SharePoint Highlight Rows

Step-by-Step Guide to Highlighting Rows in SharePoint for Better Data ManagementHighlighting rows in SharePoint can significantly enhance data visibility and user experience. This guide provides a detailed, step-by-step approach to help you effectively highlight rows in SharePoint lists, improving data management and decision-making.

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Why Highlight Rows in SharePoint?

Highlighting rows allows users to quickly identify important data, track changes, and visualize information more efficiently. Whether you’re managing project statuses, tracking tasks, or monitoring KPIs, highlighted rows can help increase productivity and reduce oversight.

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Prerequisites

Before you start, ensure you have:

• Access to a SharePoint site with the necessary permissions.
• Either a SharePoint list or library already set up to apply highlighting.
• Basic understanding of SharePoint functionalities.

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Step 1: Access Your SharePoint List

1. Log in to your SharePoint site.
2. Navigate to the Site Contents section.
3. Click on the list or library you want to modify.

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Step 2: Open the List Settings

1. Once in your list, locate the gear icon ⚙️ in the top right corner.
2. Click on it and select List settings from the dropdown menu.

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Step 3: Go to Advanced Settings

1. In the List Settings page, scroll down to find the Advanced settings section.
2. Click on it to access further options.

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Step 4: Enable “Allow management of content types”

1. Look for the option labeled Allow management of content types.
2. Set it to Yes and click OK to save your changes.

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Step 5: Create a New Content Type

1. Once you return to the List Settings page, scroll to the Content Types section.
2. Click on Add from existing site content types.
3. Choose a content type that suits your list, or create a new one if necessary.

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Step 6: Edit the New Content Type

1. Click on the new content type you added.
2. Under the Columns section, you can add columns that will be used for highlighting the rows later. Ensure you add a choice or number column that will help define which rows to highlight.

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Step 7: Access the Formatting Options

1. Return to your SharePoint list view.
2. Click on All Items at the top of the list.
3. Select Format current view from the dropdown.

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Step 8: Add Row Formatting

1. In the formatting pane that appears, you’ll see a JSON box.
2. Here’s a simple example of JSON code to help you highlight rows based on a condition:

   {        "$schema": "https://developer.microsoft.com/json-schemas/sharepoint/column-formatting.schema.json",        "additionalRowClass": "=if([$Status] == 'Completed', 'highlight-row', '')"    } 

This code highlights rows where the Status column value is ‘Completed’.

1. Replace [$Status] with your actual column name and modify the condition and class name as necessary.

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Step 9: Apply and Save Changes

1. Once you’ve implemented your JSON code, click Save.
2. Go back to your list view to see the changes in effect.

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Step 10: Adjust Highlighting Rules

1. To customize the highlighting further, return to the Format current view option.
2. Modify the JSON expression as needed to address different conditions or to customize styles such as font color or background color.

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Best Practices for Row Highlighting

• Consistency: Keep highlighting consistent across different lists.
• Clarity: Use clear conditions that everyone understands at a glance.
• Testing: Check the changes in different user views to ensure clarity.

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Troubleshooting Common Issues

• Highlight Not Showing: Double-check your JSON syntax for any errors.
• Condition Not Triggering: Ensure the column names and conditions are exactly as used in your list.
• Permissions: Make sure you have the necessary permissions to make changes to the list settings.

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Conclusion

Highlighting rows in SharePoint is an effective way to manage data visibility and improve workflow efficiency. By following this step-by-step guide, you can tailor the list views to suit your specific needs, allowing for better data management and decision-making.

With practice, you can explore more complex JSON formatting to create visually appealing and functional SharePoint lists that meet your organizational requirements.