How To Create A Lookup Column On A SharePoint List

In this tutorial,  Jonathon Silva from Pragmatic Works walks through how to create and use lookup columns in SharePoint lists. Lookup columns are a powerful way to build relationships between lists, connect data, and create a mini data model within SharePoint.

Understanding the Scenario

To demonstrate, Jonathon sets up two SharePoint lists:

• Automation and App Build Projects List – Includes columns for Title, Project Description, and Completion Date.
• Accounts List – Contains company accounts that projects will be associated with.

The goal is to allow each project entry to reference an existing account from the Accounts list, eliminating redundancy and enabling easy navigation between related records.

Step 1: Adding a Lookup Column

Jonathon begins by opening the Projects list and selecting Add Column. When choosing the column type, he scrolls down to select Lookup. This column type enables referencing data from another SharePoint list.

1. Click Add Column in the target list.
2. Select Lookup as the column type.
3. Provide a column name, such as “Account Name.”
4. Choose the source list (in this case, the Accounts list).
5. Select the column within the source list to reference (here, the Title column, renamed as “Name”).

Jonathon highlights an important tip: even if the display name of the primary column is changed, SharePoint internally still recognizes it as Title. This applies not only in SharePoint but also in tools like PowerApps and Power Automate.

Step 2: Configuring Lookup Options

Once the lookup column is connected to the Accounts list, several customization options are available:

• Additional Columns – Add related fields such as Industry or Primary Contact to automatically pull into the project record.
• Deletion Rules – Decide whether deleting an item from the source list should affect related records in the target list.
• Multiple Selections – Allow linking to more than one account per project if needed.
• Required Field – Set whether the lookup must always have a value.
• Unique Values – Enforce uniqueness if appropriate.

After configuring the options, Jonathon clicks Save. The new column not only includes the referenced account name but also automatically brings in additional linked fields (Industry and Primary Contact).

Step 3: Using the Lookup Column

Jonathon demonstrates adding a new project record:

1. He creates a project titled “Canvas app for new device order.”
2. Adds a description: “Application that allows users to request a new device for their home office setup.”
3. Sets a completion date.
4. Selects an account from the lookup column (e.g., The Toy Store).

After saving, the project record automatically displays not only the chosen account but also its associated Industry and Primary Contact. Clicking the account name provides direct navigation back to the source Accounts list for detailed information.

Benefits of Lookup Columns

According to Jonathon, lookup columns deliver several key advantages:

• Data Consistency – Ensures projects always reference valid accounts rather than duplicating entries.
• Reduced Redundancy – Eliminates the need to re-enter account details repeatedly.
• Data Modeling – Enables creation of a mini relational model inside SharePoint.
• Easy Navigation – Provides quick links between related lists for more context.
• Scalability – Multiple lookup columns can be added to connect one list with many others.

Conclusion

Jonathon wraps up by emphasizing that lookup columns are an essential SharePoint feature for building connected data structures. By linking lists, users can streamline project management, reduce duplication, and navigate seamlessly across related information.

Pragmatic Works continues to provide accessible training on SharePoint basics and beyond. For more tutorials from Jonathon Silva and the Pragmatic Works team, be sure to subscribe and explore their growing library of resources.

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