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What’s the difference between a single-line vs. multi-line text column in SharePoint?

Tips from the Field |

Learn the key differences between single-line and multi-line text columns in SharePoint – and how to select the right column type for your needs.

There are two types of text columns – single-line or multi-line – that you can add to a SharePoint list or library. It may seem like the difference is obvious. However, the behavior of these two column types in SharePoint is drastically different.

Refer to the table below for a comparison.

Single-line vs. Multi-line Text Column in SharePoint

Single-line Text Column Multi-line Text Column
Maximum Length 255 characters • List = 63,999 characters
• Document library = Unlimited (optional)
Filter and sort in a view Yes No
Reference in a lookup column Yes No
Use in a calculated field column Yes No
Change column type (e.g. choice, number, currency, date and time, single-,or multi-line text.) Yes No
Enforce unique values Yes No
Define default value Yes No
Add rich text (e.g. bold, italics, text alignment, or hyperlinks) No Yes
Enter enhanced text (e.g. pictures, tables, or hyperlinks) No Yes

Which is better: single-line or multi-line text columns in SharePoint?

As you can see, there are significant differences between the two text column types in SharePoint. For example, once you add a multi-line text column, you cannot switch back to a single-line text column. You must instead create a new column.

So which text column in SharePoint is better? We recommend using a single-line text column over a multi-line text column whenever possible. Single-line text fields are the most flexible – so you can do things like later change the information type to add a lookup column, build calculated fields and so on.

Sometimes, however, multi-line text columns are necessary. One example would be a contractor response field in a Submittal Form. Be aware that getting that data back out (e.g. for use in reports, calculations, workflows, etc.) is challenging without custom coding.

Read more about list and library column types and options in SharePoint.

Get more tips and tricks for construction project management professionals

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And be sure to check out our previous tip to learn how to configure required fields in SharePoint.

Easily move files in SharePoint

Tips from the Field |

Learn how to move files in Microsoft SharePoint

Have you ever needed to re-organize your files in Microsoft SharePoint? Maybe your manager wants to use a different folder structure (and yes, if you’re a regular reader of our blog, you know there are lots of limitations to organizing files by folders). Or perhaps you inherited someone else’s organization scheme and want to make it your own. There are many reasons why you may need to shift the location of your documents.

So what is the easiest way to move files in SharePoint?

We’ve heard from more than a few users who found themselves in this situation. They painfully recounted downloading all the files to their local hard drive, re-organizing them, and then uploading them all again.

A real pain, right? Yes, and completely unnecessary!

You can easily move and re-organize files in SharePoint using the Open with Explorer tool. No downloading required.

Open with Explorer is a cool feature that is often overlooked.  It basically opens a window to movable files in the current SharePoint library, making it easy to move or copy your documents.  Read on to see how it works.

How to move files in SharePoint

Let’s say you want to move the “sample 1” doc into Sample Folder.  Take the following steps:

1. Navigate to the SharePoint Library with the file(s) you want to move.

2. Click into the Library Tab and select Open with Explorer

3. A new Explorer window will open. Select the file that you want to move.

4. Drag the file into the folder

5. Refresh your browser. The File is moved into the folder you selected.

The above was a very simple example. But Open with Explorer can work on one or more files and saves a lot of time moving documents from one folder to another.  Good luck and happy SharePointing!

Want more tips and tricks for construction project management professionals?

Our new Tips from the Field series features handy information for construction project managers. Subscribe to our newsletter to get our latest tips and tricks delivered directly your inbox each month.

And be sure to check out last month’s installment to learn how to filter your SharePoint view to show documents requiring your action.

Export to Excel – Tips from the Field

Tips from the Field |

Learn how to export your project data from SharePoint to Excel and keep it automatically up-to-date in this installment of Tips from the Field.

You and your project team probably share Excel lists and forms all the time as email attachments. But hunting out attachments in your inbox is a pain. And you never can be sure everyone is seeing the latest version.

Here’s a way to stop drowning in email attachments.

Use SharePoint to export a list or form to Excel and share it with your team for reporting or analysis. The spreadsheet now automatically has a connection back to SharePoint. This means that users can easily see the latest data from Excel with a simple click. Read on to see how it works.

Export to Excel from SharePoint

First, use the Export to Excel function in SharePoint. Here’s how:

1.       Select an item in a SharePoint List

2.        Click on the Library tab and then select Export to Excel in the Ribbon

3.       A New Workbook will be created in Excel. You can save the spreadsheet and share the file with your team.

Keep your spreadsheet up-to-date

The added value of the Export to Excel function is that the spreadsheet maintains the connection back to SharePoint. A user can simply refresh the data connection in Excel and all of the SharePoint List data will be updated automatically with the latest data.

Here’s how:

  1. Open the spreadsheet in Excel.
  2. Go to the DATA tab in the ribbon.
  3. Click Refresh All to update the spreadsheet with all the latest data from SharePoint.

Want more tips and tricks for construction project management professionals?

Our new Tips from the Field series will feature handy information for construction project managers.

Subscribe to our newsletter to get our latest tips and tricks delivered directly your inbox.