How to Filter a SharePoint Multiple Lines of Text Column
Question details
The user needs to know how to filter a multiple lines of text column in SharePoint, as standard filter options are limited for this specific column type.
- Product
- SharePoint
- Device & OS
- not provided
- Scenario
- Searching and filtering text data within a SharePoint list or document library view.
- Observed behavior
- SharePoint restricts advanced filtering operators for multiple lines of text columns, requiring users to rely on list view settings like Contains or Begins with to find specific data.
Ensure you have the appropriate permissions (such as Edit or Design) to create or modify list views within your SharePoint site.
Create or Edit a SharePoint View to Filter Text
Modify your SharePoint list view settings to apply a 'Contains' or 'Begins with' filter specifically designed for multiple lines of text columns.
While SharePoint does not provide every filter option directly from the column header for 'Multiple lines of text' columns, you can still effectively search these fields. Modifying the advanced view settings allows you to apply conditional text filters, making it easier to locate specific records.
Navigate to your SharePoint list or document library. Click on the view selector menu (usually displaying the current view name, like 'All Items') located at the top right of the list.
Select 'Edit current view' from the dropdown menu to open the view settings page.
Scroll down the settings page until you find the 'Filter' section. Choose the radio button for 'Show items only when the following is true'.
In the first dropdown menu, select your Multiple lines of text column. In the second dropdown menu, select either 'Contains' or 'Begins with'. In the third text box, enter the required search text.
Scroll to the top or bottom of the settings page and click 'OK' to save your changes. The list will now display only the items that match your text filter.
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Frequently Asked Questions
Why can't I filter a Multiple lines of text column directly from the column header?
SharePoint disables quick column-header filtering for Multiple lines of text columns to optimize performance, as these fields can contain large amounts of unstructured data. You must use the 'Edit View' settings to apply filters instead.
Can I use multiple conditions when filtering text columns in SharePoint?
Yes, when editing a SharePoint view, you can use the 'And' or 'Or' operators below your first filter criteria to add additional 'Contains' or 'Begins with' conditions for the same or different columns.
Does the 'Contains' filter in SharePoint support case-sensitive searches?
No, standard SharePoint list view filters, including the 'Contains' and 'Begins with' operators, are not case-sensitive. Searching for 'Test' will yield the same results as searching for 'test'.
