SharePoint List view Formatting Overview

What is SharePoint List Formatting?

SharePoint List Formatting is a powerful feature that allows users to customize the appearance of SharePoint lists and libraries using JSON-based configurations. With this, users can visually enhance list views, improve usability, and highlight important data without modifying the underlying content.

Why Do We Need SharePoint List Formatting?

Out of the box, SharePoint lists provide a structured but plain way to display data. List Formatting helps improve user experience by:

Making data more interactive and visually appealing.
Highlighting important records (e.g., overdue tasks, high-priority items).
Creating intuitive and user-friendly list views.
Reducing the need for complex customization via SPFx or PowerApps.

Who Uses SharePoint List Formatting?

Business Users: To enhance productivity by making lists easier to read and use.
Developers: To provide tailored list experiences without extensive coding.
Administrators: To create standardized views for teams without altering the core structure.

What Applications Use It?

SharePoint Online & SharePoint On-Premises (2019 and later): Built-in JSON formatting capabilities.
Microsoft Lists: Uses the same formatting engine as SharePoint lists.
Microsoft Teams: Lists added in Teams benefit from the same formatting capabilities.

Common Examples of SharePoint List Formatting

Row Formatting (Full Row Highlighting)

{
    "$schema": "https://developer.microsoft.com/json-schemas/sp/v2/column-formatting.schema.json",
    "elmType": "div",
    "style": {
        "background-color": "=if([$Status] == 'Completed', '#d4edda', '#f8d7da')"
    },
    "children": [
        { "elmType": "span", "txtContent": "@currentField" }
    ]
}

Highlights rows based on the Status field.

Column Formatting (Icons for Status Field)

{
    "$schema": "https://developer.microsoft.com/json-schemas/sp/v2/column-formatting.schema.json",
    "elmType": "span",
    "attributes": {
        "iconName": "=if([$Status] == 'Completed', 'CheckMark', 'Warning')",
        "title": "@currentField"
    },
    "style": {
        "color": "=if([$Status] == 'Completed', 'green', 'red')"
    }
}

Displays a CheckMark icon for completed tasks and a Warning icon for others.

Button to Open Item in a New Tab

{
    "$schema": "https://developer.microsoft.com/json-schemas/sp/v2/column-formatting.schema.json",
    "elmType": "a",
    "attributes": {
        "href": "=[$ID]",
        "target": "_blank"
    },
    "style": {
        "color": "blue",
        "text-decoration": "underline"
    },
    "txtContent": "Open"
}

Adds an “Open” button linking to the list item.

Best Practices for SharePoint List Formatting

Keep it simple: Overcomplicating JSON formatting can lead to performance issues.
Test before applying: Use the SharePoint List Formatting tool to preview changes.
Use conditional formatting wisely: Avoid excessive conditions that slow down rendering.
Follow accessibility guidelines: Ensure color contrasts and tooltips improve readability.

Pros and Cons of SharePoint List Formatting

Pros	Cons
No coding required	Limited to JSON-based customizations
Improves user experience	Not as flexible as SPFx solutions
Enhances readability and usability	Can become complex for advanced scenarios
Works with SharePoint Online and Microsoft Lists	JSON formatting has a learning curve

Use Cases

Project Management: Highlight overdue tasks in red.
HR & Recruitment: Display candidate application status with icons.
IT Asset Management: Show device status with color-coded labels.
Help Desk Tickets: Assign priority levels with different styles.

Comparison: SharePoint List Formatting vs. Alternatives

Feature	List Formatting (JSON)	PowerApps	SPFx (SharePoint Framework)
Ease of Use	High	Medium	Low
Customization Level	Moderate	High	Very High
Performance Impact	Low	Medium	High
Requires Coding?	No	Some	Yes
Works on All Devices?	Yes	Yes	Yes

SharePoint List Formatting is a simple yet effective way to enhance SharePoint lists without deep coding expertise. While it has its limitations, it provides an excellent balance between usability and customization. If you need more advanced features, PowerApps or SPFx might be better alternatives, but for quick, visually enhanced list views, JSON formatting remains a go-to solution.

Do you use SharePoint List Formatting in your organization? What’s your favorite implementation? Let’s discuss in the comments!