Understanding Airtable fields
Fields are the columns in your Airtable table. They define what type of data each record stores. Airtable offers many field types, each designed for specific kinds of information.
What is a field?
A field is a column in your table that stores a specific type of data. All records in a table have the same fields, but each record can have different values in those fields.
Example: A "Tasks" table might have:
- Name field (text) - "Complete project proposal"
- Status field (single select) - "In Progress"
- Due Date field (date) - "2024-12-31"
- Assigned To field (collaborator) - "John Doe"
Common field types
Text fields
Store free-form text:
- Names, descriptions, notes
- Short text (single line) or long text (multiple lines)
Use when: You need to store text that doesn't fit other field types.
Number fields
Store numeric values:
- Quantities, prices, scores
- Can format as currency, percentage, duration, etc.
Use when: You need to perform calculations or store numeric data.
Date fields
Store dates and times:
- Due dates, event dates, created dates
- Can include time or be date-only
Use when: You need to track dates, schedule events, or filter by time.
Single select
Choose one option from a list:
- Status, category, priority
- Predefined choices you set
Use when: You need to categorize records with a fixed set of options.
Multiple select
Choose multiple options from a list:
- Tags, skills, categories
- Can select multiple values per record
Use when: A record can belong to multiple categories.
Checkbox
Simple true/false value:
- Completed, active, featured
- Checked or unchecked
Use when: You need a simple yes/no or on/off value.
Link to another record
Link records between tables:
- Connect tasks to projects
- Connect orders to customers
Use when: You need to create relationships between tables.
Lookup
Pull data from linked records:
- Show project name from linked project
- Show customer email from linked customer
Use when: You need to display data from linked records in the current table.
Rollup
Aggregate data from linked records:
- Count tasks linked to a project
- Sum order totals from linked orders
Use when: You need to calculate totals, averages, or counts from linked records.
Formula
Calculate values automatically:
- Combine text fields
- Perform calculations
- Conditional logic
Use when: You need computed values based on other fields.
Attachment
Store files:
- Images, documents, PDFs
- Multiple files per field
Use when: You need to store files with your records.
Collaborator
Assign records to team members:
- Task assignees
- Record owners
Use when: You need to track who owns or is assigned to records.
Creating fields
Add a new field
- Click the + button at the right end of your field headers
- Select the field type you want
- Name your field
- Configure field options (if applicable)
- Click Create field
Field configuration
Different field types have different configuration options:
Single/Multiple select:
- Add options
- Set colors
- Choose default value
Number:
- Set format (currency, percentage, etc.)
- Set decimal places
- Set min/max values
Date:
- Include time or date-only
- Set time zone
- Set default value
Link to another record:
- Choose target table
- Allow multiple links or single link
- Set field name in linked table
Field best practices
Use the right field type
Match field types to your data:
- ✅ Use "Single select" for status (not text)
- ✅ Use "Number" for quantities (not text)
- ✅ Use "Date" for dates (not text)
Name fields clearly
Use descriptive names:
- ✅ "Project Name"
- ✅ "Due Date"
- ❌ "Field 1" or "Data"
Set up options early
For select fields, define your options before entering data:
- Status: Not Started, In Progress, Complete
- Priority: Low, Medium, High
Use formulas for computed values
Don't manually calculate values that can be automated:
- Full name = First Name + Last Name
- Total = Quantity × Price
- Days until due = Due Date - Today
Field organization
Group related fields
Organize fields logically:
- Basic info: Name, Description, Status
- Dates: Created Date, Due Date, Completed Date
- Relationships: Project, Assignee, Team
Hide unused fields
Hide fields you don't frequently use:
- Right-click field header
- Select Hide field
- Field remains but is hidden from view
Reorder fields
Drag field headers to reorder:
- Click and hold field header
- Drag to new position
- Release to drop
Field limits
Fields per table
- All plans: Up to 500 fields per table
Field name length
- Maximum 255 characters
Formula complexity
- Formulas can reference other fields
- Can nest functions
- Some limits on formula length and complexity
Advanced field features
Field descriptions
Add descriptions to explain what a field is for:
- Right-click field header
- Select Customize field type
- Add description in field options
Field validation
Some field types support validation:
- Number fields: Min/max values
- Text fields: Character limits
- Date fields: Date ranges
Field dependencies
Some fields can depend on others:
- Formula fields update when source fields change
- Lookup fields update when linked records change
- Rollup fields update when linked records change
Common field patterns
Status tracking
Fields:
- Status (Single select): Not Started, In Progress, Complete
- Completed Date (Date): When status changed to Complete
Contact information
Fields:
- Name (Text)
- Email (Email field type, if available, or Text)
- Phone (Text)
- Company (Link to another record: Companies table)
Financial tracking
Fields:
- Amount (Number, formatted as currency)
- Tax Rate (Number, formatted as percentage)
- Total (Formula): Amount × (1 + Tax Rate)
Project management
Fields:
- Project Name (Text)
- Start Date (Date)
- End Date (Date)
- Duration (Formula): End Date - Start Date
- Tasks (Link to another record: Tasks table)
- Task Count (Rollup): COUNTALL(values) from Tasks
Field type reference
| Field Type | Best For | Example |
|---|---|---|
| Text | Free-form text | Names, descriptions |
| Number | Numeric values | Prices, quantities |
| Date | Dates and times | Due dates, events |
| Single select | One choice from list | Status, category |
| Multiple select | Multiple choices | Tags, skills |
| Checkbox | Yes/No values | Completed, active |
| Link | Connect tables | Tasks → Projects |
| Lookup | Show linked data | Project name from link |
| Rollup | Aggregate linked data | Count, sum, average |
| Formula | Calculated values | Full name, totals |
| Attachment | Files | Images, documents |
| Collaborator | Team members | Assignees, owners |
Tips
- Choose field types carefully: Changing field types later can cause data loss
- Use formulas: Automate calculations instead of manual entry
- Link, don't duplicate: Use linked records instead of copying data
- Add descriptions: Help your team understand what each field is for
- Organize logically: Group related fields together
- Test before deploying: Test field configurations with sample data
References
Official Airtable documentation: Fields overview