Why Using the Date Format YYYY-MM-DD Works #SharePoint

Files are stored in alphabetical and numerical order from the left hand side in Microsoft products.  Look at the order of the files and documents in this example.  If you had to find the newest minutes, you would have to read through the whole list to find them.

Date-format-in-fileshare-unformatted

Date-format-in-SharePoint-unformatted

But if you changed the date format to YYYY-MM-DD, it would be instantly obvious.

Date-format-in-SharePoint-formattedAnd then in SharePoint you would be able to either change the filter to show newest to oldest.

Date-format-in-SharePoint-filteredOr alternatively, change the view to sort the name in descending order.

Date-format-in-SharePoint-sort

And then newest docs would always be on top. 🙂

Date-format-in-SharePoint-sort-newest-first

7 comments

  1. Hi Veronique,
    Quite agree – this is a trick that I have been finding useful for years. It works in standard folder trees as well as SharePoint, and is particularly useful where you have lots of files with essentially the same name relating to different dates, e.g. meeting agendas or minutes, monthly / weekly reports, staff appraisals, etc.
    Another useful trick for any “live” file that is updated frequently and doesn’t require a version history (e.g. Risks & Issues Logs) is to prefix the filename with a non-alphanumeric character (I use a tilde “~”) as this will bring it to the top of any alphanumeric listing.
    Also, consider using the date format ddmmmyy or even ddmmmyyyy if there is the slightest chance that your documents will be used in both the USA and the UK, as it wastes time and is a potential source of error if people don’t know whether 07/01/13 means the 7th of January or the first of July. 07Jan2013 is utterly unambiguous and in its shortened form ddmmmyy is also more efficient on characters and visual space than dd/mm/yy or mm/dd/yy.
    I enjoy your blog, keep up the good work!
    Regards, Ken

    Like

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