How To Create A Lookup Column In Sharepoint?

Lookup columns are an essential element of Sharepoint, allowing users to easily store and find data within Sharepoint lists. With easy navigation and data management, lookup columns can be an invaluable tool for any user. But what if you don’t know how to create a lookup column in Sharepoint? In this article, we’ll walk you through the steps of creating a lookup column in Sharepoint and help you get the most out of your data.

How to Create a Lookup Column in Sharepoint?

Lookup columns in Sharepoint allow you to create relationships between lists and libraries in Sharepoint. By using lookup columns, you can pull data from one list or library and display it in another list or library. This can be very useful for managing complex data in Sharepoint. In this article, we will discuss how to create a lookup column in Sharepoint.

Step 1: Create the Referenced List or Library

The first step in creating a lookup column in Sharepoint is to create the referenced list or library. This is the list or library that contains the data that will be referenced in the lookup column. To create the list or library, click on the “Lists and Libraries” link in the left navigation bar of the Sharepoint site. This will open the “Create” page, which allows you to create a new list or library. Choose the appropriate option and fill in the required fields. Once you have created the list or library, you can move on to the next step.

Step 2: Create the Lookup Column

Once the referenced list or library has been created, the next step is to create the lookup column. This can be done by selecting the list or library where the lookup column will be created. Then, click on the “Create Column” link in the ribbon at the top of the page. A new window will open, where you can select the “Lookup” column type from the drop-down menu.

Once the column type has been selected, you will be able to select the referenced list or library from the drop-down menu. You can also select which fields from the referenced list or library should be included in the lookup column. Once you have selected the appropriate fields, click “OK” to create the lookup column.

Step 3: Configure the Lookup Column

The last step in creating a lookup column in Sharepoint is to configure the column. This can be done by clicking on the “Edit Properties” link in the ribbon at the top of the page. This will open a new window where you can configure the column settings.

In the column settings, you can select which fields from the referenced list or library should be included in the lookup column. You can also configure whether or not the lookup column should allow multiple values. Once you have configured the column settings, click “OK” to save your changes.

Step 4: Use the Lookup Column

Once you have configured the lookup column, it is ready to be used. The lookup column can be used to display data from the referenced list or library in the list or library where the lookup column was created. This can be very useful for managing complex data in Sharepoint.

Step 5: Edit the Lookup Column

If you need to make changes to the lookup column, you can do so by clicking on the “Edit Column” link in the ribbon at the top of the page. This will open a new window where you can edit the column settings. You can also delete the lookup column if you no longer need it.

Step 6: Delete the Lookup Column

If you no longer need the lookup column, you can delete it by clicking on the “Delete Column” link in the ribbon at the top of the page. This will delete the lookup column from the list or library.

Common Issues with Lookup Columns

There are a few common issues that can arise when using lookup columns in Sharepoint. The most common issue is that the lookup column does not display the data from the referenced list or library correctly. This can be caused by incorrect column settings or by the referenced list or library being deleted.

Conclusion

Creating a lookup column in Sharepoint is a simple process that can be completed in just a few steps. By using lookup columns, you can create relationships between lists and libraries in Sharepoint and pull data from one list or library and display it in another. This can be very useful for managing complex data in Sharepoint.

Frequently Asked Questions

What is a Lookup Column in Sharepoint?

A Lookup Column in Sharepoint is a type of field that references data from another list. It enables users to create relationships between lists. It allows users to select a value from a list of items, such as a list of contacts, and display it in another list. This type of column is very useful in cases where multiple lists need to be related to one another.

Lookup columns can also provide users with a more efficient way to display information, as it allows them to select a pre-populated value from another list instead of manually entering data into multiple fields.

How do I create a Lookup Column in Sharepoint?

Creating a Lookup Column in Sharepoint is fairly straightforward. First, you will need to access the list that you want to add the Lookup Column to. From the list, select the “Create Column” button, and then select the “Lookup” option. From there, you will be able to select the list and field from which you want to retrieve the data.

Once you have selected the list and field, you can specify additional settings for the Lookup Column. This includes things like allowing multiple values, allowing blank values, and setting the default value. After configuring the settings, click the “OK” button to save the changes.

What are the Advantages of Using a Lookup Column?

Using a Lookup Column in Sharepoint offers several advantages. First, it helps to create a relationship between two lists. This allows users to easily access related information from one list in another list.

Second, it helps to reduce the amount of manual data entry. Instead of having to manually enter information into multiple fields, users can simply select a pre-populated value from another list. This helps to save time and ensures accuracy.

Are There Any Limitations to Using a Lookup Column?

Yes, there are some limitations to using a Lookup Column in Sharepoint. For example, the column cannot be used in calculated fields. Additionally, it cannot be used with out-of-the-box features such as filtering and sorting.

Finally, it is also limited to referencing data from one list. This means that if you need to reference multiple lists, you will need to create a separate Lookup Column for each list.

What is the Maximum Number of Items that can be Displayed in a Lookup Column?

The maximum number of items that can be displayed in a Lookup Column in Sharepoint is 500. If the list contains more than 500 items, Sharepoint will display a message indicating that only the first 500 items will be displayed.

It is also important to note that the number of items that can be displayed in a Lookup Column may be limited by the list view threshold. The list view threshold is a limit set by Sharepoint on the number of items that can be retrieved from a list. If the list has more than the threshold number of items, the Lookup Column will not be able to display all of the items.

Create Lookup Columns in Microsoft SharePoint

Creating lookup columns in Sharepoint can be a great way to save time when creating a list of items. By building a lookup column, you can quickly identify common values in a list, such as a customer’s name, address, or phone number. With a few simple steps, you can easily create a lookup column in Sharepoint and start saving time.