A SharePoint List is a structured way to store, organize, and manage data in SharePoint. Think of it as a spreadsheet or a simple database that allows teams to track, share, and collaborate on information in real time.
Key Features of SharePoint Lists
✔ Stores structured data in rows and columns
✔ Customizable views, filters, and sorting options
✔ Supports attachments, versioning, and permissions
✔ Automates workflows using Power Automate
✔ Integrates with Microsoft Excel, Power BI, and Power Apps
Best for: Tracking tasks, managing contacts, storing event details, collecting feedback, and more!
1. Types of SharePoint Lists
SharePoint provides several predefined list templates, but you can also create custom lists.
Common List Types in SharePoint
| List Type | Description | Example Use Case |
|---|---|---|
| Custom List | A blank list you can design for your needs. | Employee directory, project tracking |
| Issue Tracking List | Tracks issues with statuses, priorities, and comments. | IT support tickets, bug tracking |
| Tasks List | A simple task manager with due dates and statuses. | Project management, team assignments |
| Calendar List | Stores and shares events in a calendar view. | Meeting schedules, company events |
| Announcements List | Displays important notices or updates. | Company news, department updates |
| Contacts List | Manages contact details for team members or external users. | Vendor management, client contact lists |
| Survey List | Collects responses from users using built-in forms. | Employee feedback, customer satisfaction |
Tip: If none of these fit your needs, you can create a custom list with specific columns and settings!
2. How to Create a SharePoint List
Steps to Create a New List
1️⃣ Go to Your SharePoint Site
- Navigate to the SharePoint home page or the site where you want the list.
2️⃣ Create a New List
- Click New > List from the site menu.
- Select Blank list, From an existing list, or From Excel.
3️⃣ Enter List Details
- Name – Provide a meaningful list name.
- Description – Add a brief description (optional).
- Choose Where to Save – Decide whether to save in My Lists (OneDrive) or a SharePoint Site.
4️⃣ Customize Columns
- Add fields like Title, Date, Choice, People, Attachments, Yes/No, Currency, etc.
5️⃣ Save and Start Using the List!
Your SharePoint list is now ready to store and manage data!
3. Managing and Customizing a SharePoint List
Once created, you can customize a list to fit your needs.
Customization Options
✔ Modify Columns – Add, remove, or edit list fields
✔ Apply Views & Filters – Create different layouts for better readability
✔ Enable Versioning – Track changes and restore previous versions
✔ Set Permissions – Restrict access to specific users or groups
✔ Automate Workflows – Use Power Automate to trigger notifications or actions
Tip: To improve the user experience, format columns using JSON to create visually appealing layouts!
4. Using SharePoint Lists with Other Microsoft 365 Tools
SharePoint Lists seamlessly integrate with Microsoft 365 apps, allowing you to enhance functionality.
Integrations with Microsoft 365
| Tool | How It Works with SharePoint Lists |
|---|---|
| Power Automate | Automates workflows like approvals and notifications. |
| Power Apps | Builds custom forms and applications using list data. |
| Microsoft Excel | Imports/exports data for easy analysis and reporting. |
| Power BI | Creates visual dashboards based on list data. |
| Microsoft Teams | Adds lists as tabs in Teams for better collaboration. |
Example: Create an automated approval system where submitting a list item triggers an email to a manager for review!
5. Best Practices for Managing SharePoint Lists
✔ Use meaningful column names for clarity.
✔ Apply filters and views to avoid overwhelming users with data.
✔ Restrict unnecessary access using permissions.
✔ Enable versioning to track changes and restore past entries.
✔ Use lookup columns to connect multiple lists and avoid duplicate data.
✔ Leverage Power Automate for task automation and reminders.
Tip: If you need a complex database, consider using Microsoft Dataverse or SQL instead of large SharePoint Lists.