Looking Up Values from Site Columns in SharePoint: A Comprehensive Guide
Looking up values from site columns in SharePoint can be a powerful tool for creating dynamic and informative lists and libraries. This process allows you to pull data from one location and display it in another, simplifying data management and improving consistency across your site.
What are Site Columns?
Site columns are reusable pieces of data that define the structure of your SharePoint lists and libraries. Think of them as building blocks that you can use to create fields for your lists. For example, you might have a site column for "Department" that you can use in multiple lists, ensuring that everyone uses the same terminology and options for department names.
Why Use Lookups?
Lookup columns allow you to retrieve values from other lists or libraries. This is particularly useful for:
- Enforcing Data Consistency: By pulling data from a central source, you ensure that everyone is using the same values, reducing errors and inconsistencies.
- Creating Relationships: Lookups create relationships between lists and libraries, making it easy to see connected information.
- Simplifying Data Entry: Instead of typing the same information repeatedly, users can select values from a dropdown list, saving time and reducing errors.
How to Use Lookups
Here's a step-by-step guide on using lookup columns in SharePoint:
Step 1: Create the Source List or Library
This is the list that contains the values you want to look up. Ensure it has the column that you will use for the lookup.
Step 2: Create the Target List or Library
This is where you will add the lookup column to display data from the source list.
Step 3: Add the Lookup Column
- Go to the List or Library: Navigate to the target list or library in SharePoint.
- Add a Column: Click "Add Column" from the list ribbon.
- Choose "Lookup" as the Column Type: Select "Lookup" from the available column types.
- Configure the Lookup:
- Select the Source List: Choose the list or library that contains the values you want to look up.
- Select the Source Column: Choose the specific column from the source list that you want to display in the target list.
- Set Display Properties: Choose how you want the values to be displayed. For example, you can display only the name of the item from the source list, or both the name and a specific value (e.g., name and department).
- Set Additional Properties: You can set options like allowing multiple selections, specifying the maximum number of selections, and enforcing required entries.
Step 4: Test the Lookup
Add a new item to the target list or library. You should now see the lookup column displaying data from the source list.
Example Scenario
Imagine you have a SharePoint list for "Employees" and another list for "Departments." You want to link employees to their departments.
- Create the Departments List: Include a "Department Name" column in the Departments list.
- Create the Employees List: Include a "Department" lookup column in the Employees list.
- Configure the Lookup: Set the source list as "Departments," the source column as "Department Name," and display properties to show only the department name.
Now, when you add a new employee, you can select their department from the dropdown list, automatically pulling the department name from the "Departments" list.
Troubleshooting Common Issues
1. Error Message: "The list or library you are trying to access cannot be found."
This indicates that either the source list or library is not available or the link is incorrect. Double-check the source list path and ensure it exists and is accessible.
2. Lookup Column Not Displaying Data:
- Permissions: Verify that the user has the necessary permissions to access the source list.
- Column Settings: Make sure the source column is selected correctly and the display properties are configured as expected.
- Data Refresh: Sometimes the data in the lookup column needs to be refreshed. Try editing and saving an item in the target list to force a refresh.
3. Duplicates in Source List:
If the source list contains duplicates, you may see duplicate entries in the lookup column. Ensure your source list has unique values.
4. Issues with Large Data Sets:
For very large lists or libraries, performance issues can occur with lookups. Consider using other data management methods or techniques like data views to manage large volumes of data.
Conclusion
Lookup columns offer a powerful and efficient way to connect information in SharePoint. They simplify data entry, improve consistency, and create relationships between lists and libraries. By following the steps above, you can easily leverage this feature to create dynamic and informative lists and libraries within your SharePoint environment.