How to Show Part of a Multiline SharePoint Text Column
Question details
The user wants to display only a specific portion of the text from a multiline SharePoint list column.
- Product
- Microsoft SharePoint
- Device & OS
- not provided
- Scenario
- Customizing SharePoint list or library views to extract and display specific sections from long text entries based on delimiters.
- Observed behavior
- By default, SharePoint displays the entire content of a multiline text column, which clutters the list view when only a specific segment is needed.
Verify that your multiline text entries use consistent delimiters (such as hyphens, commas, or specific keywords) to allow accurate parsing, and ensure you have permission to edit column formatting or create Power Automate flows for your SharePoint list.
Use JSON Column Formatting
Apply custom JSON code to the column to extract and display a specific part of the text using operators like split or indexOf.
JSON formatting allows you to alter how data is displayed in a SharePoint list view without changing the underlying data. This approach is ideal if your text has a predictable structure and is set to plain text rather than rich text.
Navigate to your SharePoint list, click the drop-down arrow next to the multiline text column header, and select 'Column settings'.
Click on 'Format this column'. At the bottom of the formatting pane on the right side of the screen, click 'Advanced mode'.
Paste your custom JSON code using string operators (e.g., the `split` function) to isolate the desired text portion based on your delimiter, then click 'Save' to apply the formatting to your list view.
Extract Text Using Power Automate and a Helper Column
Create an automated flow to parse the multiline text upon item creation and save the extracted segment into a separate single-line helper column.
Manage Office Documents Effectively with WPS Office
While SharePoint handles complex list automation and document storage, managing and editing the actual documents within those lists requires a robust office suite. WPS Office is a lightweight, highly compatible alternative to Microsoft Office that lets you edit Word, Excel, and PowerPoint files seamlessly.
- 1. Download the Installer: Visit the official WPS website and download the free WPS Office installer.
- 2. Install the Software: Run the setup file and follow the on-screen prompts to complete the installation.
- 3. Open Office Documents: Launch WPS Office and directly open your existing Word, Excel, or PowerPoint files without losing any formatting.
Frequently Asked Questions
Can I use a Calculated Column to split multiline text in SharePoint?
No, SharePoint calculated columns do not support multiline text columns. You must use a single line of text if you want to apply text manipulation functions like LEFT, RIGHT, or FIND directly in a calculated column.
Why is my JSON column formatting not applying to the multiline text?
JSON formatting struggles or fails when the multiline text column is set to 'Enhanced rich text' because the data contains hidden HTML tags. Ensure the column setting is changed to 'Plain text' for standard string manipulation.
Where can I get help writing complex JSON expressions for SharePoint views?
You can request assistance and find detailed code snippets by posting your specific parsing requirements in the Microsoft Q&A community, making sure to use the 'Office SharePoint Online' tag.
