SharePoint Document Issues

How to Truncate Multiline Text in SharePoint List Views

Maira Mehtab Sep 21, 2026 868 views

Question details

The user needs to truncate long text in multiline columns to approximately 150 characters in a SharePoint list view without modifying the underlying data in the form field.

Product: SharePoint Online
Device & OS: not provided
Scenario: Viewing list items containing long multiline text columns.
Observed behavior: Multiline text forces the list rows to expand vertically, making the view difficult to read and navigate when multiple columns are present.

Before you start

Ensure you have Edit permissions or higher for the target SharePoint list to apply column formatting or modify list views.

Solution 1Recommended

Use JSON Column Formatting to Truncate Text

Apply a JSON format directly to the SharePoint list column to visually truncate the text to approximately 150 characters without altering the underlying data.

This is the most efficient and native method for modern SharePoint sites. It allows you to control the display length dynamically directly from the browser.

Access column settings

Navigate to your SharePoint list, click the column header for your multiline text field, and select 'Column settings' followed by 'Format this column'.

Enable advanced mode

In the formatting pane that appears on the right side of the screen, scroll to the bottom and click 'Advanced mode'.

Apply JSON code

Paste a JSON snippet using the substring operation (for example, using `=if(length(@currentField) > 150, substring(@currentField, 0, 150) + '...', @currentField)`) into the text box to limit the displayed character count.

Save changes

Click the 'Save' button to apply the formatting. Your list view will now display truncated text while preserving the full content when opening the item.

Non-Destructive Formatting: JSON formatting only changes how the data is visually rendered in the list view; it does not delete or modify the original text saved in your SharePoint list.

Solution 2

Create a Custom SPFx Field Customizer

Build a custom SharePoint Framework (SPFx) extension if you require complex rendering logic that exceeds the capabilities of standard JSON formatting.

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Seamlessly Handle Your Exported SharePoint Data with WPS Office

While SharePoint lists are excellent for online data management, you may frequently need to export this data for offline analysis or reporting. WPS Office provides a lightweight, fast, and highly compatible alternative for handling your exported spreadsheets and documents.

1. Export SharePoint Data: Click 'Export' > 'Export to Excel' in your SharePoint list command bar to download your data.
2. Open with WPS Office: Launch WPS Spreadsheets and seamlessly open the exported .xlsx or .iqy file.
3. Adjust Layout: Use the 'Wrap Text' feature or quickly adjust column widths in WPS to comfortably view and analyze your multiline data offline.

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Frequently Asked Questions

Does truncating the text in the list view delete the actual data?

No, using JSON view formatting only changes how the text is visually rendered in the list view. The original multiline text remains fully intact when you edit or open the specific list item.

Can I expand the truncated text without opening the item?

Yes, you can customize the JSON formatting further to include a custom action card or tooltip that displays the complete text when users hover their cursor over the truncated field.

Why doesn't resizing the column width fix the tall row height?

Modern SharePoint list views default to wrapping multiline text. While you can drag to resize columns horizontally, the text will continue to wrap downwards, increasing the row height unless it is explicitly truncated via formatting.

Is JSON column formatting available in classic SharePoint lists?

JSON formatting is exclusively supported in the modern SharePoint experience. For classic views, you would need to use JSLink or alternative script editor web parts to achieve text truncation.

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