How To Check Least Used Items In SharePoint 2013 List

Discover how to check the least used items in a SharePoint 2013 list using different features and reports available in SharePoint. By utilizing these tools, you can easily identify the items with the least usage and make informed decisions based on usage trends.

One way to accomplish this is by viewing the Popularity Trends reports, which provide historical usage information such as the number of views and unique users per day or month. These reports can be accessed for a site, site collection, or specific pages or items in a library.

Another option is to view the Most Popular Items in a library, which allows you to identify the items with the most views. This can provide valuable insights into the items that are receiving the most attention and may help you pinpoint the least used items.

Additionally, you can use filters and indexes to narrow down the data and create custom views based on specific criteria. By applying filters to columns like Modified, Created, or Due Date, you can create views that display only the recently changed items, new items, items due today, or discussions that were updated within a specific time frame.

It’s important to note that indexes only work with certain column types, such as single line of text, choice, number, currency, date and time, person or group (single value), and managed metadata. Multiple lines of text, calculated, hyperlink or picture, custom columns, person or group (multi-valued), and external data columns are not supported by indexes.

By utilizing these features and reports, you can easily identify the least used items in your SharePoint 2013 list and make informed decisions based on usage trends. Stay tuned for the next sections where we will dive deeper into viewing popularity trends reports and using filters and indexes for custom views.

Viewing Popularity Trends Reports

Gain insights into the least used items by viewing the Popularity Trends reports in SharePoint 2013. These reports provide historical usage information, including the number of views and unique users per day or month. You can access these reports for a site, site collection, or specific pages or items in a library.

To view the Popularity Trends reports, follow these steps:

  1. Navigate to the desired site, site collection, or library in SharePoint 2013.
  2. Click on the “Settings” gear icon in the top right corner of the page, then select “Site Settings” from the dropdown menu.
  3. Under the “Site Collection Administration” section, click on “Popularity and Search Reports.”
  4. In the “Popularity Trends” section, you will find a variety of reports to choose from, such as “Most Popular Items” and “Popularity and Search Reports.”
  5. Select the report that best suits your needs and explore the historical usage information.

By utilizing the Popularity Trends reports, you can identify the items with the least usage and gain valuable insights into user behavior. This information can help you make informed decisions and optimize your SharePoint 2013 list.

Report Name Description
Most Popular Items This report displays the items with the most views in a library, allowing you to identify the most used items.
Popularity and Search Reports This report provides a comprehensive overview of usage trends, including search queries and views per day or month.

Using Filters and Indexes for Custom Views

Create custom views for identifying the least used items by utilizing filters and indexes in SharePoint 2013. By applying filters to columns like Modified, Created, or Due Date, you can create views that display only the recently changed items, new items, items due today, or discussions that were updated within a specific time frame.

One of the key advantages of using filters is the ability to narrow down the data and focus on specific criteria. For example, you can filter the Modified column to show items that were recently updated, or filter the Created column to display items that were added within a certain timeframe. By combining multiple filters, you can create more complex views tailored to your requirements.

When creating custom views, it’s important to consider the column types that are supported by indexes. Indexes improve the performance of queries and sorting in SharePoint. They can only be created on certain column types, such as single line of text, choice, number, currency, date and time, person or group (single value), and managed metadata. Column types that are not supported by indexes include multiple lines of text, calculated, hyperlink or picture, custom columns, person or group (multi-valued), and external data columns.

Overall, by leveraging filters and indexes in SharePoint 2013, you can easily identify the least used items in your SharePoint 2013 list. This allows you to make informed decisions based on usage trends and optimize your content for better engagement and productivity.

Column Type Supported by Indexes
Single Line of Text Yes
Choice Yes
Number Yes
Currency Yes
Date and Time Yes
Person or Group (Single Value) Yes
Managed Metadata Yes
Multiple Lines of Text No
Calculated No
Hyperlink or Picture No
Custom Columns No
Person or Group (Multi-Valued) No
External Data Columns No

Considerations and Conclusion

Take into account important considerations and make informed decisions based on usage trends when identifying the least used items in a SharePoint 2013 list.

To check the least used items in a SharePoint 2013 list, you can utilize different features and reports available in SharePoint. One way is to view the Popularity Trends reports, which show historical usage information such as the number of views and unique users per day or month. You can access these reports for a site, site collection, or specific pages or items in a library. Additionally, you can view the Most Popular Items in a library to identify the items with the most views.

Another option is to use filters and indexes to narrow down the data and create custom views based on specific criteria. By applying filters to columns like Modified, Created, or Due Date, you can create views that display only the recently changed items, new items, items due today, or discussions that were updated within a specific time frame. However, it’s important to note that indexes only work with certain column types, such as single line of text, choice, number, currency, date and time, person or group (single value), and managed metadata. Multiple lines of text, calculated, hyperlink or picture, custom columns, person or group (multi-valued), and external data columns are not supported by indexes.

By using these techniques, you can easily identify the least used items in your SharePoint 2013 list and make informed decisions based on usage trends.

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Abdul Rahim has been working in Information Technology for over two decades. Learn how Abdul got his start as a Tech Blogger , and why he decided to start this Software blog. If you want to send Abdul a quick message, then visit his contact page here.