SharePoint Document Issues

How to Capture Submitter Name and Email in Microsoft Lists

Adam Davis Sep 27, 2026 868 views

Question details

The user wants to automatically record and display the name and email address of users who submit items to a Microsoft List or SharePoint list.

How to Automatically Capture a Submitter's Name and Email in Microsoft Lists

Product: Microsoft Lists and SharePoint
Device & OS: not provided
Scenario: Tracking user submissions and identifying who created specific items within a list view.
Observed behavior: The list can display the submitter's display name via the 'Created By' field, but the submitter's email address is missing and cannot be added as a standard visible column.

Before you start

Ensure you have list owner or edit permissions in Microsoft Lists or SharePoint to modify list settings and edit the current view columns.

Solution 1Recommended

Enable the 'Created By' Column for Display Names

Use the built-in system column to automatically display the submitter's name without requiring manual data entry.

Microsoft Lists and SharePoint automatically capture the account information of the person who creates an item. By enabling the 'Created By' column, you can seamlessly display their name in your list views.

Navigate to your list

Open your Microsoft List or SharePoint list in your web browser.

Open view options

Click on 'Add column' at the far right of your list headers, or click any existing column header and select 'Column settings' followed by 'Show/hide columns'.

Select the Created By field

In the 'Edit view columns' pane that appears on the right side of the screen, scroll down and check the box next to 'Created By'.

Apply changes

Click the 'Apply' button to save your view. The list will now automatically display the submitter's display name for all new and existing items.

Enable the 'Created By' Column for Display Names

Automatic Tracking: The 'Created By' field is system-generated and cannot be altered by standard users, ensuring the submitter's identity remains accurate.

Solution 2

Address the Email Address Limitation

Understand the platform limitation regarding email addresses and how to request this feature.

Free Microsoft Office alternative

Looking for a Simpler Way to Collaborate? Try WPS Office

If you are tired of platform limitations and complex workarounds in Microsoft Lists, WPS Office provides a free, lightweight alternative. Easily create shared spreadsheets to track submissions, collect data, and collaborate in real time without the confusing setup.

1. Download WPS Office: Visit the official WPS website to download and install the free WPS Office suite.
2. Create a Tracking Spreadsheet: Open WPS Spreadsheet and quickly set up headers for Names, Emails, and Submission Details.
3. Collaborate and Share: Share the document with your team to collaboratively input and track data in real time.

Free and lightweight Office suite for all your document needsFully compatible with Microsoft Excel, Word, and PowerPoint formatsEasy-to-use spreadsheet tools perfect for tracking submissions and listsFamiliar user interface with a seamless migration process

Frequently Asked Questions

Can I extract the email address directly from the 'Created By' field?

Natively, no. While the 'Created By' field is linked to the user's Microsoft 365 profile, Microsoft Lists does not provide a standard setting to display the email address tied to that profile in a column view.

Is there any automated workaround to capture submitter emails in SharePoint?

Yes, you can use Microsoft Power Automate. You can build a flow that triggers 'When an item is created,' retrieves the submitter's user profile, and automatically populates a custom 'Email' text column in your list with their email address.

Does the 'Created By' field populate automatically?

Yes, Microsoft Lists and SharePoint automatically capture the logged-in user's credentials and populate their display name into the 'Created By' field the moment they submit a new item.

Document & File Issues