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How to Use Edit in Grid View with Generated IDs in SharePoint
Question details
The user needs to perform bulk updates using Edit in Grid view in SharePoint but is unable to directly edit automatically generated IDs or calculated columns.
- Product
- Microsoft SharePoint
- Device & OS
- not provided
- Scenario
- Bulk updating list items in a SharePoint list that includes automatically generated or calculated columns.
- Observed behavior
- Automatically generated IDs and calculated columns remain read-only in Grid view, preventing direct editing or adding of records if not handled correctly.
Verify that you have at least Edit permissions for the SharePoint list, as this is required to access the Edit in Grid view feature.
Hide Read-Only Columns Before Bulk Editing
Temporarily hide the automatically generated ID or calculated columns to bypass the read-only restriction, allowing you to bulk add records in Grid view smoothly.
Automatically generated IDs and calculated columns are managed by SharePoint and cannot be manually edited. Hiding them temporarily allows you to perform bulk operations without triggering read-only errors.
In your SharePoint list, navigate to the view options or click the column header to temporarily hide the automatically generated ID or calculated column.
Click the 'Edit in grid view' button located at the top of your list to switch into bulk editing mode.
Proceed to add new records or bulk update your existing list items. The hidden system columns will not block your data entry.
Once your updates are complete, click 'Exit grid view' to save the changes to the SharePoint list.
Navigate to 'List settings', click on 'View', and check the box next to your automatically generated ID or calculated column to show it again in the list.
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Frequently Asked Questions
Why can't I edit automatically generated IDs in SharePoint Grid view?
Automatically generated IDs and calculated columns are system-managed fields designed to maintain database integrity. SharePoint locks these as read-only to prevent any manual overrides.
Who has permission to use Edit in Grid view in SharePoint?
Only users who have been assigned at least 'Edit' permissions for the specific SharePoint list or library can see and use the Edit in Grid view button.
Will my calculated columns update if I add items while they are hidden?
Yes. Even if you hide the calculated column to add items in Grid view, SharePoint processes the data in the background and will display the correctly calculated values once you exit the grid and restore the column.
