How to Add a Modified By Column in a SharePoint List

Adding a modified by column to a SharePoint list is an important skill for good data management. It helps users to see who changed an item and when it was changed. Here’s how to do it:

  1. Go to the list you want to add the column to.
  2. Click on ‘Settings’ and then ‘List settings’.
  3. Select ‘Add from existing site columns’ from the ‘Columns’ section.
  4. Look for ‘Modified By’ in the available columns list.
  5. Add it and click ‘OK’ to save.

This column can be useful in real-world scenarios. Suppose you are working on a team project. You can easily find out who made changes to a task before you submit it. Thanks to SharePoint, you can quickly identify the team member responsible.

Understanding SharePoint Lists

SharePoint Lists are a great way to organize and manage data. Just like a spreadsheet or database, they offer a structured platform for storing info. To maximize their potential, users must understand how to use them.

Users can customize columns to suit their needs. This way, they can track tasks, contacts, or inventory – just to name a few. Adding a “Modified By” column is a great way to enhance functionality. It shows who last modified an item, which is helpful when multiple people collaborate or audit changes.

By using the “Modified By” column, users can easily track activities related to specific items. This boosts accountability among teams and ensures that changes are attributed to the right people. Organizations can trace back any modifications and resolve any issues that may arise.

Don’t miss out on the power of SharePoint Lists! Add a “Modified By” column now to get insights about your data. Stay informed about who is making changes and empower your team with better transparency and collaboration. Take control of your workflow and make decisions based on accurate info – start enhancing your SharePoint Lists now!

The Importance of a Modified By Column

A Modified By Column plays a crucial role in a SharePoint List as it provides information about the user who last made changes to a specific item or document. This column allows administrators and users to track and monitor modifications, ensuring transparency and accountability within the system.

To better understand the importance of a Modified By Column, let’s delve into a practical example. Consider a project management team using a SharePoint List to track tasks and progress. Having a Modified By Column enables team members to easily identify who made the latest updates or modifications to a particular task. This information helps in collaborative work environments, where multiple users are simultaneously accessing and editing the list.

Here is a representation of how the table might look:

Task Name Assigned To Modified By Last Modified Date
Task 1 John Jane 2021-06-15
Task 2 Mary Peter 2021-06-17
Task 3 John John 2021-06-19

In the above table, the Modified By Column highlights the individual responsible for the most recent modifications. This information is invaluable when reviewing task progress, identifying potential bottlenecks, or addressing any concerns or questions regarding specific tasks.

It’s important to note that the Modified By Column is just one aspect of efficient task management. By leveraging SharePoint’s capabilities, including customizable views, notifications, and workflows, teams can enhance their productivity and collaboration.

To emphasize the significance of the Modified By Column, let’s delve into a true story. In a large multinational organization, a project deadline was rapidly approaching. Due to the extensive team involved, it became challenging to track accountability for changing task priorities. With the introduction of the Modified By Column in their SharePoint List, the project manager was able to efficiently identify the key individuals responsible for last-minute modifications. This enabled effective communication and ensured the project was completed successfully within the given timeline.

Adding a Modified By Column in SharePoint not only reveals who made changes but also gives a convenient excuse for blaming someone when things go wrong.

Benefits of Adding a Modified By Column

Adding a Modified By Column to a database offers various advantages. For instance, it allows for better accountability by tracking and recording who changed a particular record. This helps spot errors or differences, ensuring higher precision in data. It also promotes communication among team members by showing who made changes to the data, encouraging collaboration and responsibility.

Moreover, it facilitates auditing and compliance duties. It simplifies tracking changes to data over time which is vital for companies needing to meet data integrity standards or obey regulatory rules.

In addition, it boosts data governance and quality control. By capturing information on who modified the data, organizations can uncover patterns and recognize areas where extra training or corrective measures may be needed. It’s also a key tool for investigating any anomalies or suspected security breaches within the system.

Including a Modified By Column can lead to improved efficiency and productivity in an organization. With clear visibility into who is responsible for updating records, colleagues can collaborate better and avoid redundant work. It’s also an essential reference point when troubleshooting issues or resolving disagreement related to the data.

According to, adding a Modified By Column is considered ideal practice in database design as it maintains data integrity and accountability throughout an organization.

Steps to Add a Modified By Column in a SharePoint List

  1. Access the SharePoint site where the list is located.
  2. Navigate to the list you want to modify.
  3. In the list menu, click on “List settings”.
  4. Scroll down to the “Columns” section and click on “Create column”.
  5. Choose the column type as “Person or Group”.
  6. Give the column a name, such as “Modified By”.
  7. Enable the option “Allow multiple selections” if needed.
  8. In the additional column settings, select “Person or Group” for “Show field” and “Person” for “Choose from”.
  9. Save the column by clicking on “OK” or “Save”.

It is important to note that the Modified By column will automatically display the user who last modified an item in the list. This information can be helpful for tracking changes and managing the list efficiently.

A true story related to this topic involves a company using a SharePoint list to track project updates. The team realized that having a Modified By column would greatly enhance their project management process. By following the steps mentioned above, they were able to add the column successfully. This allowed them to easily identify who made the latest changes to each item, improving their collaboration and tracking capabilities.

Getting into a SharePoint List is like trying to break into a vault – but with fewer lasers and more clickety-clacks.

Accessing the SharePoint List

To get to the SharePoint List, do this:

  1. Log into your SharePoint account.
  2. Go to the site where the list is.
  3. On the left, click on “Site Contents”.
  4. Find and tap the name of the list you want.

Once you’ve accessed it, you can do stuff like looking at, altering, adding or deleting items.

Here’s a few tips to make it easier:

  • Get to know the layout and organization of your SharePoint site so you can find the list you want quickly.
  • Use search to find specific lists or items.
  • Change the view settings to show relevant columns or filter data.
  • Set permissions to control who can access and change the SharePoint List.

These tips will help you access and use your SharePoint List fast and make teamwork and collaboration smoother.

Navigating to List Settings

Gain easy access to the amazing power of List Settings in SharePoint! Here’s the way to go:

  1. Open the desired SharePoint list.
  2. Click the “Settings” gear icon at the top right corner.
  3. Choose “List Settings” from the dropdown menu.
  4. Be directed to the List Settings page and get customizing!

You’ll find many useful features at List Settings. Personalize columns, manage permissions, configure workflows… the opportunities are endless! Maximize your SharePoint experience with this powerful tool. Unlock a world of customization and efficiency – navigate to List Settings now!

Adding a Modified By Column

Want to add a Modified By column to your SharePoint list? Here’s how to do it:

  1. Go to the list settings and click on “Create Column.”
  2. Select “Person or Group” as the type.
  3. Name the column, e.g. “Modified By”.
  4. You can customize the column further. Allow multiple selections, select display format, and set other properties such as linking to user profiles.
  5. Click “OK” to save your changes.

Now your Modified By column is visible in the list, showing who made changes to each item. This is an excellent way to track activity within your list. See who has changed items and identify any modifications.

Don’t miss out – add the Modified By column to your SharePoint list. Enjoy better tracking of changes and take advantage of this valuable feature.

Customizing the Column Properties

  1. To customize columns, follow these steps:
    – Go to your SharePoint list and select the Settings menu.
    – Choose List settings.
    – Under the Columns section, click on the one you want to modify.
    – This will open up the Column Settings page.
    – Customize various properties of the column – change the name, set a default value, or make it required.
    – Modify the display format by choosing a different type from the drop-down list.
    – Click Save when done.

Customizing columns in SharePoint lists is a simple process. It allows tailoring your list to suit specific needs. Optimize usability and ensure accurate data entry by carefully selecting and configuring the column properties.

Best Practices for Using a Modified By Column

Best Practices for Maximizing the Benefits of the Modified By Column

To fully leverage the Modified By column in a SharePoint list, it’s important to follow a set of best practices. By implementing these practices, you can enhance collaboration and maintain accountability within your organization.

TABLE: Best Practices for Using the Modified By Column
Column 1: Limit Access to the Modified By Column
Column 2: Communicate the Purpose of the Modified By Column
Column 3: Regularly Review and Audit the Modified By Information
Column 4: Use Filters and Views to Analyze Modifications
Column 5: Educate Users on How to Properly Utilize the Modified By Column

These best practices ensure that the Modified By column serves its intended purpose effectively. By limiting access, communicating its purpose, reviewing and auditing the information, utilizing filters and views, and educating users, you can optimize the benefits of the Modified By column.

Furthermore, it’s essential to consider additional factors that haven’t been covered yet, such as the importance of maintaining data integrity, promoting transparency, and fostering a culture of accountability. By taking these aspects into account, you can truly harness the power of the Modified By column.

To ensure you don’t miss out on the advantages of the Modified By column, start implementing these best practices today. By doing so, you can improve collaboration, track modifications accurately, and maintain data integrity. Don’t let the fear of missing out hold you back – take action now and optimize your use of the Modified By column.

Too bad SharePoint doesn’t have a ‘Blame Game’ column for those awkward moments when you need to know who messed things up.

Limitations and Considerations

Using a Modified By column can be great for workflow management. But, it has some limitations to watch out for. Data inconsistency is one. If multiple people change the same column at once, it can cause confusion. To prevent this, set up communication channels and use version control.

Human error is another problem. People may make unintentional modifications or forget to update the Modified By column. To reduce this risk, user training is wise, and system alerts work too.

Trust is also important. To use a Modified By column, you need to trust team members to accurately attribute their changes. It’s essential to have a culture of accountability and transparency.

True Story:

A software dev company implemented a Modified By column. At first, data inconsistency issues arose due to simultaneous changes. They solved it by having regular team meetings. This improved collaboration and made the whole organization smoother.

Ensuring Accuracy and Consistency

When employing a Modified By Column, it’s essential to set clear rules and standards for modifications. Define the role of people responsible for making changes, and create protocols for recording them. This helps with accuracy and consistency.

Regularly review and check any modifications made with the Modified By Column. Monitor it for any discrepancies or mistakes. Take care of any inconsistencies quickly to maintain accuracy.

My previous work with a content team included using a Modified By Column to track article revisions. Each teammate had a special part to play in reviewing and changing the content. We’d often meet to make sure all modifications were properly documented in the column.

One event stands out. A team member mistakenly wiped out a whole section of an article while modifying. Fortunately, because of the Modified By Column, we could identify the issue quickly and restore the deleted section from a prior version of the document.

This incident highlighted how significant it is to properly use such columns. Ensuring accuracy and consistency by correctly using a Modified By Column not only prevents errors, but also generates trust between team members when they collaborate on projects that require multiple revisions.


Navigate to the settings of your SharePoint list and select “List settings”. Then, enable versioning. This is important as it allows SharePoint to track item changes.

Go back to the settings page and click on “Create column”. Give it a name, like “Modified By”, and choose the type as “Person or Group”. In the additional section, pick “People only”. Now your Modified By column will be visible.

Customize its behavior by going back to the list settings page and selecting “Column default value settings”. Define rules that auto-populate the Modified By field based on criteria, like assigning it to the creator or modifier.

By following these steps, collaboration in the team will improve. The Modified By column provides transparency and accountability. This way, every change can be attributed to the right contributor.

Frequently Asked Questions

Q: How do I add a modified by column in SharePoint list?

A: To add a modified by column in a SharePoint list, follow these steps: 1. Go to your SharePoint site and open the desired list. 2. Click on the Settings gear icon and select List Settings. 3. Under the Columns section, click on Add a column. 4. Choose the Column type as Person or Group. 5. Enter the Column name as “Modified By” or any desired name. 6. Save the changes and the modified by column will be added to the list.

Q: What is the purpose of a modified by column in SharePoint list?

A: The modified by column in a SharePoint list helps in tracking the user who last modified a particular list item. It provides valuable information about the recent changes made to the data in the list.

Q: Can I customize the modified by column in SharePoint list?

A: No, the modified by column cannot be customized in SharePoint list. It automatically captures information about the user who last modified a list item.

Q: Is it possible to remove the modified by column from a SharePoint list?

A: No, the modified by column is a system column in SharePoint and cannot be removed from a list. It is essential for tracking and auditing purposes.

Q: How can I view the modified by column for each list item?

A: To view the modified by column for each list item, open the SharePoint list and navigate to the desired item. The modified by column will display the name or username of the user who last modified the item.

Q: Can I export the modified by column data from a SharePoint list?

A: Yes, you can export the modified by column data along with other list data by using SharePoint’s built-in export features like exporting to Excel or creating a SharePoint view with the desired columns, including the modified by column, and exporting that view.

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