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Conditional Show / Hide Column

Conditional show and hide columns let you build dynamic SharePoint forms without any code, revealing or hiding a field based on what the user selects in another field. On the New, Edit, or Display form you choose Edit form and enter a conditional formula on that column. The formula uses an =if syntax that returns 'true' to show the field or 'false' to hide it, and it references other columns by their internal name, such as [$Category]. Because this is form logic, not validation, a hidden field is simply not shown - it does not clear or protect the value. It works only in the modern form.
Related
Choice Column, Column Formatting, Person or Group Column
See It In Action

Common Use Cases

  • Progressive forms: reveal extra fields only when they become relevant
  • Category-driven detail: show hardware fields when the request type is Hardware
  • Approval reasons: display a justification box only when a request is over budget
  • Status follow-ups: surface a resolution field once status becomes Closed
  • Other, please specify: reveal a text box when a choice is set to Other
  • Cleaner entry: hide advanced fields most users never need to touch

How It Works

  • Edit form pane: open a form, choose Edit form, then Edit conditional formula
  • =if pattern: the formula returns ‘true’ to show or ‘false’ to hide the field
  • Internal-name references: point at other columns with [$InternalName]
  • Comparison operators: use ==, !=, <, >, <=, and >= to test values
  • Logical operators: combine conditions with && for AND and || for OR
  • Per-column setting: each field gets its own independent formula

Benefits

  • No code: everything is entered in the form pane in the browser
  • Simpler forms: users see only the fields that matter to their entry
  • Fewer errors: irrelevant fields cannot be filled in by mistake
  • Faster completion: shorter visible forms get finished more often
  • Reusable pattern: the same formula style works across many column types
  • Instant behavior: fields appear and disappear as the user types or selects

Details

  • Feature Category: Columns & Views

Settings

  • Formula location: the Edit conditional formula link under a column in Edit form
  • Show result: return ‘true’ as a quoted string to display the field
  • Hide result: return ‘false’ as a quoted string to remove the field
  • Column tokens: reference fields as [$InternalName], not the display name
  • Person sub-properties: target a value such as [$Owner.email] when needed
  • Save per form: set formulas separately on the New, Edit, and Display forms

Limits and Nuances

  • Internal names only: display names will not work inside the formula
  • Form scope only: it controls visibility, not what is stored or required
  • No Quick Edit: the logic does not apply in grid or datasheet view
  • Unsupported types: multi-select choice, lookup, and person, plus currency, location, calculated, and managed metadata cannot be used
  • Not validation: a hidden field can still hold or receive a value
  • Modern only: classic forms do not honor conditional formulas

Common Questions About Conditional Show and Hide Columns

What is a conditional show and hide column in SharePoint?

It is an out-of-the-box way to make a list or library form dynamic by showing or hiding a column based on another field’s value. You add a small =if formula to the column in the form’s Edit form pane, and the field appears or disappears as the user fills in the form. It requires no code and works in the modern New, Edit, and Display forms.

What does the conditional formula look like?

The formula uses an =if pattern that returns the text ‘true’ to show the field or ‘false’ to hide it. A typical example is =if([$Category] == ‘Hardware’, ‘true’, ‘false’), which shows the field only when the Category column equals Hardware. Columns are referenced by their internal name inside square brackets with a dollar sign, and you can combine conditions with operators like == and &&.

Do I use the display name or the internal name in the formula?

You must use the column’s internal name, not the display name shown on the form. The internal name is set when the column is first created and never changes afterward, even if you rename the column. You can find it by opening the column’s settings and reading the Field value in the page URL, then wrap it as [$InternalName] in the formula.

Does hiding a column also protect or clear its value?

No. Conditional formulas control visibility on the form only. A hidden field is simply not displayed; any value it already holds stays in place, and the field can still be populated through Quick Edit, an import, or automation. If you need to guarantee a value is present or blocked, that is a job for validation or a required setting, not for show and hide logic.

Why is my column not available for a conditional formula?

Several column types cannot drive or be driven by conditional formulas, including multi-select choice, multi-select lookup and person, currency, location, calculated, and managed metadata columns. Time calculations in date columns are also unsupported. If a field is not behaving, confirm its type is on the supported list and that you are editing the modern form rather than a classic page or Quick Edit view.

When should I use conditional columns instead of separate forms or Power Apps?

Use built-in conditional formulas when the goal is simply to show the right fields at the right time on a standard list form, with no code and no extra licensing. Step up to Power Apps when you need multi-step wizards, complex validation, or connections to other data. Greg Zelfond, the consultant behind LookBook 365, reaches for the out-of-the-box formula first and only moves to Power Apps when the form’s logic truly outgrows it.