How to Handle Multiline Text Column Limits in Microsoft Lists and SharePoint
Question details
The user needs clarification on the character capacity and configuration for multiple lines of text columns in Microsoft Lists and SharePoint Online.
- Product
- SharePoint Online / Microsoft Lists
- Device & OS
- not provided
- Scenario
- Storing large amounts of text data (more than 255 characters) in list columns.
- Observed behavior
- Standard multiple lines of text columns can store up to 63,999 characters natively, without requiring the 'Allow unlimited length' setting used in some document libraries.
Ensure you have at least Edit permissions for the specific SharePoint list or Microsoft List to modify column settings and structures.
Create and Configure a Multiple Lines of Text Column
Set up a standard multiple lines of text column in your list to securely store up to 63,999 characters.
In modern Microsoft Lists and SharePoint Online, a standard 'Multiple lines of text' column is designed to hold large volumes of text (up to 63,999 characters) by default. You do not need to hunt for the legacy 'Allow unlimited length' toggle that was typically required in older SharePoint document libraries.
Open SharePoint Online or Microsoft Lists and navigate to the list where you want to store long text.
Scroll to the right side of your list headers, click on '+ Add column', and select 'Multiple lines of text' from the dropdown menu, then click 'Next'.
Enter a Name and Description for your column. Expand 'More options' if you wish to require that this column contains information, then click 'Save'.
Analyze Exported SharePoint List Data with WPS Office
While SharePoint and Microsoft Lists manage your data online, analyzing and formatting exported list data requires a robust desktop application. WPS Office provides a free, lightweight, and highly compatible alternative to Microsoft Office, making it the perfect tool for working with exported SharePoint spreadsheets.
- 1. Export List Data: In your SharePoint List, click 'Export' from the top command bar and select 'Export to Excel'.
- 2. Open with WPS Spreadsheet: Launch WPS Office Free, select 'Spreadsheet', and open the downloaded .xlsx or .csv file to begin your analysis.
Frequently Asked Questions
What is the exact character limit for a Multiple lines of text column in SharePoint?
By default, a 'Multiple lines of text' column in SharePoint Online and Microsoft Lists can store up to 63,999 characters.
Do I need to enable 'Allow unlimited length' for my SharePoint lists?
No. For standard list columns in modern SharePoint Online and Microsoft Lists, the 'Allow unlimited length' setting is not required. It is primarily a legacy setting used for document library properties.
Why is my text getting truncated when exporting or using Power Automate?
While SharePoint can natively hold up to 63,999 characters, connected applications (like Power Automate, Power Apps, or specific Excel export limits) may have stricter data handling limits. Always verify data integrity when passing large text strings to external applications.
