An equipment list, a log of customer questions or an onboarding task schedule: with Microsoft Lists you track information in a shared list with columns, views and rules. It works like a simple database without any programming. And because it runs on Microsoft 365, your team can work in it at the same time in the browser, in Teams or on a phone. This article gets you started in three steps.
What is Microsoft Lists?
Lists is the modern face of the familiar SharePoint list. Every list you create is technically a SharePoint list; Lists mainly adds a clear home page and a fresher editing experience. That's also why you can use an existing SharePoint list in Lists. For more background, read what Microsoft Lists is.
Step 1: create a list
- Open Lists from the Microsoft 365 app launcher on microsoft365.com, or in Teams via Apps.
- Select New list.
- Choose Blank list, a template (such as Issue tracker, Asset manager or Employee onboarding), an Excel file, a CSV file or an existing list as your starting point.
- Enter a name, description, colour and icon.
- Choose where to save it, My lists or a SharePoint site, and select Create.
That last choice matters more than it seems. A list in My lists lives in your own OneDrive and belongs to you: fine for personal overviews, but when you leave someone has to take it over. A list on a team site belongs to the team and every member has access straight away. For shared work, a site is almost always the right choice.
Step 2: columns and views
Columns
- Select Add column and choose the type: text, choice, date and time, person, yes/no, number, currency, image, hyperlink or multiple lines of text.
- Use a choice column for a status (New, In progress, Done) and a person column for the owner. Those pay off later in filters and rules.
- Make a column required via Column settings > Edit if nobody should skip it.
Views
- Choose a view: list, gallery, calendar or board. With Edit in grid view you update many rows quickly, Excel-style.
- Use filters, sorting and grouping, and save the result as a new view, such as My open items filtered on Assigned to = [Me].
- Colour rows or cells with conditional formatting, for example red when a due date has passed.
Step 3: share and automate
- Select Share to give colleagues access. A list on a team site is available to all members automatically.
- Add the list as a tab in a Teams channel with + > Lists. The details are in use Microsoft Lists in a Teams channel.
- Create rules via Automate > Rules, such as an email to the owner when the status changes or a new item is added. The exact menu name can differ slightly.
- Need more than a notification? Build a Power Automate flow via Integrate, or an app on top of your list. Read create a Power App from a list.
Lists on your phone
The Microsoft Lists app for iOS and Android lets you view and edit items on the go, and add photos to an image column. That's ideal for inventory, inspections or a snag list on a building site. Some settings, such as new views or rules, are easier to create in the browser.
Limits and problems
- A list can grow very large, but a view that has to process more than 5,000 items at once hits the list view threshold. Use filtered views on indexed columns.
- Colleagues can't see the list: if it's in My lists, you have to share it explicitly.
- A rule doesn't send email: check that the recipient is in a person column and that the condition is right.
- Excel import fails: format your data as an Excel table first.
Lists or Excel?
Use Lists when several people add and follow up rows at the same time, with notifications, permissions and version history per item. Use Excel for calculations, analysis and charts. In doubt? Start with Lists: you can always export a list to Excel.
FAQ
Do I need a separate licence?
No, Lists is included in most Microsoft 365 work and school plans.
Can I move a list to another site later?
Not with one click. Create a new list from the existing list in the location you want.
Nederlandstalige versie: Aan de slag met Microsoft Lists in 3 stappen