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How to Filter Microsoft Lists by Individual Keywords

Maira Mehtab Sep 20, 2026 869 views

Question details

The user needs a reliable method to filter items in Microsoft Lists using specific, individual keywords assigned to creative materials.

Product: Microsoft Lists
Device & OS: not provided
Scenario: Managing creative materials and attempting to filter records by specific, distinct tags such as CGI, AR/VR, and ASMR.
Observed behavior: Using a 'Single line of text' column does not reliably filter individual keywords, and a 'Multiple lines of text' column lacks the 'Filter by' option entirely.

Before you start

Ensure you have Edit or Full Control permissions for the Microsoft List so you can add new columns and modify existing column settings.

Solution 1Recommended

Use a Choice Column with Multiple Selections

Creating a Choice column that allows multiple selections is the most reliable way to filter by individual keywords natively in Microsoft Lists.

By replacing text fields with a Choice column, Microsoft Lists can properly index each individual keyword. This enables the native 'Filter by' feature to work accurately on distinct tags.

Add a new column

Navigate to your Microsoft List, click on 'Add column' at the end of your column headers, and select 'Choice' from the drop-down menu.

Define column settings

Enter a name for the column (e.g., 'Keywords') and input your specific predefined choices like 'CGI', 'AR/VR', and 'ASMR'.

Enable multiple selections

Click on 'More options' at the bottom of the column setup pane. Toggle 'Allow multiple selections' to 'Yes'.

Allow manual additions

If you want team members to add new keywords on the fly, toggle 'Can add values manually' to 'Yes', then click 'Save'.

Filtering Enabled: You can now click the column header and select 'Filter by' to view items matching your specific keywords.

Solution 2

Implement a Managed Metadata Column

Best for centrally managed, structured keywords used across multiple lists or SharePoint sites.

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Manage Keyword Lists Effortlessly with WPS Office

While Microsoft Lists handles complex database tracking, managing project data, creative lists, and keywords is incredibly simple in WPS Spreadsheets. It provides a free, lightweight, and highly compatible alternative to Microsoft Office for all your list-making and data filtering needs.

1. Download WPS Office: Install WPS Office for free from the official website.
2. Create Your Tracker: Open WPS Spreadsheets and create a structured tracker for your creative materials.
3. Apply Filters: Highlight your headers, go to the 'Data' tab, and click 'Filter' to easily manage and isolate specific keywords.

Fully compatible with Microsoft Excel (.xlsx) formats for seamless list management.Built-in advanced filtering and sorting tools to track your keywords easily.Lightweight software with lightning-fast load times.Familiar interface ensures zero learning curve when migrating from Microsoft Office.

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Frequently Asked Questions

Why doesn't the 'Multiple lines of text' column have a filter option in Microsoft Lists?

By default, Microsoft Lists does not support the 'Filter by' capability for 'Multiple lines of text' columns due to how large blocks of text are indexed and stored. You must use Choice or Managed Metadata columns for precise keyword filtering.

Can I convert an existing text column to a Choice column?

Yes, you can edit the column settings and change its type from 'Single line of text' to 'Choice'. However, your existing text entries must perfectly match the newly defined choices to map correctly, otherwise some data cleanup may be required.

What is the SharePoint Term Store?

The SharePoint Term Store is a centralized directory where administrators can create and manage structured metadata (like organizational tags and keywords). Managed Metadata columns in Microsoft Lists draw from this store to ensure vocabulary consistency.

How do I filter by multiple keywords at once in a Choice column?

Click your newly created Choice column header, select 'Filter by', and check the boxes next to all the keywords you want to include. The list will dynamically display items tagged with any of your selected keywords.

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