Introducing Microsoft Lists: A Smart Information Tracking Tool (Previously Called SharePoint Lists)

Updated: Mar 19

SharePoint lists just got a whole lot smarter. Microsoft Lists builds on the trusted SharePoint platform and provides users with new features and capabilities to help you track and organize information in a smart, flexible, and simple way. Essentially, Microsoft Lists is SharePoint Lists on steroids.

No matter what type of organization you’re running, Lists helps you keep track of what matters most to your team. Below, we’ll discuss what Lists is, its features, and how you can use it within your organization.

What is Microsoft Lists?

Your team manages a lot of information, workflows, and data. Microsoft Lists provides teams with a simple, flexible, and easy way to manage work. Track information, organize tasks, and manage contacts, issues, inventory, and routines with ready-made templates and customizable views. You can also use rules and alerts to keep your team in sync. As a new application with Microsoft 365, you’ll know that you’ll have enterprise-ready security and compliance.

It’s important to note that Microsoft Lists is different from Microsoft ToDo App. While Lists is only available to those who have a subscription to Microsoft 365, ToDo is available to anyone. Additionally, ToDo is a much simpler task management tool and used only for tracking tasks.

Features of Microsoft Lists

As of today, these are the features and capabilities available within Microsoft Lists:

● Ready-made templates available on both the web and mobile applications.

● Smart rules and views that are customizable to keep your teams in sync.

● Native integration that can be embedded in a channel.

● Users can define choices, create custom views or filters, establish rules, and create, view, or edit share links.

● Power Platform integration which includes Power Automate workflows and custom list forms with Power Applications.

● Use existing lists to create new ones or import table data from Excel in addition to view, new formatting, and rules.

● Choose favorite tasks and access them from wherever they’re stored.

● Create personal lists that can be shared with other team members.

● Alerts and reminders to ensure tasks are completed on time.

This new tool packs in several organizational and project management tools and will allow users to create custom solutions for specific needs with very little coding.

A Look at Microsoft List Views

Microsoft Lists is designed to make information work for your team both clearly and visually. Even if you work in a team that deals with constant changes, Lists will keep your team on the same page.

Currently, Lists features four different default views: list, grid, gallery, and calendar.

Grid: This is the main view you’ll see when you begin creating a new list. You can easily reorder and reconfigure primary rows and columns and is best used when you need to quickly and easily edit information.

List: Similar to grid view, lists have a similar view to the old SharePoint lists. It’s important to note that this view does not have point and click capabilities.

Gallery: Should you need to highlight lists that include images, gallery is the perfect view. You can easily configure cards to display certain information or data in rows.

Calendar: If your tasks revolve heavily around dates, use calendar view. This way, you can see when tasks are due and help teams manage their workload effectively.

Each of these views can be customized further using the conditional formatting available within lists. For example, color coding is available which allows you to change the background color of items depending on where the task is in the workflow. If an item is “in review” it may be filled orange and then automatically changed to green when it’s “approved”.

You can also use color coding within the comments to symbolize priority or to ask team members questions about where they are in the workflow. This way you can ensure tasks are moving along and questions are being answered quickly.

Get Started with Lists with the Help of a Microsoft Partner

Getting started with Lists is simple: just search for the application within Microsoft 365 and you can immediately get started creating custom lists.

While getting started with Lists is easy, it can take some time to get familiar with all the tools and capabilities within Lists. This is where Microsoft Partner JourneyTEAM can help you get Lists up and running faster. Whether you have questions about Power Automate connectors or want to get them connected to your channels, contact a JourneyTEAM representative. We’re happy to help and provide whatever level of support you need.

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