SharePoint Document Issues

How to Limit Text Displayed in a Microsoft Lists or SharePoint View

WPS Content Manager Oct 12, 2026 869 views

Question details

The user needs a way to restrict the amount of long-text content displayed in a Microsoft Lists or SharePoint list view to improve overall readability.

How to Limit Text Displayed in a Microsoft Lists View

Product: Microsoft Lists / SharePoint
Device & OS: not provided
Scenario: Managing long-text columns in list views where excessive text clutters the interface and disrupts the layout.
Observed behavior: Microsoft Lists displays the full text in long-text columns by default, and there is no built-in UI toggle to limit the character count displayed in the view.

Before you start

Ensure you have the necessary edit permissions to modify list views and format columns in your SharePoint or Microsoft Lists environment.

Solution 1Recommended

Use JSON Column Formatting to Truncate Text

Since Microsoft Lists lacks a built-in UI setting to limit displayed text, you can apply custom JSON code to the column to restrict the visible characters.

JSON column formatting allows you to customize how data is displayed without altering the actual underlying list data. By using CSS properties like 'white-space' and 'text-overflow' within the JSON payload, you can force the text to truncate and display an ellipsis (...) for longer strings.

Access Column Settings

Open your Microsoft List or SharePoint list and locate the long-text column you want to restrict. Click on the column header.

Open the Formatting Pane

From the dropdown menu, select 'Column settings', and then click on 'Format this column'.

Switch to Advanced Mode

At the bottom of the formatting pane on the right side of the screen, click on 'Advanced mode'.

Apply Custom JSON

Paste your custom JSON formatting code designed to truncate text (utilizing style attributes like 'overflow: hidden' and 'text-overflow: ellipsis').

Save the View

Click 'Save' to apply the new formatting to your list view. The long text will now be visually truncated according to your JSON parameters.

Need JSON Code Examples?: For specific JSON formatting snippets tailored to your exact needs, you can consult the SharePoint section of Microsoft Q&A or the official Microsoft documentation on SharePoint list formatting.

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Frequently Asked Questions

Does truncating text with JSON delete my original list data?

No. Column formatting only changes how the data is visually presented in the list view. Your original long-text content remains completely intact and can be viewed fully when opening the individual list item details.

Why isn't there a simple character limit setting in Microsoft Lists?

Microsoft Lists deliberately handles advanced view customization through JSON to provide developers and power users with highly flexible and powerful styling options, rather than adding countless toggle buttons to the standard UI.

Can I apply JSON formatting to a multi-line text column?

Yes, JSON formatting can be applied to multi-line text columns. However, ensure that 'Enhanced rich text' is disabled for that specific column, as rich text HTML tags can interfere with standard JSON styling rules.

Where can I find pre-built JSON templates for SharePoint lists?

You can find numerous pre-built and tested JSON templates on the official Microsoft GitHub repository for SharePoint list formatting, or by asking the community in the Microsoft Q&A SharePoint section.

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