A SharePoint List is a structured way to store, manage, and organize data in a SharePoint site. It works like an online spreadsheet or a simple database, allowing teams to collaborate, track information, and automate processes.
This guide will walk you through:
✔ How to create a SharePoint List
✔ How to customize and manage lists
✔ Using permissions, automation, and best practices
1. How to Create a SharePoint List
Creating a New List in SharePoint Online
1️⃣ Go to Your SharePoint Site
- Open SharePoint Online and navigate to the site where you want the list.
2️⃣ Click “New” > “List”
- From the site homepage, click New and select List.
3️⃣ Choose a List Type
- Blank List – Create a fully custom list.
- From Excel – Import an existing Excel file.
- From an Existing List – Copy the structure of another list.
4️⃣ Enter List Details
- List Name – Give it a clear and meaningful name.
- Description – Optional but useful for clarity.
- Save Location – Choose My Lists (OneDrive) or a SharePoint Site.
5️⃣ Click “Create”
Your SharePoint list is now ready! You can start adding items or customizing the list.
2. How to Add and Modify Columns in a SharePoint List
By default, a SharePoint list comes with a Title column, but you can add more fields to suit your needs.
Adding New Columns
1️⃣ Open your list and click + Add column.
2️⃣ Choose a column type:
- Single line of text – Short text entries
- Multiple lines of text – Long descriptions
- Choice – Dropdown list (e.g., Status: Open, In Progress, Closed)
- Number – Numeric values (e.g., Quantity, Score)
- Date and Time – Date selection field
- Person or Group – Assign tasks to team members
- Yes/No – Checkbox for simple true/false values
- Lookup – Pulls data from another list
3️⃣ Enter a Column Name, configure options, and click Save.
Tip: Use Calculated Columns to create formulas (like in Excel) for dynamic values.
3. Managing SharePoint List Data
Adding and Editing List Items
✔ Click New and fill in the form fields to add a new item.
✔ Click on an item to edit existing values.
✔ Use Quick Edit (Grid View) to edit multiple items at once.
Filtering and Sorting Data
✔ Click column headers to sort (ascending/descending).
✔ Use the filter option to display specific records.
✔ Create custom views to show relevant data based on filters.
Example: A task tracking list can have a “Completed” view showing only completed tasks.
4. Configuring Permissions for SharePoint Lists
Permissions control who can view, edit, or manage the list.
Changing List Permissions
1️⃣ Click the gear icon (⚙) and go to List Settings.
2️⃣ Under Permissions and Management, click Permissions for this list.
3️⃣ Click Stop Inheriting Permissions (if needed).
4️⃣ Add or remove users and assign roles:
- Full Control – Can edit settings and manage permissions.
- Edit – Can add, edit, and delete items.
- Read – Can only view items.
Tip: Use SharePoint Groups instead of assigning permissions to individual users for easier management.
5. Automating SharePoint Lists with Power Automate
You can automate workflows for approvals, notifications, and data updates.
Example Automations
✔ Send an email notification when a new list item is added.
✔ Create an approval process for submitted forms.
✔ Move completed tasks to another list automatically.
How to Create a Workflow
1️⃣ Open Power Automate (flow.microsoft.com).
2️⃣ Click Create > Automated Cloud Flow.
3️⃣ Select a trigger (e.g., “When an item is created in SharePoint”).
4️⃣ Add actions (e.g., “Send an email” or “Update item status”).
5️⃣ Save and test the workflow.
Example: Automate an expense approval system where new list entries trigger a manager’s approval email.
6. Best Practices for Managing SharePoint Lists
✔ Use meaningful column names for clarity.
✔ Enable versioning to track changes to list items.
✔ Limit the number of items per view (large lists can slow performance).
✔ Use lookup columns to avoid duplicate data entry.
✔ Set up permissions carefully to prevent unauthorized access.
✔ Regularly clean up old data to keep the list relevant.
Tip: If you need relational database features, consider Microsoft Dataverse or SQL Server instead of large SharePoint lists.