Tag Archives: lookup column

Chapter 5-6: Working with Lists


Creating a Column

Chapter 5 6: Working with ListsTo add a column to a given list, navigate to the list, click the “List” tab in ribbon, and then click the “Create Column” button. Fill out the data in the modal popup that appears.


Note: The radio buttons for the various column types are self-evident in their function but the “Additional Column Settings” area does change depending on the type of column you make, complete with custom settings dependent on the column type you selected.

Three exceptional column types that are discussed deeper in this document are the “Calculated Column” type, “Lookup Column” type, and “Person or Group” type.Chapter 5 6: Working with Lists

Calculating Column Data

To perform a mathematical calculation to determine the data for a column, select the “Calculated Column” column type when you create the new column. Then in the additional column settings area, you can create a formula by selecting the available columns as the variables and simply typing the mathematical operations into the formula area as you would do in Excel.

Chapter 5 6: Working with Lists

Pulling Column Data from Other Sources

To pull column data from other sources, there are various preset column types that do this.

  • Person or Group – Allows for name validation or browsing for the names of users from the user list.

Chapter 5 6: Working with Lists

  • Lookup – Pulls from other lists in the SharePoint site. Once selected, you can choose which lists and columns in that list information is pulled from in the “Additional Column Settings” area. You can also bring along any additional columns from the pulled in list that maps to that column you’re pulling from. For example if you’re making an accounting list that pulls in an “Employee ID” column that is on the “Employee Data” list, you can also bring along the “Employee Name” and “Employee Hire Date” from the “Employee Data” list if needed.

Chapter 5 6: Working with Lists

Deleting a Column

To delete a column from a list, navigate to the “List Settings”. Once in the list settings, navigate to the column and click “Edit”. Inside the next window that appears is a “Delete” button. Simply click it and then click “OK” when the warning popup appears. There are certain columns that can’t be deleted. One instance of this would be the “Title” column due to the fact that it’s the primary key for the list item. If you don’t need this column, you should attempt to find a use for it in some way or another, even if it’s erroneously just counting the items.

Chapter 5 6: Working with Lists

Column Ordering

Chapter 5 6: Working with ListsIf you want to change the ordering of columns on a list, you can do so at the bottom of the list settings window. There is a “Column Ordering” link which allows a user to reorder the fields in a list.


Filtering & Sorting

Chapter 5 6: Working with ListsFiltering and sorting in SharePoint works in the same manner that other Microsoft program-based tables do. To filter and sort a list, navigate to the list and simply click one of the dropdown arrows next to the column titles at the top of the list. Keep in mind that the filter & sort options you exercise on a list aren’t permanent. To clear the sort or filter settings, leave the list and come back. If you want to make these settings permanent, you have to save the view.