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Travel bill format for teams

okay so in this video we're going to tackle one of the common asks is how do you create a group calendar within microsoft teams so that way as you can see on my screen different team members can schedule their time off uh it's very interactive it's right here within the tab within teams you just go in here and say here i am desean i'll actually be out of the office or away from my team on the 20th through the 23rd because i'm going to be part of a seminar go ahead and save that off it gets added to the calendar so as a team member you can let the team know where you're gonna when you're gonna be out of the office when you're not available and as a project manager you know how to schedule around team availability let's get started [Music] okay so let's go ahead and get started what we want to do is uh and we can create these group calendars for any team so it could be a department site or the department team within microsoft teams or our project team with their microsoft teams so let's do this i'm going to pick on dod project and here i've got several projects under here and what i want to do is say for this particular project for all these team members we want to do a group calendar so we know who's in the office who's going to be available for which days you know it goes into project planning or if we have to move things around so in order to get started what we do is hit the plus sign here bring in our microsoft list and these are pretty straightforward and this is only available because of a new feature a recent feature i'll say probably about six weeks so as of april 2021 that allow you to create a calendar view so here once i'm in the microsoft list i'll just create a standard list and then i would just do a blank list i want more control i don't want more site columns than what's needed so let's just do a group calendar for our team or this could call it team calendar calendar um and then we can pick a color and then probably pick the calendar icon and then go ahead and click create so once we have that we have this kind of this is the standard list we get our default title so we're going to leverage that so the first thing we want to do is add in two date time columns just call it the begin date and then click save and you can see i'm i'm accepting the default values here and then i'm gonna do the end date so date time here do end date and then click save okay and really that's basically it so now to kind of get this into the calendar view uh what i can do i can go into the drop down here where it lists all my views to say create new and it's going to ask the name of the view let's just call this calendar or here i can call it team calendar whatever and then select the calendar layout for this view and then you have three options for calendars right because just imagine you're going to have the calendar with all the different sales to represent the different days and what it's asking for is okay once i build this calendar view out how do i know which one of your site columns represent the start date of the calendar and that's going to be the beginning and which one of your site columns represent the end date of the calendar and we hit end here and then which one of your site columns represent the entry or the title or the label that i put in when there are new entries there and then we're going to use create a title for that all right so once we do that we just go ahead and select it so now this is our standard view and the way that this works is that i can go to the 18 click new here's one of the kibios i do not like about this so far is that though i create the 18 it did not automatically select the 18 for my begin date so here i have to explicitly select the 18th and then just say okay from sunday actually let's make this more realistic from monday through thursday i'm going to be out of the office right and i could just do triple z triple o for out of the office right and then hit say now sometimes we don't want you know and just simply as that i have an entry and it blocks out there's a nice indicator that says this is the range of dates that deshawn's going to be out now there's a few enhancements we can add to this one let's add in the category right so let's just because you know others may relate to out of the office and many different synonyms right so we probably want to lock them down to a handful of finite options so to do that let's just go and switch our calendar view back to all items which is the standard list view and then i go to add column and then choice and this is going to give me some categories so just name this categories or category singular and then for my choice options let's just do let's say vacation is a common one personal day maybe it's another one um training is probably one and let's just say um seminar which is similar to training or you know whatever it you know comment scenarios are out of the office or you know whatever the case may be for your particular team this is where you customize it so i think vacation personally are probably some of the common ones everything else personalized for your particular team your particular scenario so now i have that i can go ahead and edit this as any other list item and let's just say this is going to be vacation and we save that so i automatically say once i go go back to the list switch this over to calendar now notice what happens i have my vacation in there but it's not showing up remember this only is showing up the title and if i go in here i can edit this view and here's the other thing that i want to highlight i'm doing all of this within the context are within the the frame of microsoft teams this is nothing more than a sharepoint list that lives from sharepoint and sometimes you can see that my options here are very limited especially if you're used to creating lists and libraries on the sharepoint site so for advanced features i have to pop open this exact same list in sharepoint look at it in the sharepoint view and now i have other things like go to list settings to where i can add in more more functionality and capability so let me go back so i'm kind of jumping ahead of myself so on my calendar view if i go to team calendar you will notice that this still just says design00 and does not take into account any of my categories i just set now i can go into this view and i can edit this view and it takes me back to that setting to where i specify which site columns to use for the different features when it comes to a calendar layout and if i hit this drop down i don't have a feature that says category it's like i have to select one or the other i can't do both and i kind of need both right so in order to achieve that what you can do is use the calculated field feature within the sharepoint list now with the calculated field you have to go into the list settings again this is why i went to the sharepoint site of the house because it opens it up to advanced settings that i'm used to when customizing sharepoint lists i can create a new column and what we want to call this let's just call this the title category field and this is going to be a calculated field type and basically now what i need to do is concatenate my title in the selected category and then use that as the representation within my calendar entry now in order to do this let's just say i need to add a formula um i thought this was going to show me i thought this had a link to where i can see all the variable formulas available formulas to me but let's do no i'm going a long way let's see if i can do this really quickly so sharepoint list column formulas i need a reference because there's so many formulas i need a reference of all the available formulas to me so i have formula calculate field formulas let's try this one even though it's sharepoint 2010 and what i'm looking for is to concatenate the concatenate formula so here i got a few this is where i concatenate two combine two strings of columns this is exactly what i want and i probably want like a space between them so let's this is the formula i want to use right so the format of the formula is going to be equal sign and then my column names so my column names my first column name i want to bring in title so i just double click this from the list and then the second column name oh this is not putting them in order hold on so i'm going to do the title ampersand and then let's just do a space open parentheses because i want to put the category in parentheses so it's going to be category and then um ampersand close parentheses and then double quotes right and i think i need an ampersand here so basically if you look at this and let's see if we can stretch this out this is the formula so the formula is the site column here you have to use the special because it's dynamic right we're not hard coding it and then i want i have to use double quotes any time that i'm using a literal or a string so here i just wrap my open parenthesis and doper quotes and then my closed comparison to c and double quotes and then to concatenate them i need this ampersand character that kind of strings them all together okay so hopefully i got this right so if i hit okay this should work and if i test this out in calendar view you can notice that this has on um you know it has a vacation in parentheses here so let's do one more test and let's just call this one madison and her she's going to be out of the office she's going to be at a seminar july 7th or june 7th through june 11th she's going to be away at a seminar and then we save this all and then here i just double check there's my concatenation now if i go into my calendar view you will notice that this is still my old setting so i want to update this so now instead of the title of the item on the calendar so that using title i wanted to use my calculated field which is title category which is going to be my concatenation and that should work as expected i might have to give it a refresh here for that to take in into a fight so there we go the sean ellie office there's my category and now if we scroll over to june to where madison is out we can take a look at that so there's madison seminar nice and neat i get the category i get who's doing what and then i have the date time for for in so now if i go back to teams and let's just give this a refresh i should now be able to see those changes you probably want to make calendar the default as well so let's just switch over to calendar make sure our changes are there that looks good skip forward to june double check madison's format that looks good okay so last thing we want to do is make this the default right so what team calendar selected set current view as default and now if i click away off this tab and if i go to the team calendar tab hopefully yup there's my default i can see who's in the out of the office where why they're out of the office that's the category and now we can use this in many different scenarios so that in short is how you can set up a team calendar within microsoft teams so that way everyone knows who's available who's not available and you're ready to rock and roll okay hopefully this was helpful any questions leave it in the comment section until then i'll see you in the next video take care [Music] you