Formatting Issues

How to Add Colors to SharePoint Columns

Guest Writer Sep 27, 2026 869 views

Question details

The user wants to learn how to apply colors to specific SharePoint columns and adjust formatting like column spacing and folder shapes.

How to Add Colors and Adjust Spacing in SharePoint Columns

Product: Microsoft SharePoint
Device & OS: not provided
Scenario: Customizing the visual appearance of a SharePoint list by adding color-coded columns for better data tracking.
Observed behavior: Needs the precise menu steps to format column colors and clarification on how to handle other structural spacing issues.

Before you start

Ensure you have at least Edit or Designer permissions for the SharePoint list or library, as these are required to modify column settings and apply custom formatting.

Solution 1Recommended

Apply Colors Using SharePoint Column Settings

Use the built-in conditional formatting tools to change text and fill colors for specific columns.

SharePoint provides an intuitive formatting pane that lets you apply basic color coding without writing custom code. Complex layout adjustments, however, require different approaches.

Access Column Settings

Navigate to your SharePoint list, click on the header of the column you wish to colorize, and choose 'Column settings' from the dropdown menu.

Open the Format Pane

Click 'Format this column' to open the formatting configuration pane on the right side of your screen.

Set Conditional Formatting

Select 'Conditional formatting' from the options. Use the 'Edit' or 'More styles' buttons to choose your desired text colors and background fill colors based on your list data.

Handle Advanced Formatting Separately

For modifying folder shapes or adjusting the spacing between the Title and Created columns, you will need to apply advanced JSON formatting to the view. It is best to treat these as separate formatting tasks.

Apply Colors Using SharePoint Column Settings

Scope of Basic Formatting: The basic conditional formatting menu only affects cell styles. Advanced layout changes, such as column spacing and folder icons, require custom JSON scripts.

Free Microsoft Office alternative

Format Your Exported SharePoint Data in WPS Office

If you are managing large SharePoint lists, exporting them to a spreadsheet is often the best way to handle heavy data formatting. WPS Office offers a completely free, highly compatible alternative to Microsoft Office, making it easy to color-code and organize your exported data.

1. Export List Data: In your SharePoint list, click the 'Export to Excel' option to download your data.
2. Open with WPS Spreadsheet: Launch WPS Office and open the downloaded spreadsheet file to view your raw data.
3. Apply Formatting: Navigate to the Home tab and use the 'Conditional Formatting' tool to apply advanced color rules and spacing adjustments.

Free, lightweight, and fast-loading alternative to Microsoft OfficeFully compatible with Microsoft Excel (.xlsx) files exported from SharePointRobust conditional formatting tools to easily color-code column dataFamiliar spreadsheet interface that requires zero learning curve

microsoft office alternative - wps office

Frequently Asked Questions

Can I use custom HEX colors in SharePoint conditional formatting?

Yes. When you open the formatting pane and select 'More styles', you can input specific HEX color codes to match your organization's branding.

Why isn't my column spacing changing with basic formatting?

Basic conditional formatting only alters cell aesthetics like text color and background fill. Changing the physical spacing between columns requires advanced JSON view formatting.

Will my column colors appear if I export the SharePoint list to a spreadsheet?

No, SharePoint column formatting is primarily for web viewing. When you export the list, you will get the raw data, and you will need to reapply conditional formatting in your spreadsheet software.

Document & File Issues