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SharePoint Columns

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Columns in a list or library help you group, categorize, and track information. Column types include a single line of text, a drop-down list of options, a number that is calculated from other columns, and a column that allows you to select a person’s name.

You can add most types of columns without leaving your list or library.

  1. Navigate to the list or library you want to create a column in.
  2. To the right of the last column name at the top of the list or library, select + Add column or +.
  3. In the dropdown, select the type of column you want.
  4. In the Create a column panel, in the Name field, enter a title or column heading.
  5. Enter any other required information. The number of fields will vary with column type you choose. The above example is for a “number” field.
  6. Select Save.

If you need to add something a bit more custom you can access the ‘Advanced’ menu.

  1. Navigate to the list or library you want to create a column in.
  2. Click + Add column or +, then select More from the dropdown.
  3. In the Name and Type section, enter the name that you want for the column in the Column name field.
  4. Under The type of information in this column is, select the type of information that you want to appear in the column.
  5. In the Additional Column Settings section, enter a description in the Description field to help people understand the purpose of the column and what data it should contain. This description is optional.
  6. You can add validation to make sure the column entry matches what’s expected. To expand the section, select Column Validation, and enter the Formula that you want to use to validate the data. Add a User message that describes what valid data should look like to help users enter valid data.
  7. To save, select OK.

You can change list column settings, such as the column’s name and type. Depending on the type of column, you can also make changes such as how much text a user can enter, or which columns to show or hide. You can also change the order in which columns appear in a list. For example, in a product list, you can change the item number or price’s position in the list.

Note: You need Edit permission level or higher to edit list columns.

  1. Open the list that you want to update.
  2. To change the order of columns in something other than the default view, click View Options and choose a view. The name displayed in View options is the name of your current view. By default, it’s All Documents.
  3. Hover and click the down arrow on any of the list headings, and then click Column settings > Show/hide columns.
  4. Drag and drop columns up or down to put them in a new order. You can also use the Up or Down arrows that appear when you hover over a column.
  5. Click Apply to save.
  6. To save the view, click View options and then click Save view as. Update the name if you want and click Save.
  1. Open the list you want to update.
  2. If you want to show or hide columns in a view other than the default view, click View options, and choose a view. The name displayed in View options is the name of your current view. By default, it’s All Documents.
  3. Hover and click the down arrow on any of the list headings, and then click Column settings > Show/hide columns.
  4. In the Edit view columns dialog, select or clear the columns you want to show or hide.
  5. Click Apply to save.
  6. To save the view, click View options and then click Save view as. Update the name if you want and click Save.

You can also change other settings for columns directly from the column settings dropdown menu.

    1. Open the SharePoint list you want to update.
    2. If you want to show or hide columns in a view other than the default view, click View options, and choose a view. The name displayed in View options is the name of your current view. By default, it’s All Documents.
    3. Click the arrow next to the column that you want to change, and then select Column settings.
    4. In the menu, select the change that you want to make, such as formatting the column, moving left or right, hiding, or adding a column. The settings vary depending upon the type of column you are editing.
    5. Click OK to save.

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