Power Apps - Getting Microsoft 365 User Info From SharePoint Person Columns
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Power Apps
Jan 21, 2024 10:00 AM

Power Apps - Getting Microsoft 365 User Info From SharePoint Person Columns

by HubSite 365 about Craig White

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Uncover Full Office 365 Profiles in SharePoint with Ease!

Key insights

Retrieving Office 365 profiles from SharePoint Person or Group columns has been a common request handled by assisting users on the Power Apps forums.

The specific requirement is to extract Person entries for a selected SharePoint list item, and then generate a distinct collection that contains the users and their complete profiles, which include more details than SharePoint's native user information display.

For a practical demonstration, a SharePoint list with a Person or Group column is necessary, configured to accept either single or multiple entries, which initially provides limited user information.

  • Power Apps solution requires a connection to the SharePoint list and the Office 365 Users connector.
  • Visualizing records in a Power Apps gallery involves configuring the Items property to display the SharePoint list data and joining user information fields via functions like Concat.
  • The final goal is to build a collection called colCharacterProfiles that holds the comprehensive AD profile of each user, accessible when selecting a gallery item or by using a lookup and the With function.
  • A simple solution is provided for accessing full user profiles stated in a SharePoint Person or Group column without needing a gallery for direct interaction.

Understanding SharePoint User Profiles and Integration with Power Platform

SharePoint's integration with Office 365 and Power Platform allows for enhanced visibility and management of user profiles when using Person or Group columns. Traditionally, SharePoint offers a limited set of user data, but when paired with Office 365, a deeper dive into Active Directory profiles is possible. Power Apps can facilitate the visualization and interaction with this data through its gallery and connectors. By tapping into the Office 365 Users connector, Power Apps provide functionality to generate collections that encompass complete user profiles, presenting a more comprehensive view than SharePoint alone could offer. This interaction showcases Power Platform's strength in seamlessly connecting with Office 365 and enhancing user data management and presentation.

Expanding SharePoint Online User Profiles

Expanding user profiles in SharePoint Online is crucial as it enhances collaboration and team dynamics by providing more context about colleagues and team members. Through integrating with Active Directory and using Power Apps, users can retrieve an extended set of user profile data. This involves not just basic contact information, but also their roles, reporting lines, and other custom attributes that are typically stored in the organizational directory. By leveraging custom solutions like the one described by Craig White, businesses can ensure that their SharePoint sites become more interconnected with their enterprise user management systems, thus promoting a more informed and synchronized workforce.

Ever wanted to get the full Office 365 profiles of users in a SharePoint Person or Group column? This can be essential for enriching SharePoint Online data with more detailed user information. Here's a practical guide on accomplishing this.

The goal is to retrieve Person entries for a selected item from SharePoint Online and compile a collection with the users' full profiles. To begin, you need a SharePoint list with a Person or Group column configured for single or multiple entries.

Standard SharePoint user information includes six fields: claims, department, display name, email, job title, and profile image. However, if you require additional details such as line manager or phone number, you'll find the Active Directory profiles to be more comprehensive.

Utilizing Power Apps

Within Power Apps, connect to your SharePoint list and the Office 365 Users connector. Visualize the list records using a vertical gallery in your canvas app, displaying each user's display name.

Remember, Person or Group columns store data in nested tables. To compile this information in a gallery, you can use the Concat function.

View the results for individual list items elegantly displayed, showcasing the necessary user details directly within the Power Apps interface.

Crafting the Solution

When selecting a gallery item, the requirement is to generate a new collection. This collection will include each person listed in the SharePoint Online Person or Group column, providing access to their full AD profile.

Set the OnSelect property to trigger the creation of a collection like colCharacterProfiles with the required script. Access to complete user profiles is now available for all users in the SharePoint Online list. If a gallery interface isn't available, use a lookup to fetch records, leveraging the With function. This allows for building the colCharacterProfiles collection with full user details.


This method offers a straightforward solution for obtaining comprehensive profile information from SharePoint Online Person or Group columns. Such enhanced data integration enriches the overall functionality and customizability of SharePoint Online applications.

Read the full article Getting Microsoft 365 User Info From SharePoint Person Columns



SharePoint Online - Retrieve Microsoft 365 User Details from SharePoint


People also ask

What is person column in SharePoint?

The Person column in SharePoint is a specific field type that allows users to add and display information about individuals from within the organization. This column is linked to the SharePoint environment or Office 365 tenant's user profile store, and it can be used to select a person or group when creating or editing a list item or document properties. The Person column can also show additional details about users, such as job title, department, or contact information, depending on the organization's user profile configuration.

How do I see users in SharePoint?

To view users in SharePoint, you usually need site collection administrator permissions. You can see users by accessing Site Settings and then clicking on 'People and groups' under the User and Permissions section. Here, you can choose specific groups to see their members. Alternatively, for SharePoint Online, you can use the Office 365 admin center, where you have the ability to manage site users and permissions extensively.

What is the people picker in SharePoint list?

The People Picker is a control in SharePoint lists that allows users to search for and select individuals, groups, or claims when setting a value for a Person or Group column. It offers a user-friendly way to find and choose users within the organization through name matching, displaying suggestions as you type. The People Picker can be used to assign tasks, delegate responsibilities, or simply link a list item to a particular user or group profile.

How do I use SharePoint in Office 365?

To use SharePoint in Office 365, you first need to have the necessary permissions and licenses assigned to your user account. Once logged in, you can access SharePoint through the Office 365 portal or directly via the SharePoint home page where you'll find your sites and newsfeed. From there, you can create new sites, lists, libraries, and upload or manage documents. Office 365's SharePoint integrates with other Microsoft applications like Teams, Outlook, and OneDrive, making collaboration and document management seamless within the ecosystem.



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