Microsoft Lists Explained
In the corporate world, it is of very important to keep track of the tasks and status of issues that arise every day. In such cases, writing them down is not a very efficient approach. Tracking it and thousands of other related items – across geographies, keeping in sync with team members as status and details fluctuate – well, that is Lists; an app to track your information and get to work.
Microsoft Lists is a new smart information tracking app in Microsoft 365 that is built using SharePoint Lists. It’s a new app for businesses that can be used to track issues and their progress that need to get completed, manage assets inventory to keep track of all the physical assets that the team is using, manage events itinerary, and much more all while ensuring everyone on the team is informed.
This Microsoft application can be accessed from the web, a new mobile app, or from within Microsoft Teams. Users can view their recent lists, favorites, and create new lists from the Lists Home.
Application provides ready-made templates, you can quickly start lists online, on the new mobile app, and directly from within Microsoft Teams. And because it is part of Microsoft 365, we can rely on enterprise-grade security and compliance.
Using Microsoft Lists we can automate things with rules as well. We can create a rule that emails someone when there is a new item on a list, for example. Using rules, you can also create reminders, etc.
User can also share entire Lists with others (with specified permissions) or can share individual list items with others. Users can apply other constraints too, like setting expiration dates and password protection for accessing shared Lists.
The Microsoft List Application
The quickest way to get started with Microsoft Lists is the Lists application available in Microsoft 365 App Launcher. The List app shows you all the lists you have recently accessed, including the lists you have created, lists shared with you, or lists that you own. Here, you can start a list in several ways – either by a blank list, which allows you to form your list from scratch with your own structure.
You can also create lists from Microsoft defined templates. These will have some common elements to help make creating lists easier. That includes a basic structure with formatting, forms, conditional formatting. You will be free to edit and fill out things as you see fit.
How to Customize the List
You can customize your lists based on your business needs. Lists not only help track information; they help determine the type of content of your list, clearly and visually. You can keep everyone in sync – especially when things change with ease.
Default views: There are four main views when configuring lists: list, grid, gallery, and calendar. Grid is the main style you see when you first create a list – primarily rows and columns that can be configured and reordered. The grid is best when you want list information to be easily edited.
You can adjust how the information appears in these views by using conditional formatting.
For example, you can change the background fill color of an item from orange when status is “In review” to green when status equals “Approved.” Background, font color and icons dynamically change when certain criteria are met. You can also select an Icon for the list to easily identify the content of the List which will be shown on the List Home.
A List in Gallery View
A List in Calendar View
Rules: Building rules is as easy as writing a sentence. Once you decide on the outcome, click-fill if/then steps to design your rules. Choose people, status, and value changes to send notifications or programmatically update values elsewhere in the list. Finally, use rules to set reminders to keep everyone informed.
Sharing: Whether a list is short or long, simple, or complex, it’s important to work with others and do so in a way that is efficient and manageable. When you share a list, you can share the entire list with editing or read-only permissions. Or share individual items, where you allow or disable the ability to edit, set an expiration date, or require a password before granting access. And once shared, invitees can add comments on the full list or on…
Microsoft Lists with Microsoft Teams
Microsoft Lists is for people who get things done as a team. Use Microsoft Teams to collaborate on lists, using flexible views like grids, cards, and calendar. This brings content and conversation side-by-side in one integrated experience. You can either add an existing list to a Teams channel or create a new list directly in Teams and chat on individual list items.
When you click “+” to add a new tab to a Teams channel, select the List app to begin. The List app is used to both create new and embed existing lists – all within Teams. Further refine your list by adding new columns, defining choices in a drop-down menu, create, view or edit, share links, create custom views and filters, and set up rules – all to ensure the list works for you and your team. No compromises. You get the full power to configure…
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