I’ve often encountered a SharePoint lookup column not showing all fields I need. It’s frustrating for me that I knew fields existed in the source list, but they just don’t appear as options. If you’ve faced this too, I can understand, as I’ve dealt with it in multiple SharePoint projects.
After going through this myself and testing different solutions, I found some simple ways to fix it.
In this guide, I’ll explain why SharePoint lookup columns don’t display all fields, the reasons behind it, and the exact fixes I’ve used to solve the problem. Doesn’t matter if you are using SharePoint on-premises or online, I will keep the steps straightforward for better understanding.
Let’s get straight to the point.
Here I will explain to you:
- What Is a Lookup Column in SharePoint?
- Why Is My SharePoint Lookup Column Not Showing All Fields?
- How I Fixed the SharePoint Lookup Column Not Showing All Fields Issue?
- Example Scenario I Faced
- Are There Better Alternatives?
- Planning a Move? Fix Lookup Issues During Migration
- Final Thoughts
- FAQs About SharePoint Lookup Columns
What Is a Lookup Column in SharePoint?
If you’re searching for this SharePoint lookup column not showing all fields, you probably already know what a lookup column is. Still, if you’re a beginner and have been asked to fix this, here’s a quick definition:
A lookup column lets you pull data from another list into your current one. It’s mostly used to avoid typing the same information again and to keep your data connected.
While this feature is powerful, it comes with limitations, which is why you might find that not all fields from the source list are available for selection.
Why Is My SharePoint Lookup Column Not Showing All Fields?
I looked into this issue and found a few clear reasons why the lookup column doesn’t show all fields. First, SharePoint only allows certain types of fields to be used in lookup columns. It mainly supports single line of text fields as the primary lookup field. Other types like choice fields, calculated columns, or person fields usually don’t appear.
Even when you add additional fields to the lookup, only specific types like single line of text, number, date, or yes/no fields can be selected. I also found that calculated fields don’t work with lookups, which can be confusing.
One more thing I noticed, SharePoint doesn’t let you use a lookup field to pull data from another lookup. That’s why some fields you expect to see just won’t show up at all.
These are the main reasons I’ve come across whenever I’ve faced this problem. I’ve seen people recommend PowerShell for this, but it doesn’t work here, as the issue is with how SharePoint is built, which is not possible by PowerShell to fix.
Now, let me show you the solutions that worked for me.
Related article: Backup SharePoint Online to Local Storage
How I Fixed the SharePoint Lookup Column Not Showing All Fields Issue?
Over the years, I’ve used several tricks to deal with the missing fields in lookup columns. Let me share the ones that worked best for me:
#Fix 1. Using a Single Line of Text for Lookup Source
If I needed to reference a field that wasn’t available, I sometimes added a new calculated field as a single line of text version of the original. For example:
- Original: Choice Field
- New Field: Calculated to text version → used for lookup
#Fix 2. Power Automate for Complex Relationships
For more complex relationships, I turned to Power Automate/Microsoft Flow. With it, I could:
- Automatically copy values from related lists
- Write back data into columns in the destination list
- Handle relationships that standard lookup columns can’t manage
This approach gave me flexibility to work with choice fields, managed metadata, or multi-lookup scenarios.
#Fix 3. Using SharePoint Framework (SPFx) or Power Apps
When the out-of-the-box features weren’t enough to resolve the SharePoint lookup column not showing all fields error, I built custom solutions using:
- Power Apps to create custom forms with advanced lookup functionality.
- SPFx to build web parts that query and display related data.
If you’re not comfortable with coding, Power Apps is the easier path. I used Power Apps extensively to build cascading dropdowns and multi-list relationships that behaved exactly how I needed.
Example Scenario I Faced
One client I worked with had a Products list and wanted to pull in:
- Product Name (text)
- Product Code (number)
- Product Description (choice field)
The Product Description wasn’t showing as an option in the lookup. My solution was to:
- Add a single line of text column to the Products list.
- Use Power Automate to copy the Product Description into that column whenever a new product is added or updated.
- Use that single line of text field for the lookup.
It wasn’t perfect, but it worked reliably.
Are There Better Alternatives?
Yes, Microsoft is constantly improving SharePoint and integration with Power Platform. Whenever possible, I try to design my solutions with:
- Power Apps for forms
- Power Automate for logic and workflows
- Dataverse (if using premium features) for more advanced relational database capabilities
If your environment allows it, this combo will solve 90% of your complex lookup requirements.
Planning a Move? Fix Lookup Issues During Migration
If you’re planning to migrate SharePoint site to another site or tenant, this is a good time to fix lookup-related issues. I’ve handled this by rebuilding lists properly during migration so that lookup columns work the way I want them to.
For that, I’ve used the SharePoint Online Migration Solution, which helps me migrate data between SharePoint Online environments, even between different tenants. It makes it easier to recreate lists, set up lookup relationships from scratch, and avoid many of the lookup limitations you face in existing lists.
If you’re moving data anyway, doing it right during migration can save you a lot of work later.
Final Thoughts
Running into the “SharePoint lookup column not showing all fields” issue is frustrating, but it’s part of SharePoint’s architecture. Once I understood why it happened, I was able to fix this issue easily.
If you’re like me and prefer low-code or no-code solutions, Power Apps and Power Automate will be your go-to. For advanced needs, SPFx opens even more possibilities.
FAQs About SharePoint Lookup Columns
Q1. Can I use calculated columns in SharePoint lookup?
A. No, calculated columns are not supported in lookup relationships. You’ll need to use workarounds like Power Automate.
Q2. How can I create a cascading lookup in SharePoint?
A. Use Power Apps to build cascading dropdowns in SharePoint forms, or SPFx if you prefer coding custom web parts.