SharePoint Lists and Microsoft Lists are both tools for organizing and managing data within the Microsoft 365 ecosystem. While they share many similarities, they have distinct differences in terms of features, usability, and integration.
In this guide, we will explore:
What SharePoint Lists and Microsoft Lists are
Key differences between them
When to use each tool
Best practices for managing lists effectively
1. What Are SharePoint Lists?
SharePoint Lists are a structured way to store and manage data within a SharePoint site.
They function similarly to spreadsheets but offer additional collaboration, automation, and integration capabilities.
SharePoint Lists have existed for many years and support permissions, workflows, and metadata management.
Common Use Cases:
- Tracking tasks and projects
- Managing customer information
- Storing company policies
- Collecting employee feedback
Key Features:
- Supports columns, views, and filtering
- Integrates with Power Automate, Power Apps, and SharePoint workflows
- Can handle large datasets
- Provides advanced permission settings
- Supports lookup fields for data relationships
2. What Are Microsoft Lists?
Microsoft Lists is a standalone application in Microsoft 365 that extends the capabilities of SharePoint Lists.
It provides a modern UI, templates, and deeper integration with Microsoft Teams.
Unlike SharePoint Lists, Microsoft Lists can be accessed directly from the Microsoft Lists app (lists.microsoft.com) without needing a SharePoint site.
Common Use Cases:
- Creating personal or team-based lists
- Managing work schedules and events
- Tracking issues and customer requests
- Organizing inventory and assets
Key Features:
- Available as a standalone app and within Microsoft Teams
- Provides pre-built templates for easy list creation
- Supports grid, calendar, and gallery views
- Allows sharing lists independently (without a SharePoint site)
- Integrates with Power Apps and Power Automate
3. Key Differences Between SharePoint Lists and Microsoft Lists
| Feature | SharePoint Lists | Microsoft Lists |
|---|---|---|
| Where It Exists | Inside a SharePoint site | Standalone app + SharePoint-based |
| Accessibility | Only within SharePoint | Can be accessed via lists.microsoft.com, SharePoint, and Teams |
| Templates | Basic templates available | More user-friendly, pre-built templates |
| Sharing | Restricted to SharePoint permissions | Can be shared like an independent document |
| Integration | Works best within SharePoint | Works within Teams, SharePoint, and standalone |
| User Interface | Classic and modern views | Modern UI with better usability |
| Standalone Usage | Requires a SharePoint site | Can be used outside SharePoint |
| Mobile App | Access via SharePoint mobile app | Dedicated Microsoft Lists mobile app |
| Personal Lists | Not supported | Supports private (non-SharePoint) lists |
| Security & Governance | Managed via SharePoint permissions | More flexible sharing but limited governance controls |
4. When to Use SharePoint Lists vs. Microsoft Lists
Use SharePoint Lists When:
✔ You need advanced security and permissions.
✔ You want to manage large datasets and lookup relationships.
✔ You are working within SharePoint Online or a SharePoint intranet.
✔ You need complex workflows, automation, and metadata.
Use Microsoft Lists When:
✔ You need a simple, user-friendly experience.
✔ You want to create personal or ad-hoc team lists.
✔ You are working within Microsoft Teams and need quick access.
✔ You require independent sharing without SharePoint site restrictions.
5. Best Practices for Managing Lists
✔ Choose the Right Tool – Use SharePoint Lists for enterprise-level data management and Microsoft Lists for team collaboration.
✔ Leverage Templates – Microsoft Lists provides ready-to-use templates that can save time.
✔ Control Permissions – In SharePoint Lists, use role-based access to manage sensitive data.
✔ Automate Workflows – Use Power Automate to streamline processes like approvals and notifications.
✔ Use Views for Better Navigation – Create filtered views, calendar views, and gallery views for improved data visualization.