy and set a more or less restrictive expiration policy for specific sites.

Note: This functionality will only be available via the SharePoint Online Management Shell.

Find out more:

Sharing reports

Site owners can now get a CSV file report to see all the items in their site that have been shared with any user, both inside and outside the organization. Useful for providing external sharing reports, the export can be filtered to only show content from the “Shared with External Users” option to view every unique user, permission, link, and item that has been shared externally.

From the site usage page, you can see recently shared items, with an option to run a report
Find out more:

OneDrive

More personal storage options

You can now add more storage to your existing Office 365 subscription (Personal or Home) in 200 GB increments, starting at $1.99 per month.

Note: the 200GB incremental additional storage plans are only available for Office 365 subscribers. The Basic plan is free and offers 5GB, and non-subscription paid is $1.99USD/mo. and offers 100GB.

Overview of OneDrive storage plans
Find out more:

Differential sync for all file types

Differential sync brings the ability to sync only the parts of large files that have changed, not the entire file. The ability to leverage differential sync to all file types, stored in OneDrive and SharePoint is being rolled out this month.

Note: differential sync is already available for Office file types.

Find out more:

iOS app OCR in scan support

The OneDrive mobile app already has built-in scanning capabilities for scanning documents, whiteboards, business cards to name a few, as well as converting them into an easy-to-read PDF format. Scans taken for iOS 11.1.5 or later are now available for optical character recognition.

Find out more:

Teams

Filter chats

Newly released filters added in Chat and Teams help you filter more than just your activity. In chat, type a person’s name to filter for every group, meeting, or one-on-one chat you have with them.

Fitler Chat in Teams
Find out more:

Mute conversations

Now you can mute a conversation in a channel. Alternatively, when you want to follow a conversation in a channel you’ve hidden from your list, all you need to do is turn on notifications.

Turn off notifications in Teams
Find out more:

Secondary ringer

With the secondary ringer functionality, if you wear plugged in headsets you will still be able to hear an incoming call ring from your computer.

Find out more:

Cloud voicemail improvements

You can now directly transfer a call to Cloud Voicemail. You can also now configure call answer rules, choose the greeting language, customize the TTS for the standard greeting and the ‘out of office’ greeting, and choose when you want your ‘out of office’ greeting to be played.

Find out more:

Reverse number lookup

Now when you receive a call, Teams will display the PSTN Caller’s name based on Azure Active Directory data and/or the Telco provided display name. Available now on the desktop, and coming soon to Teams mobile.

Calling in Chrome

If You use Teams on the web, you can now add Google Chrome to your list of browsers that support making calls from your web browser.

Find out more:

Telephony updates for Microsoft GCC

Several updates are coming to Microsoft Government Community Cloud (GCC) this month, such as:

Call Handling Enhancements, Teams Calling improvements for VOIP users, Group Call Pickup (GCP), phone number blocking, Multiparty Calling without Conference License, Call Park (CP), and Shared Line Appearance (SLA).

Find out more:

No invite required for Meet Now

The “Meet Now” feature on desktop allows you to skip the invitation and instead go straight to in a new meeting. All you need to do is go to Calendar on the left side of Teams, then select Meet now in the top right corner and add the people to the meeting.

Pin a meeting participant

You can now choose which meeting attendees to “pin” to create your own personal view.  Right-click on a meeting participant and select “pin” (or unpin) to create your own custom layout of meeting participants.  Note that this view is your own and does not impact other meeting participants.

Pin a meeting participant in Teams

Missed meeting-add notifications

Now you will see a notification in the Teams activity feed to notify you that someone tried to add you to a meeting, and if the meeting is still going on you can join directly from there.

Find out more:

Light weight meeting capabilities for Internet Explorer, Firefox & Safari

With the new light-weight meeting join capabilities, users can jump straight into a Teams Meeting in Internet Explorer 11, Safari, and Firefox browsers. Meeting audio is delivered via Audio Conferencing, so meeting organizers will need the respective license.

Find out more:

New version of Microsoft To Do

Microsoft unveiled a new version of To Do this month with a new look and new features. You can change the experience and background (includes dark mode) to suit your needs. To Do can now integrate with other Microsoft 365 apps to create a central view of your tasks.

Microsoft To Do
Find out more:

Microsoft Forms now offers the option to create surveys in multiple languages without having to merge separate documents.

Multi-language support for Microsoft Forms
Find out more:

Export Visio diagrams to Flow

Now you can easily create new flows in Visio and export them as a fully functioning workflow to Microsoft Flow. Built-in Business Process Model and Notation (BPMN) stencils have sharing and commenting capabilities, simplifying development and collaboration.

Find out more:

New user templates to create users in M365

You can now create and use a template to save time when adding multiple users. Templates are particularly useful if you have users who share many properties, like those who work in the same role and the same location.

Find out more:

Resources

A guide to troubleshooting Teams

My organisation has started to use Microsoft Teams, albeit not globally but in small pockets there are groups of users with access to the product and are using it in anger interally.

Getting setup correctly and granting external, or guest access can be not such a simple request in my experience, so I thought it useful to document what I have observed, and some of the resolution steps applied to get Teams set up and working correctly for internal users, and how to make sure external access is enabled for guests.

In this guide:

  1. How to enable Teams for internal users
    • Turn on/ off Teams at the tenant level
    • Turn Teams on/ off for individual users
  2. How to enable guest access
    • Check Azure Active Directory
    • Check O365 Groups
    • Check Teams guest access
    • Check O365 settings
    • Check SharePoint sharing settings
  3. Configuring the user initated Teams licenses
  4. Troubleshooting Teams desktop application
    • Tip #1: the Office version matters
    • Tip #2: turn it off and on again
    • Tip #3: clear the cache
    • Tip #4 run credential manager

1. Enabling Teams for users internally

To enable Teams for individual users, they will need need to be assigned a Teams product license from the O365 admin center. Depending on your own policy for rolling out Teams, you can either do this at the tenant level or at the individual user level (for example, we turned off the Teams product at the tenant level, but assigned licenses at a user level).

Turn on Teams at the tenant level

  • Navigate to the O365 admin center, click on Services & add-ins
  • Search for Teams > under Settings by user/license type select the product license used in your tenant (for example E3)
  • Make sure the ‘turn teams on or off for all users of this type’ is set to On
Turning Teams on at the product license/tenant level

Turn on Teams for individual users

  • Navigate to the O365 admin center, click on Users > Active Users
  • Find the user you wish to turn Teams on for
  • Under Product licenses > press edit
  • Find the relevant product license (for example Office 365 E3) > press the drop down icon
  • Find Microsoft Teams from the list of options, and make sure it is switched on
Turning Teams on at the user level

I believe that by default when an enterprise product license is switched on that by default all the apps and services will be set to on. However, if your organisation is within a managed service agreement, you could well be in a situation where some of these apps are switched off as part of the product license.

2. How to enable guest access

OK so before I begin detailing the steps I followed, there is a pretty great guest access checklist that Microsoft has provided that covers all the steps plus explanation in order to enable guest access in Teams. You can take a look at that below:

Microsoft Teams guest access checklist

Much of what I detail below were already turned on for me, so this just acts as a series of checks – much like the Microsoft guide, to run through to make sure guest access is set up correctly.

Check Azure Active Directory settings

  • Log in to https://portal.azure.com
  • Select Azure Active Directory > Users > User settings
  • Under External users, select Manage external collaboration settings

These are the settings I used for external collaboration:

  • Guest user permissions are limited: Yes
  • Admins and users in the guest inviter role can invite: Yes
  • Members can invite: Yes
  • Guests can invite: Yes
  • Enable email one-time passcode for guests: No
  • Collaboration restrictions: allow invitations to be sent to any domain (most inclusive)

Check Office 365 Groups

  • In the O365 admin center, go to Settings > Services & Add-ins > Office 365 Groups
  • Make sure Let group members outside the organization access group content is set to On
  • Make sure Let group owners add people outside the organization to groups is set to On
  • Make sure Let group members outside the organization access group content is set to On

Check Teams guest access settings

  • In the Teams admin center, select Org-Wide settings > Guest access
  • Set the Allow guest access in Microsoft Teams switch to On
  • Press Save

Check O365 sharing settings

  • In the O365 admin center, go to Settings > Security & privacy
  • Under Sharing > select Edit
  • Make sure Let users add new guests to this organization is set to On
  • Press Save

Check SharePoint sharing settings

Sign in to the Microsoft 365 admin center.

  • In the O365 admin center, select SharePoint
  • In the SharePoint admin center, select Sharing
  • Under Sharing outside your organization, select Allow sharing with the external users that already exist in your organizations directory

NOTE: Basically, any of these options will work, outside of don’t allow sharing outside your organization.

3. Configuring user initiated Teams licenses

Something else you might experience as part of the rollout of Teams, is the prevalence of user initiated Microsoft Teams (Commercial Cloud) licenses. These are auto-assigned licenses that users recieve that do not currently have a Teams license.

If you wish to turn off this ability, you can by doing the following:

  • In the O365 admin center, go to Settings > Services & add-ins > User owned Apps and Services
  • Make sure that Let users install trial apps and services is set to Off

4. Troubleshooting tips for the Teams desktop application

Since rolling out Teams, along with the desktop app I have noted a few common issues and some simple resolution steps:

Tip #1: the Office version matters

Some users struggle to open files in Teams, and get issues that the file is locked or has to be saved locally and re-uploaded.

The build version of Office has an effect on the behaviour between the Office apps and Teams. For example, I noted that someone who had Office Version 1611 (Build 7571.2109) would be unable to open files in Teams, and were unable to open the file in edit mode. Where as myself running Office Version 1802 (Build 9029.2253) had no issues. When the user updated their Office version to 1802 or later, the issues were resolved.

Tip #2: turn it off and on again

Sometimes the simplest solution is the best one, and in these cases many times simply removing the Teams product license for the user > saving > then re-applying the license works wonders.

Along the same vein for this, having concurrent Teams licenses from your enterprise and commerical cloud user initiated licenses has also been promlematic for me, hence why we made the decision to turn off the commercial cloud licenses.

Tip #3: clear the cache

Tip #3 and tip #4 pretty much go hand in hand, but clearing the cache when trying to get Teams working is never a bad idea in my opinion.

  • Close the Teams app, and make sure the process has stopped in Task Manager
  • Go to Start > Run > and enter C:\Users\[YOUR_USERNAME]\AppData\Roaming\Microsoft\Teams

From here, delete all the files from the following folders:

  • \Application Cache\Cache\
  • \blob_storage\
  • \Cache\
  • \databases\
  • \GPUCache\
  • \Local Storage\
  • \tmp\

Then clear these files out from C:\Users\[YOUR_USERNAME]\AppData\Local\:

  • \Google\Chrome\User Data\Default\Cache
  • \Google\Chrome\User Data\Default\Cookies
  • \Google\Chrome\User Data\Default\Web Data
  • Internet Explorer Temporary Internet Files
  • Internet Explorer Cookies

NOTE: Mark Vale also includes a PowerShell script on his post about this that will be much quicker way to do it. You can check that out here.

Tip #4 run credential manager

This final tip helps if you see authentication errors when users try to login to the desktop app.

  • Press Start, type Run
  • Enter rundll32.exe keymgr.dll,KRShowKeyMgr
  • In stored usernames and passwords, find the msteams_adalsso credentials and press remove on each one

Microsoft 365 update for August 2019

In this month’s update:

SharePointSite swap, site owners can join to hub sites, activity highlights in file hover card
OneDrivePopular around me, comments on non-office files, Samsung + OneDrive
TeamsFocus time, content cameras, meetings first, share audio, partner provided calling plans for Japan, audio conferenceing via direct routing GCC High & GCC DoD, Personal apps (developer preview), enhanced assignments Teams for Education
PoweAppsOctober PowerApps release wave videos, publishing changes to Portals, PowerApps CLI, new functions, provisioning/ admin updates, inline navigate, SharePoint declaration improvents, data source experience & CDS views, share canvas apps with guests
RelatedWork-in-progress slides in PowerPoint, direct links to PowerPoint slides, enhanced Yammer mobile experience

SharePoint

Site swap

Finally, you can make your root site a modern communication site or a modern team site! Using the new PowerShell cmdlet: Invoke-SPOSiteSwap, switches the location of a source site with another target site.

Note: the source or target sites cannot be “associated” with an Office 365 group or connected to a hub site.

Invoke-SPOSiteSwap
         -SourceUrl <string>
         -TargetUrl <string>
         -ArchiveUrl <string>   
      [<CommonParameters>]
Find out more:

Site owners can assoicate sites to a hub

Site owners can now associate their sites to a hub they have permissions to join. Previously this ability required site collection level admin privileges.

Find out more:

Activity highlights in the File Hover Card

The activity highlights shows you if someone you work with edits, comments, or @mentions you on files you’re working on. This is displayed in the File Hover Card, with a link to the relevant activity.

Recent activity in the File Hover Card
Find out more:

OneDrive

Now you can find relevant content at the top of the Shared with me view in OneDrive. Files which are recommended based on your working relationships will surface to help you find trending information faster and discover new content.

The new popular around me view in OneDrive
Find out more:

Comments on non-Office files

You can already comment on Office docs in Office on the web, but now you can comment on other file types in OneDrive on the web such as PNGs, JPGs, or PDFs. You can also comment while using the viewer in OneDrive.

Comments on non-Office files in OneDrive
Find out more:

Samsung + OneDrive

OneDrive will be natively integrated into the Samsung Gallery app, providing automatic syncing of your photos and videos and enabling new protection and cross-device experiences. The Galaxy Note10 will be the first to get the OneDrive integration, with more Samsung devices to follow.

Find out more:

Teams

Focus time

When you schedule “focus time” through MyAnalytics, Teams will automatically help you stay focused by changing your presence to “focusing” and silencing all notifications during the focus period (based on your priority access settings).

Find out more:

Content cameras & intelligent capture

The Microsoft Teams Room app has been updated to include a “content camera” feature. This detects the whiteboard in the room, crops and frames it, and shares the content with remote participants.

Microsoft Teams Rooms
Find out more:

Meetings first

Meetings First is a configuration mode that allows organizations to continue to use Skype for Business Server for their chat and enterprise voice needs, but move their meetings workload to the cloud.

Any version of Skype for Business Server is supported, though more recent clients will have a better coexistence experience. In addition, organizations need to be licensed for Teams, including Audio Conferencing if PSTN dial-in/dial-out functionality is required.

Teams Meetings First
Find out more:

Share audio in Teams

Now, you can share your audio during a Teams meeting, so all participants can hear whatever media you’re presenting.

Find out more:

Partner provided call plans for Japan

SoftBank has released their UniTalk calling plans to Office 365 customers in Japan. The Softbank Calling Plans enables SoftBank to sell and support PSTN calling services specifically for the Japanese market.

Find out more:

Audio Conferencing via Direct Routing for GCC High and GCC DoD

  • o Conferencing via Direct Routing for GCC High and GCC DoD

This feature enables participants to join your organization’s meetings using a standard phone number. Configuring this feature requires your GCC High or GCC DoD organization to use its own numbers for dial-in access and all meeting dial-outs to phones are via Direct Routing.

Find out more:

Personal apps on mobile (developer preview)

Currently in developer preview, Personal apps can extend and customize Microsoft Teams for your organization. It provides a capability for people in your organization to use 3rd party apps within Teams.

Personal apps in developer preview has been rolled out, with a a broader target rollout in the last quarter of 2019.

Find out more:

Enhanced assignment tab in Teams for Education

The enhanced Assignments tab now shows a clear view of what’s coming up next, when creating a class assignment, educators can add resources from your Staff or PLC team. Simply select Add resources on your assignment and choose it from the file picker. You no longer need to move your content between teams.

Add resources in Teams for Education
Find out more:

PowerApps

PowerApps October release wave updates!

In August the PowerApps team added videos to the release notes show casing upcoming innovations as part of the wave 2 releases. You can see the video below:

PowerApps 2019 release wave 2 overview
Find out more:

Publishing changes to PowerApps Portals

PowerApps Portals now uses the selective entity caching approach to improve reliability and performance of your portal. With this update, you can now see changes reflected on the portal immediately.

Find out more:

New features for the PowerApps CLI

PowerApps component framework can now see changes in the test harness as they are made and push components directly into an org using the CLI.

The push capability will make you more efficient because it bypasses the custom component versioning requirements and does not require you to build your solution in order to import into your development environment.

The watch capability removes the need to reload your test harness after every change is made.

Find out more:

SetFocus function

The SetFocus function gets data entered faster by having the app position the cursor in the input field where we should begin. When you go to validate, the app will take you directly to the offending entry, even if it scrolled off screen.

SetFocus function in PowerApps
Find out more:

With function

You can now simplify large formulas by dividing them into named sub-formulas, eliminate redundant sub-formulas, and easily work with functions that return records.

Find out more:

Provisioning & administration updates for Power Platform admin center

Several changes were rolled out in August to the Power Platform admin center, including:

  • Provisioning environments
  • Provisioning based on available capacity
  • Administrators can view all environments in the admin center
  • Simplified license requirements to administrator environments
  • Top table trend is now available in the capacity report.
Power Platform admin center
Find out more:

Inline navigate to all of our modern model-driven designers

To reduce the amount of clutter within your browser while building apps, Microsoft have introduced an option to open the modern view and form designers inline. To get back, you can simply press the back button in the designer.

Inline navigate for modern model-driven designers
Find out more:

Improvements to SharePoint delegation

Delegation of SharePoint complex objects and Query and filter operations on objects such as Person and Choice is now supported in PowerApps.

In addition, the DateTime and Date values are still not yet delegable, but a null value can be delegated for a DateTime and Date field.

Find out more:

Data source experience & Common Data Service views

New data source experience and Common Data Service views that allow adding data sources into the app, or creating new connections without inserting a control have been updated.

Also updated is enabling a Common Data Service entity view that can be selected in the property pane and the Items property.  The property pane will update the Items property to add the Filter function taking the the view name as the filter.

Find out more:

Share canvas apps with guests

Now in public preview, this feature enables canvas apps to be shared with guests of your organization! This enables teams of individuals made up of different organizations participating in a common business process to access the same app.

Sharing canvas apps with guests of your organization
Find out more:

Please note: there are also several updates for the PowerApps Unified Interface that I haven’t been able to list here, but you can find all the details from the link below:

https://powerapps.microsoft.com/en-us/blog/august-2019-updates-for-microsoft-powerapps/

Related

You can now transform standard shapes in PowerPoint, Word, and Excel into rough outlines that look handdrawn and convey a sense of in-progress work. Sketched Shapes is perfect for building wireframes, drafting designs, or adding an artistic touch.

Work-in-progress diagrams and slides in PowerPoint
Find out more:

You can now get a link to an individual slide from PowerPoint and share it with recipients. This will help others land on the most relevant information without having to find what you were trying to show them through a stack of presentation slides

Find out more:

Recently announced, a new Yammer mobile experience to iOS and Android devices. Some highlights include a modernized feed experience that reduces visual clutter and delivers improved readability, live events, and townhalls that you can view on the go; Seen Counts to let you know how many people have viewed your messages; and group search to cut down on search time and find the information you need.

Find out more:

Links and resources