Introduction
SharePoint Calculated Columns are a feature in SharePoint lists and libraries that allow users to perform automatic calculations based on values from other columns. Using formulas similar to Microsoft Excel, calculated columns generate dynamic results without requiring custom coding.
Types of SharePoint Calculated Columns (With Examples)
A Calculated Column in SharePoint allows you to perform calculations based on other columns in the list or library using formulas (similar to Excel).
SharePoint calculated columns can be categorized based on what they calculate or return.
1️⃣ Text Calculations
Description: Used to combine, format, or manipulate text values from other columns.
Common Uses
Example
Columns:
Formula:
=[First Name] & " " & [Last Name]
Output:
Ketan + Sathavara → Ketan Sathavara
2️⃣ Number Calculations
Description: Performs arithmetic operations on numeric columns.
Common Uses
Total price calculation
Discount calculation
Percentage calculation
Example
Columns:
Quantity (Number)
Unit Price (Currency)
Formula:
=[Quantity] * [Unit Price]
Output:
5 × 100 = 500
3️⃣ Currency Calculations
Description: Calculations involving currency fields.
Common Uses
Tax calculation
Net amount calculation
Total invoice amount
Example
Columns:
Amount (Currency)
Tax % (Number)
Formula:
=[Amount] + ([Amount] * [Tax %] / 100)
Output:
1000 + 10% = 1100
4️⃣ Date and Time Calculations
Description: Performs calculations using date/time fields.
Common Uses
Due date calculation
Age calculation
Days remaining
Example 1: Calculate Due Date
Columns:
Start Date (Date)
Duration (Number)
Formula:
=[Start Date] + [Duration]
Output:
01-Jan-2026 + 10 days → 11-Jan-2026
Example 2: Days Remaining
Formula:
=[Due Date] - TODAY()
Output:
Shows remaining days until due date.
5️⃣ Logical (IF) Calculations
Description: Uses conditional logic to return different values based on conditions.
Common Uses
Status indicators
Approval results
Pass/Fail results
Example
Columns:
Formula:
=IF([Marks] >= 40, "Pass", "Fail")
Output:
45 → Pass
30 → Fail
6️⃣ Boolean (Yes/No) Calculations
Description: Returns TRUE or FALSE based on a condition.
Example
=[Amount] > 1000
Output:
1500 → TRUE
500 → FALSE
7️⃣ Choice-Based Calculations
Description: Uses values from a Choice column to determine output.
Example
Columns:
Formula:
=IF([Priority]="High","Urgent",
IF([Priority]="Medium","Normal","Low"))
Output:
High → Urgent
8️⃣ Percentage Calculations
Description: Calculates percentage values.
Example
Columns:
Obtained Marks (Number)
Total Marks (Number)
Formula:
=([Obtained Marks] / [Total Marks]) * 100
Output:
80 / 100 → 80%
9️⃣ Nested Calculations
Description: Combines multiple formulas inside one calculation.
Example
=IF([Marks]>=75,"Distinction",
IF([Marks]>=60,"First Class",
IF([Marks]>=40,"Pass","Fail")))
Output:
78 → Distinction
65 → First Class
50 → Pass
30 → Fail
🔟 Calculations Using Text Functions
Common Functions
LEFT()
RIGHT()
MID()
LEN()
UPPER()
LOWER()
Example
=UPPER([First Name])
ketan → KETAN
1️⃣1️⃣ Calculations Using Date Functions
Common Functions
TODAY()
NOW()
YEAR()
MONTH()
DAY()
Example
=YEAR([Start Date])
01-Jan-2026 → 2026
Important Notes About SharePoint Calculated Columns
Formulas are similar to Excel, but not all Excel functions are supported.
Cannot reference another calculated column (in some versions).
Cannot use lookup column values directly (limitations apply).
Maximum formula length: 1024 characters.
Output data type must be selected (Single line of text, Number, Date, etc.).
Summary Table
| Type | Purpose | Example |
|---|
| Text | Combine text | First + Last Name |
| Number | Arithmetic | Quantity × Price |
| Currency | Financial | Amount + Tax |
| Date/Time | Date difference | Due Date - Today |
| Logical | IF condition | Pass/Fail |
| Boolean | TRUE/FALSE | Amount > 1000 |
| Choice-based | Based on selection | Priority → Urgent |
| Percentage | % calculation | Marks % |
| Nested | Multiple IF | Grade system |
| Text Functions | Text manipulation | UPPER() |
| Date Functions | Extract date part | YEAR() |
Conclusion
SharePoint Calculated Columns allow users to automatically perform calculations and apply logic using data from other columns. They help improve accuracy, reduce manual work, and make list data more dynamic and meaningful. Overall, they are a simple yet powerful feature for automating business rules within SharePoint lists.