In SharePoint, Lists and Document Libraries are both used to store and manage information, but they serve different purposes. Understanding their differences can help you decide when to use a list or a library for your business needs.
This guide covers:
✔ Key differences between SharePoint Lists and Libraries
✔ When to use a list vs. a document library
✔ Features comparison
1. What is a SharePoint List?
A SharePoint List is a structured collection of data similar to an Excel spreadsheet or database table. It helps in storing, organizing, and managing non-document data.
Features of SharePoint Lists
✔ Stores structured data (e.g., tasks, contacts, project tracking).
✔ Supports custom columns (text, number, choice, date, etc.).
✔ Allows filtering, sorting, and views.
✔ Can be linked to Power Automate for workflow automation.
✔ Supports permissions at item-level and list-level.
Common Use Cases:
✔ Employee directories
✔ Project tracking
✔ Task management
✔ Event calendars
2. What is a SharePoint Document Library?
A SharePoint Document Library is designed to store and manage files like Word, Excel, PDFs, images, and more. It provides document collaboration, versioning, and sharing features.
Features of Document Libraries
✔ Stores files and documents instead of structured data.
✔ Supports co-authoring in Microsoft 365 apps.
✔ Provides document version control.
✔ Allows metadata tagging for better organization.
✔ Enables permissions at file and folder levels.
Common Use Cases:
✔ Storing company policies, reports, and proposals
✔ Managing project documents
✔ Collaboration on shared files
3. Key Differences Between Lists and Libraries
| Feature | SharePoint List | SharePoint Document Library |
|---|---|---|
| Purpose | Stores structured data (like a table) | Stores and manages files |
| Data Type | Text, numbers, choices, dates, people, lookups | Word, Excel, PDFs, images, videos, etc. |
| Versioning | Tracks changes in list items | Tracks changes in documents |
| Collaboration | Used for data entry and tracking | Allows real-time co-authoring in Microsoft 365 apps |
| Metadata & Tags | Custom columns for data organization | Metadata tagging for documents |
| Automation | Supports Power Automate workflows | Supports workflows for document approvals |
| Permissions | Item-level security | File and folder-level security |
| File Attachments | Supports attachments but not designed for file storage | Primary function is file storage and management |
| Integration | Works well with Power Apps and Power Automate | Integrates with OneDrive and Teams for collaboration |
4. When to Use a List vs. a Document Library?
Use a SharePoint List When:
✔ You need to store structured data like tasks, contacts, or project details.
✔ You want to track statuses, priorities, and categories.
✔ You need item-level security for specific records.
✔ You want to create Power Apps forms for easy data entry.
Use a Document Library When:
✔ You need to store files and documents for collaboration.
✔ You want co-authoring and version tracking for files.
✔ You need to organize files using folders or metadata.
✔ You want to automate document approvals using Power Automate.
5. Can You Use Both Together?
Yes! In many cases, using Lists and Document Libraries together improves document and data management.
Example Use Case:
- A list tracks employee training sessions (structured data).
- A document library stores the actual training materials (files).
By linking lists and libraries, you can create a seamless document and data management system.