Shorten Long Text
This calculated column uses a SharePoint formula to shorten long text to 50 characters and add an ellipsis. Because it lives in a calculated column, SharePoint fills the value in for every item automatically - no custom development and nothing for your users to type.
How It Works
- What it does: Shortens long text to 50 characters and adds an ellipsis.
- What you get: A preview – text over 50 characters is cut and ends in …; shorter text is shown in full.
- If a value is missing: If Notes is blank, the column shows a blank.
Common Use Cases
- Short previews of long notes in views
- Tidy summary columns
- Card and tile snippets
- Consistent column widths
Details
- Formula Type: Calculated Column
- Formula Category: Text & Names
Required Columns
| Display name | Column type |
|---|---|
| Notes | Single line of text |
| Shorten Long Text | Calculated |
Prerequisites
- Create the column the formula reads: Notes
- Add or edit a few items so there is data for the formula to work with
How to Apply the Formula
- Add a column, choose More…, then select Calculated (calculation based on other columns)
- Set the data type returned from this formula to Single line of text
- Paste the formula below into the Formula box
- Click OK to create the column
Formula
=IF(LEN([Notes])>50,LEFT([Notes],50)&"...",[Notes])Common Questions About Shorten Long Text Formula
What does this formula do?
Shorten long text for views. It lives in a calculated column, so SharePoint fills the value in automatically for every item.
Which columns do I need to set this up?
You need: Notes (Single line of text). The formula reads these to produce its result.
Can I change the formula for my own columns?
Yes. Swap the column names in brackets for your own, and adjust any numbers or text.
If LookBook 365 is code-free and out-of-the-box, why does this example use a formula?
A SharePoint formula is native, declarative configuration, not custom development. It only works with the item’s own fields and simple logic – it cannot run scripts, reach external services, or change other data, and nothing is deployed to your tenant. It keeps working through Microsoft updates. If you would rather not set this up yourself, this is exactly the kind of thing I configure for clients.
Shorten Long Text Formula Example