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How to Populate a SharePoint List Form with User Properties
Question details
The user wants to retrieve and populate related user information in a SharePoint Online list form without relying on Power Apps or Power Automate.
- Product
- SharePoint Online
- Device & OS
- not provided
- Scenario
- Configuring a SharePoint list form to automatically display related user properties based on existing list data.
- Observed behavior
- The user needs a native method to establish a list relationship in order to pull user-related properties directly into the form.
Ensure you have 'Edit' or 'Full Control' permissions for the SharePoint site so you can modify list settings and create new columns.
Use Lookup Columns to Create List Relationships
The most straightforward and native way to retrieve related user information in a list form without external apps is by configuring a lookup column.
SharePoint Online allows you to link lists together using lookup columns. This feature lets you select a value from a source list and automatically pull in additional properties associated with that value.
Navigate to your SharePoint list, click the Gear icon (Settings) in the top-right corner, and select 'List settings'.
Scroll down to the Columns section on the settings page and click 'Create column'.
Enter a name for your column and select 'Lookup (information already on this site)' as the column type.
In the 'Get information from' dropdown menu, select the source list that contains your user properties. Then, choose the main column you want to display in the dropdown.
Check the boxes under 'Add a column to show each of these additional fields' to automatically pull in other related user properties (like email, department, or job title) when a selection is made.
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Frequently Asked Questions
Can I use Power Apps to populate user properties in SharePoint instead?
Yes, while lookup columns are the native method, you can customize your SharePoint list form with Power Apps. By using the Office365Users connector, you can automatically pull and populate current user profile properties based on their login.
Why aren't my additional lookup fields showing up in the list view?
Additional fields pulled from a lookup column are added as separate columns in your list. You may need to modify your current list view settings and manually check the boxes next to these new columns to ensure they display correctly.
Is there a limit to how many lookup columns a SharePoint list can have?
Yes, SharePoint enforces a list view threshold limit which includes a maximum of 12 lookup columns (including people and group columns) per list view. Exceeding this limit can cause performance issues or prevent the list view from rendering.
