List Validation

List validation lets you enforce data-quality rules in SharePoint without any code, using a formula that must evaluate to TRUE before an item can be saved. It comes in two scopes. Column validation sits on a single column and checks only that field, such as forcing a number between 1 and 100. List validation sits in the list or library settings and can compare several columns, so an end date can be required to fall on or after a start date. Both use Excel-style syntax and show a custom message when the rule breaks. The trade-off: a formula sees only the current item, never [Today], [Me], or other items.

Calculated Column, Date and Time Column, Number Column

See It In Action

Numeric ranges: keep a rating, percentage, or quantity within allowed bounds
Date sequencing: require an end date on or after a start date
Required-when rules: demand a value only when another field has a certain value
Format enforcement: check that a code or ID matches an expected length or pattern
Budget ceilings: block a total that exceeds an approved amount
Consistent choices: prevent contradictory combinations across two columns

How It Works

Formula returns Boolean: the expression must resolve to TRUE to save or FALSE to block
Two scopes: column validation for one field, list validation for many
Excel-style syntax: the same functions and operators as calculated columns
Server-side enforcement: applies to the form, Quick Edit, and imports alike
User message: a custom line of text shown when the rule fails
Runs on save: checked every time an item is created or edited

Benefits

No code: pure configuration in the browser, no Power Automate or scripts
Cleaner data: bad entries are stopped before they ever land in the list
Cross-field logic: list validation compares columns to catch contradictions
Clear guidance: your message tells the user exactly how to fix the entry
Universal coverage: works across every entry path because it is server-side
Instant feedback: the user sees the error immediately, not after a workflow runs

Details

Feature Category: Columns & Views

Settings

Column validation location: the column settings page, in the Column Validation section
List validation location: List or Library Settings, on the Validation settings page
Formula box: where you enter the TRUE or FALSE expression
User message box: the text displayed when validation fails
Column references: point at fields by their displayed names in square brackets
Save to activate: the rule takes effect immediately for all users

Limits and Nuances

No [Today] or [Me]: volatile values are blocked in validation formulas
Current item only: a formula cannot see other items or other lists
Narrow column scope: column-level validation reads only its own field
Some types excluded: multi-select and certain complex columns cannot be validated
Separate from uniqueness: enforcing unique values is its own column setting, not validation
One message per rule: the same text shows for every way the rule can fail

Common Questions About List Validation

What is list validation in SharePoint?

It is an out-of-the-box way to enforce data-quality rules using a formula that must evaluate to TRUE before an item can be saved. Column validation checks a single field, while list validation can compare several columns in the same item. Both display a custom message when the rule is broken, and both run on the server, so they apply to every way an item is entered.

What is the difference between column validation and list validation?

Column validation is set on one column and can only reference that same column, which makes it ideal for simple range or format checks. List validation is set at the list or library level and can reference multiple columns in the same item, so it can compare an end date to a start date or require one field based on another. Use column validation for single-field rules and list validation for cross-field logic.

Can a validation formula use [Today] or [Me]?

No. Unlike a calculated default value, validation formulas do not support the [Today] or [Me] placeholders. The rule is evaluated when the item is saved and must be deterministic, so time-based and user-based tokens are disallowed. If you need to compare against the current date or user, you generally handle it with a default value or an automated flow rather than validation.

What message do users see when validation fails?

Each validation rule has a user message box where you type the text shown when the formula returns FALSE. A good message explains both the rule and the fix, for example the end date must be on or after the start date. The item will not save until the entry satisfies the formula, so a clear, specific message saves the user from guessing what went wrong.

Why can validation not check other items or lists?

A validation formula only has access to the single item being saved. It cannot look up values in other rows, other lists, or external sources, because it runs as a lightweight server-side check at save time rather than a full query. Requirements like this ID must be unique or this must match a record in another list fall outside validation and need the Enforce Unique Values setting or an automated flow.

When should I use validation instead of a workflow?

Reach for validation when the rule depends only on the current item and should block a bad save instantly – ranges, date order, required-when conditions, and format checks. Choose Power Automate when the logic needs other lists, external data, approvals, or actions after the save. Greg Zelfond, the consultant behind LookBook 365, treats validation as the first line of defense and layers automation on top only when a rule genuinely reaches beyond the single item.