My imperfect Humans of IT (HoIT) blog post

I’m thrilled and humbled to have had the opportunity to be a guest blogger over on Microsoft’s Humans of IT (HoIT) blog. My post is about balancing all our obligations, embracing imperfection, and leaving room for joy in our endeavors.

You can read the post here.

Shoutout to Shona, Ally, Oniel, and William for the opportunity and helping to make the post the best it can be.

If you’d like to apply to be the next HoIT guest blogger, you can do so at aka.ms/guestbloggers.

Disable read receipts and typing indicators in LinkedIn messages

It can be difficult to keep up with all the messages in LinkedIn that come in from colleagues, old friends, recruiters, and bots. Even if you have every intention of replying at a later time, your message buddy can see that you’ve seen their message but chose not to reply immediately. This can add false tension or anxiety to the communication, or just send a signal to the other party that’s unintended such as how you might value that person or their objective. Your message buddy can also tell when you’re typing and may be anxiously awaiting what you have to say even if you change your mind and delete the draft, leaving them hanging.

Let’s reduce some stress and disable read receipts and typing indicators so you can reply when you’re able with the peace of mind that no unintended feelings were conveyed when skimming between meetings. Just keep in mind that if you do this others won’t see that you’ve read their message or a typing indicator when you type AND you won’t be able to see the same from anybody else. Disabling it from applying to you removes your ability to benefit from it applying to others.

How to disable typing indicators and read receipts in LinkedIn messages

1. Go to LinkedIn and log in.

2. Select your profile menu then Settings & Privacy.

3. Select Communications at the top navigation menu.

4. Click Messaging experience on the left.

5. Next to Read receipts and typing indicators, click Change.

6. Toggle the option to the off position. It saves automatically.

How to make your LinkedIn profile private and only accessible to logged in users

By default your LinkedIn profile may appear in public search results and individuals who aren’t logged in to LinkedIn can see some of your information (depending on the privacy settings of each component as you added it to your profile). This public/anonymous access is also what allows Outlook to find your profile as a potential match for you if you haven’t connected your profile yet.

Note: Connecting to LinkedIn at work requires that your administrators enable LinkedIn connections.

In this post we’ll go through the steps to disable your public profile so that only logged in users may connect with you and/or view your profile in whole or part depending on your settings.

How to disable your LinkedIn public profile from anonymous access

1. Go to LinkedIn and log in.

2. Select your profile menu then Settings & Privacy.

3. Next to Edit your public profile, click Change.

4. Toggle the Edit Visibility option to the off position. It saves automatically.

You could, alternatively, just restrict which content appears publicly. Instead of step 4, leave it toggled in the on position and choose which items below it should be available.

As you make changes, the preview on the left will update to show you what anonymous users will see when on your profile but not logged in.

How to disable access to your profile for LinkedIn partners and permitted services like Outlook

1. Go to LinkedIn and log in.

2. Select your profile menu then Settings & Privacy.

3. Next to Profile visibility off LinkedIn, click Change then change the toggle to the off position.

Personalize/customize your LinkedIn profile URL

I still see a lot of LinkedIn profile URLs including generic alpha-numerically decorated user names. Let’s clean that up and make it unique and intentional.

For example, if you don’t change your URL it may still be something like:

….linkedin.com/in/nate-chamberlain-ab1234567/

But you can update it to something that looks great on a resume and every other profile, such as:

….linkedIn.com/in/nchambe/

Better, right? Let’s do it.

How to customize your LinkedIn profile URL

1. Go to LinkedIn and log in

2. Select your profile menu then Settings & Privacy.

3. Next to Edit your public profile, click Change.

4. In the upper right-hand corner, select the pencil icon under Edit your custom URL to edit your URL.

5. Enter your preferred URL suffix and click Save.

6. If available, you’re done! If unavailable, try another suffix. FYI – “AWESOME” is not available.

Add a thumbnail column for documents and media in a SharePoint Online document library

Mark Rackley recently tweeted about the ability to create a calculated column in SharePoint online document libraries that would automatically render thumbnails for documents. In the GIF from his tweet, it shows how this works for media files.

Naturally curious, I had to see how this worked for documents of .docx, .pdf, .pptx, etc. types. What I found is that it only currently supports some file types:

Supported file types (there’s likely even more I didn’t test):

  • Word (.docx)
  • PDF (.pdf)
  • Emails (.msg)
  • Images (.png, .gif, .jpg, etc.)
  • Media (.mp4)

Not-yet-supported file types:

  • Excel (.xlsx)
  • OneNote (.one)
  • PowerPoint (.pptx)

Create a thumbnail column in SharePoint Online document libraries

1. Add a new column to your document library (library settings > Create column).

2. Set the column name to Thumbnail. As for type, you have two options:

  • Leave type as Single line of text. Thanks to Dario Cassinerio for sharing that Single line of text type works as well as (and more simply than) Calculated set to [Title].
  • Mark Rackley suggests sticking with Calculated set to [Title] (see example screenshot) to prevent users from editing the text field in forms.

3. Click OK.

Supported file types will have thumbnails rendered (like .docx and .pdf in the example below) and others will just be blank (like .pptx and .xlsx in the example below).

Click to enlarge

Here is an animation demonstrating the entire process, start to finish using Single line of text as column type:

Click to enlarge

And another animation but using the Calculated column set to [Title] type:

Click to enlarge

How to filter a SharePoint list or library using URL parameters

In this age of building bots and eliminating needless clicks and such to get employees the info they need faster and more directly, we need all the best practices we can find when creating solutions for users. This post will share a better practice when it comes to getting reliable, fast results from SharePoint lists and libraries that don’t rely on search index configuration or endless view sprawl.

Quick answer

If you’re just here for the quick answer, here it is. For string values, you can simply add this to the end of the list’s URL to filter it as specified.

?FilterField1=[IntFieldName]&FilterValue1=[FilterValue]
  • Spaces in field names and values: If your value includes spaces, replace them with %20.
  • [IntFieldName]: Internal field names (like Client in the example below is actually the original Title column) can be found in List Settings > Column Settings > Select Column > Check URL of column settings page (it contains the internal field name following &Field=).
Click to enlarge

If you want to learn about how this came up in my work and why I chose it as a solution, read on.

Case

Recently, I was involved in troubleshooting a bot that would search a SharePoint list using its built-in search box. However, the bot would be searching for items that were created minutes prior and the search index hadn’t updated yet so no results would be found and the bot would fail to complete.

So I suggested we filter instead of search.

Why filter?

Filtering lists works independently of the search index. Meaning I can create a new item in a SharePoint Server 2019 (or any SharePoint version) list right now and then filter the list and find that new item immediately. But if I search immediately, it won’t be found yet.

Want to argue about continuous crawls as workaround? Send your thoughts to nothanks@natechamberlain.com.

Changes to the process

For this particular bot, we’d be replacing this process:

  1. Navigate to SharePoint list URL
  2. Activate list’s search box
  3. Enter/type search term (unique item identifier guaranteed to return one result)
  4. Hit enter/search

with this one:

  1. Create a variable for the search term
  2. Navigate to SharePoint list URL with added URL parameter including variable from step 1 (taking us directly to the single result we needed)

It not only simplifies the steps involved, but reduces the likelihood that changes to UI elements will break our bot along the way.

Potential use cases

  • Sending workflow emails with direct links to lists and libraries already filtered
  • Reducing the number of views on a list by having users bookmark URLs including the filter parameters the view would have
  • Improving bot reliability by eliminating some UI-dependent steps
  • Eliminating search indexing delays for users or bots searching for new items
  • Setting a hyperlink column on a list automatically to filter the list/library by that item’s vendor/client/topic/etc. for easy comparison/drilldown (see how to set a hyperlink column using Power Automate)

How to do it

First you need to identify the internal field name of your column on which you’ll be filtering. Then we simply add a bit of text to the end of the list’s URL.

  1. Go to Settings > List settings (or List/Library > List/Library Settings in classic views).
  2. Select the column to filter from under Columns.
  3. Check the URL for the text following &Field= for the internal field name. Note this somewhere as we’ll need it soon.
  4. Go back to your default list view ending in .aspx and add the following to the end of the URL, replacing [IntFieldName] with the field name you got in the previous step:
    ?FilterField1=[IntFieldName]
  5. Now add the following to the end as well, replacing [FieldValue] with what you’d like to use to filter the column referenced in steps 3-4.
    ?FilterValue1=[FieldValue]
  6. Your final URL may resemble the following:
    https://YOURORG.sharepoint.com/sites/YOURSITE/Lists/ListName/AllItems.aspx?FilterField1=NotGov&FilterValue1=1

Filtering yes/no or true/false values

If your filter isn’t working for yes/no columns, replace “no” with 0 and “yes” with 1 in your URL.

Multiple field filters

You can filter the list on multiple columns by adding &FilterField2=… in the same format as the first. See below for an example:

?FilterField1=[Field1]&FilterValue1=[Value1]&FilterField2=[Field2]&FilterValue2=[Value2]
Click to enlarge

Solution: Searching by ID column in SharePoint list not working

I had an issue come up today where a user wanted to search a SharePoint list by the default ID column.

Problem:
The ID column cannot be indexed and is not searchable using just the ID number itself.

Solution:
You can still search ID numbers in lists if you include the proper Keyword Query Language (KQL) syntax. Format your search as ListItemID:3 (replacing 3 with your own ID number, of course) and it will work.

And yes, this works in both modern and classic list search experiences and in SharePoint Server and SharePoint Online/O365.