How to connect SharePoint lists and libraries via a Lookup Column

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Lookup Column is a really powerful feature. In this video, I explain how to connect SharePoint lists and libraries via a Lookup Column. For additional reference and limitations, please check out this article: sharepointmaven.com/how-to-cr...
👉 To learn more on this topic, check out this video: • Choice Column vs. Mana...
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Опубликовано:

21 июл 2024

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Комментарии : 88

@SharePointMaven 3 года назад

💻 Want to confidently navigate SharePoint and Microsoft 365? Enroll in my revamped On-Demand SharePoint and Microsoft 365 Academy 👉 academy.sharepointmaven.com/

@dna6655 2 года назад

Bravo! This was an EXCELLENT Presentation!! I watched it because I thought you would cover a particular item but by the time it was over he had answer numerous other questions that I'd be struggling with. A very well-rounded training video that will allow me to go back and easily resolve issues right off the bat. A++

@SharePointMaven 2 года назад

Thanks

@renehegge 2 года назад

Another quick easy to learn video. Keep pushing Greg. Thanks for sharing visdom with us out there!

@SharePointMaven 2 года назад

My pleasure, Rene, thanks a lot for the feedback! Will do!

@anmegum Год назад

Thank you for showing this in video form! I searched a bit on google and found nothing from interest for me. Just watched your video and now can start to work with this immediately! :)

@SharePointMaven Год назад

Great, happy to hear!

@karlstenator 2 года назад

Thanks for sharing Maven. I see that one year on, SharePoint Online still doesn't have automatic mapping of Parent-Child items for List lookup columns. The workaround I have at the moment is an MS Flow that monitors edits made to either the Parent or Child list, and patches each item accordingly with the missing Parent/Child from the related record. Apps like Airtable blow this functionality out-of-the-water, I'm so surprised that MS hasn't sorted this out yet.

@SharePointMaven 2 года назад

Correct, with M365, lists are just static lists

@Mark-by4np Год назад

EXACTLY what I needed - thank you! :)

@SharePointMaven Год назад

My pleasure!

@princeofdesert 2 года назад

Exactly what I needed. Thanks. :)

@SharePointMaven 2 года назад

Happy to hear!

@_DaemonCleaner 3 года назад

Thanks for the video. I didn’t know about the column checkbox for multiple entries, I wonder if that works on hyperlink columns as well. Have to check. Very nice content, though it’s a bit difficult to imagine use cases for the last section where you used lookup «internally» in a lost :)

@SharePointMaven 3 года назад

Thank you, appreciate the feedback!

@luisfelipemortarotti633 3 года назад

Congrats for the channel! In the case of extensive libraries, what would be the best practice for identifying and control related documents?

@SharePointMaven 3 года назад

Thanks Luis. I don't think there is a way to do this in SharePoint. I would say not possible OOTB

@LostWelshman 2 года назад

Thank you for the excellent video! When linking to documents, the actual link takes you a DispForm.aspx (where you can edit the doc title etc) but you can't get to the actual document. What I was hoping for was simply opening the document. I've just noticed if you instead select/highlight the row in the List, then click the (i) icon, you again see the linked docs, but their links take you to a pop-up, where you can open the document.

@SharePointMaven 2 года назад

Yes, I noticed this too

@LostWelshman 2 года назад

@@SharePointMaven I was hoping for a magical fix :D I tried Column Settings > Format Column but that doesn't work well with multiple linked items, or is above my skill level at least. Thanks for the reply!

@lincolnjoseraad4578 2 года назад

Hello Greg, thanks a lot to share your knowledge with us! Is it possible to create a cascade lookup with 3 columns (Countries, States, and Cities) looking in 2 others lists? E.g.: Countries, States, and Cities using a list for Country/States and another one for States/Cities? Thanks again.

@SharePointMaven 2 года назад

You are welcome. No, not possible out of the box. See this post for alternatives: sharepointmaven.com/3-alternatives-to-building-cascading-drop-downs-in-sharepoint/

@annastolia8482 Год назад

Very useful. Thanks!

@SharePointMaven Год назад

Thanks Anna, happy to hear this helped

@marsontran1692 Год назад

Hi Maven, thank you very much for this useful information, I have one small question, is there a way to copy drop-down choice column from a list to a document library? since I only see column with "text only" available

@SharePointMaven Год назад

No, not possible

@robh2489 2 года назад

Great video Greg. Unfortunately I can't see one of the columns in the look up, are only certain types supported?

@SharePointMaven 2 года назад

That is correct. I listed limitations here: sharepointmaven.com/how-to-create-a-lookup-column-in-sharepoint/

@siddheshraut3149 2 года назад

Thanks for the video, Great Content!! Can please help or suggest any way around for this function and avoid drop down options and the corresponding fields must get auto-populate with in SharePoint log, just similar to vlookup function in MS Excel. I am facing this issue similar way as you mentioned that for a large data it may not be feasible.

@SharePointMaven 2 года назад

Not possible OOTB

@yakem226 2 года назад

Thanks for the video, Is it possible to lookup based on column and row like a table lookup? for example if I have a table with products as the columns and size as the rows, the corresponding table value would be a price, is there a way to do this based on that criteria?

@SharePointMaven 2 года назад

You need to use Power Apps for this

@pizzarevieweruk5257 2 года назад

Hi Gregg, Thanks for a very interesting video, appreciate the work. I have file explorer folders and sub folders, they need to be inbedded into SharePoint Libaries. How would I set up document libariries so that the fodlers and sub folders can be auto created once the Title folder has been created. I also then need to include all of the data into probably a list as this is information which is coming from a Excel document. So is this best way to link it all together?

@SharePointMaven 2 года назад

You have to use Power Automate for this

@nihar4713 Месяц назад

amazing and clear

@SharePointMaven Месяц назад

Thank you! 🙏🙏🙏🙏

@FarhanKhan-vb3up 2 года назад

How did you got your logo on right side of waffle menu. On the upper top left side on your site.

@SharePointMaven 2 года назад

ru-vid.com/video/%D0%B2%D0%B8%D0%B4%D0%B5%D0%BE-B8KPTJ2MGCc.html

@heatherfeather2621 3 года назад

If you have a lookup list that is extensive, is there a way to filter by typing the first few letters of an option either in lists or simple power app?

@SharePointMaven 3 года назад

Yes, MSFT is adding keyword search for the lookup column (I believe this is still beta, but I did see this work in some tenants)

@DEBBIEHKful 2 года назад

Hi Greg, I really like your videos, thanks so much. One question, in the multiple information items (The policy example), is there a way that the list show all the information, without me manually selecting them?. In you example, I want to see all policies related in the column without having to go one by one selecting them.

@SharePointMaven 2 года назад

Thanks for the feedback. Just want to make sure I understand correctly. Once you create the lookup column and tie the policies (manually), you are going to see them all in that column, just like in the video. Did I misunderstand the question? Let me know.

@DEBBIEHKful 2 года назад

@@SharePointMaven I do not want to have to go and manually tie those policies, I want to automatically all policies related appear on that column.

@SharePointMaven 2 года назад

@@DEBBIEHKful Yeah, not possible

@DEBBIEHKful 2 года назад

@@SharePointMaven Oh I see, thanks, you save me a lot of time of researching.

@carolyngaither249 Год назад

Great video! Love your stuff! Question. I'm working on a document library with the user interface in Teams. With using the Lookup, is it possible to lock the list so that team members can't change anything in it? I'm thinking specifically of an expiration date for a document, so that it has to be reviewed by a certain date. If I enter the Expire Date in a column in the file list, anyone can change it. If I use a Lookup field to get it from another List, can I lock the list so only the Admins/Owners would be able to change it? Hope this makes sense!

@SharePointMaven Год назад

Thanks for following my content. No, it is not possible to use the Lookup column to lock content/records

@carolyngaither249 Год назад

@@SharePointMaven Is there any way to lock it? I've had ongoing problems with users pushing the date back randomly whenever they feel like it.

@ConfoundedSoul 2 года назад

Thanks for the video. In my particular scenario i have a parent list from which i create multiple lookup child lists depending upon the type of item.My requirement is that i need to externally share the child list without giving permission or access of the parent list to the external user.Any workarounds for this?Without permissions for the parent list all lookup columns come out blank

@SharePointMaven 2 года назад

I am not aware of a solution to this. You can try and set up unique security on lists, but might lead to errors

@edwinjonah 3 года назад

Thanks for the video! Is there a way to do this automatically? For example, pick the related list, the info I want and a key column and have it pull the data?

@SharePointMaven 3 года назад

No, Edwin, not possible without the use of Power Apps

@edwinjonah 3 года назад

@@SharePointMaven I see, thanks for the reply

@SharePointMaven 3 года назад

@@edwinjonah You welcome

@shathike4079 Год назад

Hi, this is good informative, kindly let me know, lookup field not working for date format its visible number format (i.e. 44,745) please guide me how to change as date format. Thanks

@SharePointMaven Год назад

I suggest you post this question somewhere on a forum

@azwarmzafar Год назад

THanks Creg, that's a fantastic video, and I have created a SharePoint list and I do have two Document Libraries. So I have linked these two Document Libraries with added a column of Lookup function based on title. In the Lookup function, one column has been added into a Document Library and it is tagging documents in the other library. What I am trying to get is that in this Lookup function in the added column, I want to tag the documents with the actual links or clickable ones. I mean, when I tag a document from one Document Library to another one, when you click on this tagged document, I want to have the actual document opened rather than only a tagged name. It is possible?

@SharePointMaven Год назад

No, this is not possible

@azwarmzafar Год назад

@@SharePointMaven Thanks, what about trying it with power automate or PowerApps as third party trying is this not possible too?

@SharePointMaven Год назад

@@azwarmzafar I have no idea, I am not a Power Apps expert

@edbrownjr 2 года назад

Hi, very interesting. I am interested in linking or using a lookup similarly. We have multiple list. students list, courses list, instructor list, and instructor course list. To start with I would like to be able to select a student in a list and maybe a popup or something show me a list of the courses the student is enrolled in. Could I use the same method you demonstrated to perform this task? Thank you in advance for your time.

@SharePointMaven 2 года назад

Yes, should be doable, just need to create all the lookups. You might also want to consider dynamic list filtering too (google it)

@edbrownjr 2 года назад

@@SharePointMaven thank you I will give it a shot.

@tomasgazsi6608 2 года назад

Hi, I want to ask you. Is possible to make "lookup" column from one list in sharepoint site A to another list which is in sharepoint site B? Thanks

@SharePointMaven 2 года назад

No, not possible

@user-ox6st1ux5n 8 месяцев назад

Hello teacher, I would like to ask how to update the contents of the attachments column in SharePoint (there are multiple contents in the attachment) to json format for storage?

@SharePointMaven 8 месяцев назад

I am not familiar with JSON

@Kevin-fj3ol Год назад

Great video! One thing that I am looking for help on it how to Create a column in Table A that references a Person column in the same table to then look at Table B for the name and return a Role value from the corresponding row. To say it another way in Excel concepts, I don't want the return information to be a {SPILL} that becomes a dropdown of choices in Table A, I want the lookup to return an exact string from Table B back to my new column in Table A. Is that possible?

@SharePointMaven Год назад

Kevin, this is not possible with SharePoint Lists. Perhaps if you use Power Apps.

@barteczekz 3 года назад

Hi, I find your videos very useful! I have a question: what tool / combination would you use to setup a customer database with price list? The trick here is that each customer (list record) can buy several products, each with different name/price. Key feature is to easily look up specific product-customer information.

@SharePointMaven 3 года назад

Thanks, Bartek for being my loyal follower. I suggest Power Apps (part of Microsoft 365)

@barteczekz 3 года назад

@@SharePointMaven And the concept would be...?

@SharePointMaven 3 года назад

@@barteczekz I am not a database expert, so not sure what the concept would be

@ShlomirBareket 2 года назад

Great video! I have a question, I would like to have a Parent-Child relationship, 1-Many, Is it possible to link on the same Primary Key, say Asset Number, but surface only those which match asset Number on the child when adding data to column in parent and also, the column displays say the serial number of the child, not the Asset Number?

@SharePointMaven 2 года назад

Thanks. This is not possible using the functionality described in a video

@ShlomirBareket 2 года назад

@@SharePointMaven can it be done via the Shane Young video you linked using power Apps?

@SharePointMaven 2 года назад

@@ShlomirBareket Probably. You would need to check with Shane. I am not a Power Apps expert

@vs_gaming3013 8 месяцев назад

Is it possible to make a conditional lookup column? For instance, I have one column with a country region and a second column with cities. I want to make the following scenario: if I choose region A in column one I want to see in column two the list (dropdown) of all cities belonging to region A. How to make this?

@SharePointMaven 8 месяцев назад

I don't think this is possible

@vs_gaming3013 8 месяцев назад

@@SharePointMaven It's actually possible. I made it today with jQuery and JavaScript

@SharePointMaven 8 месяцев назад

@@vs_gaming3013 This is great. When I said not possible, I meant OOTB. But happy to hear you got it it to work with code

@peggylang6999 3 года назад

When I select the List in 'Get information from' I am not able to choose from all of the column headings, in fact the ones that I want are not showing up. I'm not sure why?

@SharePointMaven 3 года назад

This is by design. You can only do lookups against certain types of columns. Check out limitations at the bottom of this post: sharepointmaven.com/how-to-create-a-lookup-column-in-sharepoint/

@eswarchandraprasadthumu4088 Год назад

How to fetch the data using lookup column and group or person column from SharePoint online sites lists using react js.

@SharePointMaven Год назад

I have no idea. Not familiar with react js

@brandiwoodson6886 Год назад

This is great unless you need title to just be there...why name isnt a listed field in relationhip blows my mind. .....flows to you're it work fine unless user opens file....so much work to just lookuo name of file. 🤬

@SharePointMaven Год назад

Yeah, I hear you! Wish it was there too.