Using SharePoint list in InfoPath drop down like an Excel vlookup

In InfoPath, use a drop down list so when you make your choice another field is populated automatically. For example:

  • I choose my name, automatically another field reflects my manager’s name
  • I choose a name, another field displays a number, an ID…
  • I choose a town, another field displays a mileage for expenses
  • I choose a product, a price displays elsewhere in my order form

Thanks to

  1. In SharePoint, ensure that you have a Contacts SharePoint list that you can use. This list must contain IDs, names, and email addresses of contacts.
  2. In InfoPath, add a Data Connection to the Contacts SharePoint list. Ensure you select the IDFirst_Name,Last_Name, and E-mail_Address fields from the SharePoint list when creating the data connection.
  3. Add a Drop-Down List Box control to the InfoPath form template and bind it to the data connection for the SharePoint list. Set the @ID of the contact to be the Value of an item in the drop-down list box and set the@Last_Name of the contact to be the Display name of an item in the drop-down list box.
  4. Name the Drop-Down List Box control contact.
  5. Add a Text Box to the InfoPath form template and name it lastname.
  6. Double-click the Drop-Down List Box control to open its Properties dialog box.
  7. On the Drop-Down List Box Properties dialog box, click Rules.
  8. On the Rules dialog box, click Add.
  9. On the Rule dialog box, click Add Action.
  10. On the Action dialog box, leave Set a field’s value selected in the Action drop-down list box.
  11. On the Action dialog box, click the button behind the Field text box.
  12. On the Select a Field or Group dialog box, expand all of the nodes, select the lastname node, and clickOK.
  13. On the Action dialog box, click the button behind the Value text box.
  14. On the Insert Formula dialog box, click Insert Field or Group.
  15. On the Select a Field or Group dialog box, select the Contacts SharePoint list (= Secondary data source) from the Data source drop-down list box, expand all of the nodes, select the Last_Name node, and clickFilter Data
  16. On the Filter Data dialog box, click Add.
  17. On the Specify Filter Conditions dialog box, select ID from the first drop-down list box, select is equal tofrom the second drop-down list box, and select Select a field or group from the third drop-down list box.
  18. On the Select a Field or Group dialog box, select the Main data source from the Data source drop-down list box, select the contact node, and click OK.
  19. On the Specify Filter Conditions dialog box, click OK.
  20. On the Filter Data dialog box, click OK.
  21. On the Select a Field or Group dialog box, click OK.
  22. On the Insert Formula dialog box, the formula should resemble the following:
    @Last_Name[@ID = contact]
  23. Click OK on all open dialog boxes to close them.
  24. Save your work and test the form.

Now whenever you select a contact from the drop-down list box, the last name of the contact will be looked up in the data of the SharePoint list and the contact that has the same ID as the selected item in the drop-down list box will be displayed in the lastname field on the InfoPath form.


  • This solution works for InfoPath browser forms.
  • This technique is not restricted to secondary data sources that are connected to SharePoint lists, but can also be used with all types of secondary data sources.
  • This technique is not restricted to looking up display names in drop-down list boxes, but can be used to look up data in any other column in a secondary data source.
  • This technique is not restricted to drop-down list boxes, but can be used with all types of list controls in InfoPath.

Learn Adobe Muse

Adobe MuseCreate responsive web sites without code, free your online creativity

1 Day Course

Windows and Mac compatible

Adobe Muse was developed for designers who want to upgrade their skills to an online platform. Beginners will learn to use the simplest web design tool available to quickly and easily develop sites based on the latest technological standards while Adobe InDesign users will feel right at home and Adobe Dreamweaver specialists will add another powerful set of features to their palette.


Eric Dumas is an Abobe Certified Instructor and qualified Expert in Adobe Muse. He brings years of professional experience in designing print and web material to a friendly classroom session packed with knowledge exchange and practice

Course Objectives:

After a short introduction presenting the type of sites an Adobe Muse user can expect to achieve, attendees will develop their own sample site to practice with the various tools covering structure, design, formatting, interactivity and publishing.


The attendees are expected to be able to use a modern computer Windows or Mac, fluent in creating files and folders, clicking on various features in an application. While not essential, a basic knowledge of Adobe Photoshop, Adobe Illustrator and Adobe InDesign would be an advantage. Web terminology and features will be explained during the session, attendees are expected to be fluent in navigating the Internet.


  1. What is web design
    In this module we look at how the internet works, the important points of Search Engine Optimisation, the various guidelines and good practice rules to follow
  2. The Adobe Muse interface
    Muse offers a simple yet effective interface, in this module we get grips with the tools
  3. Creating a new site
    In this module we start by creating the new site and establishing the general properties of the framework
  4. Structuring the site with pages
    In this module we create a site map by adding pages and master pages to start the structure of the site and the general design(s) we want to apply
  5. Adding graphics
    In this module we populate the pages with graphic objects and format them. We look at the various file types available including HTML5 animations, Adobe Photoshop .psd files or Adobe Fireworks designs. We finally include the animated Parallax feature to animate our design
  6. Formatting elements
    In this module we discover how to optimise the design for fast download, use transparency and layering of images. We quickly arrange, align, stack, resize, crop images and pin some icons to add floating elements
  7. Adding text
    In this module we add text and format it, use web fonts and create styles to match CSS standards and ensure consistency throughout the pages and spell check the content for a professional finish
  8. Playing with colours
    In this module we experiment with various ways to apply colours, gradients and backgrounds before adding a interactive behaviour to them
  9. Links and Buttons
    In this module we create links, update their default format and create custom ones. We link pages, anchors, email and web site addresses
  10. Creating a navigation menu
    In this module we add standard and Adobe Photoshop buttons, use the built-in navigation menus to customise for each state
  11. Adding interactivity
    Adobe Muse offers built-in interaction features to add and customise, giving your audience a more enjoyable experience. We add lightboxes, hotspots and accordions; all based on javascript without coding a single line
  12. Inserting HTML elements
    In this module we add to the site elements from other resources like an interactive Google map, Facebook and Twitter links, external slideshows or advanced forms
  13. Publishing the site online
    Throughout the day we will test each new update on the site, in this module we will upload it online to share our design with the world
  14. Design a tablet and a mobile site
    In this final module we upgrade our design to fit better on a tablet and mobile phone environment, creating alternatives and linking them
  15. Conclusion

More details at

Adobe Muse is part of the Creative Cloud


Page Jumping

Here are a few Adobe InDesign shortcuts to quickly navigate between pages. Of course you use the drop down list at the bottom left of the screen or double-click on the page you want in the Pages panel. Have you tried these:

  • Page Up and Page Down to scroll, like the wheel or magic button on your mouse
  • Ctrl+Shift+Page Up to see the first page without changing the zoom factor
  • Ctrl+Shift+Page Down to see the last page without changing the zoom factor
  • Alt+Page Up to see the previous page without changing the zoom factor
  • Alt+Page Down to see the next page without changing the zoom factor
  • Shift+Page Up to go to the previous page
  • Shift+Page Down to go to the next page
  • Ctrl+0 to see the whole page
  • Ctrl+Alt+0 to see the whole spread

More to come