SharePoint Document Issues

How to Store Multiple Values in One SharePoint List Column

Rana Garcia Sep 25, 2026 869 views

Question details

The user needs a method to input and store multiple related values within a single column of a SharePoint list while keeping the rest of the row's information unchanged.

How to Store Multiple Values in a Single SharePoint List Column

Product: Microsoft SharePoint
Device & OS: not provided
Scenario: Entering multiple related data points into a single list record without duplicating the entire row for each value.
Observed behavior: Standard SharePoint list columns typically only accept and store a single value per row by default, which restricts complex data entry.

Before you start

Ensure you have the necessary 'Edit' or 'Full Control' permissions for the SharePoint list, and determine whether your multiple values need to be strictly structured or just loosely entered as text.

Solution 1Recommended

Change the Column Type to Multiple Lines of Text

This is the most straightforward method if you simply need to input a list of comma-separated or line-separated values in one field.

If your data does not require strict validation or complex formatting, converting a standard 'Number' or 'Single line of text' column to 'Multiple lines of text' easily solves the limitation.

Access List Settings

Navigate to your SharePoint list, click the gear icon (Settings) in the top right corner, and select 'List settings'.

Select the Target Column

Scroll down to the 'Columns' section and click on the name of the column you want to modify.

Modify the Column Type

Under 'The type of information in this column is', choose the 'Multiple lines of text' radio button.

Save Changes

Scroll to the bottom of the page and click 'OK'. You can now use the Enter key to store multiple lines of values in that single column.

Data Preservation: Changing a Number or Single line of text column to Multiple lines of text will preserve your existing data.

Solution 2

Customize the Form Using Power Apps Repeating Sections

Ideal for more complex data entry where you need a structured, table-like format to capture and validate repeated values.

Free Microsoft Office alternative

Manage and Organize Your List Data Easily with WPS Spreadsheet

While SharePoint lists are useful for web-based tracking, managing complex data with multiple values is often much easier in a dedicated spreadsheet application. WPS Spreadsheet provides a lightweight, free, and highly compatible alternative for organizing, tracking, and collaborating on your data both offline and online.

1. Download and Install: Download WPS Office for free and install it on your computer or mobile device.
2. Create a Data Tracker: Open WPS Spreadsheet, create a new workbook, and set up your column headers similarly to your list.
3. Input Multiple Values: Double-click a cell to enter data. To add multiple values in one cell, simply press Alt+Enter to create a new line within the same cell.

Free, lightweight, and fast office suite for all your document needsFully compatible with Microsoft Excel (.xlsx) formats for seamless migrationEasily store multiple values in a single cell using the Alt+Enter shortcutFamiliar user interface requires no learning curve

microsoft office alternative - wps office

Frequently Asked Questions

Can I use a Choice column to allow multiple selections in SharePoint?

Yes, if you have a predefined set of values, you can create a Choice column. In the column settings, simply check the box that says 'Allow multiple selections' to let users pick more than one option per row.

Will changing a column type to 'Multiple lines of text' delete my existing list data?

No. Changing from a 'Number' or 'Single line of text' to 'Multiple lines of text' generally preserves all existing data. However, converting back from multiple lines to a single line may truncate your data.

Can I filter or sort a column that contains multiple values?

Filtering and sorting can become complex or heavily restricted when using 'Multiple lines of text' or columns that allow multiple selections, because SharePoint treats the combined entries as a single bulk string rather than individual sortable values.

Why is the Power Apps option grayed out in my SharePoint list?

The Power Apps integration might be disabled by your organization's SharePoint administrator, or you may not have the sufficient 'Edit' or 'Design' permissions required to customize list forms.

Document & File Issues