Calculated Column in SharePoint [Updated Guide]
I have been working with SharePoint lists and libraries for so many years now, and I would like to let you know that one of the features that I have used so many times is the calculated column in SharePoint. Whenever I need to create dynamic formulas, the first thing that comes to my mind is the calculated tool.
In this article, I will explain what a calculated column is, how I use it, and how you can create it.
What is a SharePoint Calculated Column?
It is a feature in SharePoint that helps you to generate a value automatically based on a formula. The formula may have text, numbers, dates, or values from other columns.
For example, you can create formulas like:
- Combine the first name with the last name
- Calculate due dates
- Create automatic status fields
- Format custom labels
- Generate ID patterns
- Show days overdue
Why I Use Calculated Column in SharePoint So Often
Here are the reasons I prefer calculated columns in my SharePoint projects:
- No automation tools required
- Works Instantly
- Easy to build and manage
- Keeps lists clean and smart
- Great for business rules
Related Guide: How to Manage SharePoint Access
How to Create a SharePoint Calculated Column
When clients ask me to create a calculated column in SharePoint, here are the exact steps I share with them, and it will help you as well:
- Step 1: Open the SharePoint List or Library
- Step 2: Click Add Column > More
- Step 3: Choose Calculated.
- Step 4: Enter the Formula
- Examples:
- =[Quantity]*[Price]
- =[Start Date]+7
- =[First Name]&” “&[Last Name]
- Step 5: Select the Data Type for the Result, i.e., number, text, date, or yes/no.
- Step 6: Save the Column.
Your calculated column is now live and updates automatically.
Popular Calculated Column Examples I Use Frequently
- Combine text columns
=[Title] & " - " & [Category]
- Calculate days remaining
=[Due Date] - TODAY()
- Show task status automatically
=IF([Due Date] < TODAY(),"Overdue","On Track")
- Add a fixed number of days
=[Created]+14
These help simplify tracking, reporting, and automation for teams.
Also read: SharePoint document management
Limitations I Watch Out For
These are some limitations I always keep in mind while using a calculated column in SharePoint.
- It doesn’t support lookup or person fields very well
- Rich text is not supported; only plain text
- It cannot trigger workflows directly.
- Modern formula experience is slightly different from classic SharePoint
Apart from the above points, the feature is extremely useful for list automation.
Using Calculated Columns During Migration
Many organisations move their sites and lists when they restructure or switch to Microsoft 365. Whenever I handle a site-to-site or SharePoint Online tenant to tenant migration, I always make sure that calculated columns are carried over correctly.
This is where I trust a professional and reliable tool like SysTools SharePoint Migrator, as this solution allows you to migrate:
- Lists
- Libraries
- Calculated columns
- Metadata
- Permissions
- Versions
This software is very reliable when you are shifting SharePoint content and want to make sure calculated columns remain the same.
Best Practices I Follow for Calculated Columns
By following the points below, you can keep your calculated columns clean and efficient:
- Use column names without spaces when possible
- Avoid too deeply nested formulas
- Choose simple formulas that users can understand later
- Document complex calculations
- Test formulas on sample data before applying to live lists
Related article: Backup SharePoint online to local storage
Author’s Verdict
Using a calculated column in SharePoint is one of the easiest ways to add smart logic and automation to your lists. Whether you need to calculate dates, create labels, or combine different fields, calculated columns help you make your lists more useful.
When you create SharePoint calculated column, it not only helps you in improving your productivity but also ensures consistency across your entire site. If you ever consider migrating your SharePoint data, always use a professional and reliable tool that I have mentioned above.
FAQ’s
Q.Why do I need a calculated column in SharePoint?
It is beneficial for automatic calculation and reduces manual work.
Q.Is it possible to use an Excel formula in SharePoint?
Yes, you can use an Excel formula in SharePoint, but only the basic ones.
Q.Can I use lookup fields in a SharePoint calculated column?
No, lookup and person fields are not fully supported in formulas.
Q.Is it possible to migrate calculated columns to another SharePoint site?
Yes, you can do it when you are using professional and reliable tools like SysTools SharePoint Migrator.
Q.What are the steps to create a calculated column in SharePoint?
You can add it from Add Column > More > Calculated in any lists.