SharePoint Document Issues

How to Use a SharePoint Lookup to Return a Description from a Choice

Maira Mehtab Sep 22, 2026 869 views

Question details

The user wants a lookup to automatically display a matching description from a separate list based on a selected Status choice column, without having to create a second choice column.

Product: Microsoft SharePoint
Device & OS: not provided
Scenario: Displaying conditional lookup data automatically based on a Choice column selection within a SharePoint list.
Observed behavior: Standard SharePoint lookup columns do not directly support applying conditional logic or IF formulas to a selected choice value.

Before you start

Ensure you have the necessary List Owner or Site Member permissions to edit the SharePoint list settings and access Microsoft Power Apps for customizing the list form.

Solution 1Recommended

Use Microsoft Power Apps to Customize the SharePoint Form

Since standard SharePoint lookups cannot apply conditional logic directly to a choice value, integrating Power Apps is the recommended approach to dynamically retrieve and display the matching description.

A standard SharePoint lookup column is restricted in its ability to directly apply an IF formula or filter by a selected choice column. To achieve a dynamic description lookup, you must override the default SharePoint form.

By customizing the form with Power Apps, you can utilize the LookUp() function to query your separate description list based on the user's choice and display the result instantly before the record is even saved.

Open the Target SharePoint List

Navigate to the SharePoint list containing your Status choice column where you want users to enter data.

Integrate Power Apps

Click on 'Integrate' in the top command bar, select 'Power Apps', and then click 'Customize forms' to open the form editor.

Add a Display Label

In the Power Apps studio, insert a new Text Label control onto your form canvas where you want the matching description to appear.

Configure the LookUp Formula

Set the 'Text' property of your new label to a LookUp formula pointing to your description list. For example: LookUp(DescriptionsList, Title = DataCardValueX.Selected.Value, DescriptionColumnName).

Save and Publish the Form

Click 'File', select 'Save', and then choose 'Publish to SharePoint'. Users will now see the description update dynamically when selecting a status.

Power Platform Community Support: If your list structure is complex or you are new to Power Apps formulas, the Microsoft Power Platform Community is an excellent resource for detailed implementation guidance.

Free Microsoft Office alternative

Experience Seamless Document Collaboration with WPS Office

While SharePoint handles complex list relations and custom apps, WPS Office provides a highly compatible, lightweight alternative for everyday document editing, sharing, and team collaboration without the steep learning curve.

1. Download WPS Office: Visit the official WPS Office website and download the free installation package for your operating system.
2. Install and Sign In: Run the installer and sign in with your email or third-party account to unlock free cloud storage features.
3. Create or Edit Documents: Open your existing Microsoft Office files or create new documents, spreadsheets, and presentations seamlessly.

Highly compatible with Microsoft Word, Excel, and PowerPoint file formats.Built-in cloud collaboration features for real-time team editing and document sharing.Lightweight application that runs smoothly on Windows, Mac, Linux, iOS, and Android.Free to use with a familiar, user-friendly interface that requires zero training.

microsoft office alternative - wps office

Frequently Asked Questions

Can I use a SharePoint calculated column instead of a lookup for this?

Yes, if the descriptions are static and not too numerous, you can create a Calculated Column using an IF or SWITCH statement to evaluate the choice column and return a description. However, this hardcodes the descriptions in the formula rather than querying a separate, easily editable list.

Why doesn't the standard SharePoint lookup column support choice columns?

SharePoint lookup columns are designed to link items between lists using the unique ID of the target list item. Because Choice columns store static text strings directly in the item rather than pointing to a separate list entity, a lookup column cannot natively reference or filter by them.

Is there a way to achieve this using Power Automate instead of Power Apps?

Yes. You can create a Power Automate workflow that triggers when an item is created or modified. The flow can read the selected choice value, query the description list, and then update a plain text column in the original list with the matched description. However, this update happens after saving, not dynamically on the form.

Document & File Issues