How to use Microsoft Lists (2023)

Are you struggling to manage your data effectively? Microsoft Lists can help! In this 20-minute Microsoft Lists tutorial, we'll show you how to use Microsoft Lists to create custom lists, add columns, generate reports and views, set up alerts and automation, and even track invoices.
Whether you're a small business owner, entrepreneur, or project manager, Microsoft Lists can help you streamline your workflow and keep track of important information.
Some of the key topics covered in this video include list creation, custom columns, views, reports, alerts, automation, invoice tracking, and data management. So if you're ready to optimize your workflow and take your business to the next level, watch this tutorial now.
Download your FREE MS365 eBook - www.your365coach.co.uk/ebook
00:00 Introduction to Microsoft Lists
00:47 Accessing Microsoft Lists
01:20 Creating Lists
02:50 Naming & Securing Lists
04:12 Adding Data into Lists
05:31 Sorting & Filtering Data
05:53 Creating and Saving List Views
07:16 Creating New Columns in Lists
09:29 Sharing Lists with Others
11:30 Creating Automatic Email Alerts
12:59 Download your Free eBook
13:18 Using Conditional Formatting
14:35 Creating a Custom List
17:16 Adding your Lists in Microsoft Teams
18:38 Microsoft Lists Summary
#MicrosoftLists #SmallBusinessTips #EntrepreneurTips #WorkflowOptimization #BusinessAutomation #DataManagement #projectmanagement #sharepoint #microsoft365

[@MillenniumFalcon]

Oh My! So happy to have found this super helpful tutorial I'm definitely adding your channel to the top of my favorites. Thank you.

[@your365coach]

Thanks for that feedback Vinny, and I hope my other tutorials also help you too 😀

[@birgirkarl]

So many great tools but so much overlap that it can cause an analysis paralysis. Microsoft; Lists, Tasks, Planner, One Note, Flow... I wish some MVP would make a great video to clarify the differences in applicability of each app and untangle this spaghetti of Microsoft solutions.

[@your365coach]

Well, I’m not an MVP but I’ll try and get a video produced like that for you 😊

[@andrewlebaron363]

I feel this...I feel Lists is actually more built out in MS Project

[@squareggs]

Great content, clear and easy to understand please keep it coming 🤩

[@your365coach]

Thank you! Will do! 😊

[@malamdikereta]

Thank you for clear explanation.

[@your365coach]

Glad it was helpful!😊

[@hv7071]

You save me from a mental breakdown, lol. Thank You. I couldn't see my list because it wasn't on my Sharepoint location.

[@your365coach]

Haha! Glad I helped with that and that’s why I created these videos, so glad I could help in some way 👍😄

[@alio3876]

Nice one Scott thanks mate for the effort. I have downloaded the book

[@your365coach]

Thanks for the feedback and I hope you enjoyed the ebook too? 😃

[@emmanuelcerna]

Hi, I have ColumnA and ColumnB. ColumnA is Text type and ColumnB is Choice type. How to show the values of ColumnA as choice options in Column (instead static values).

[@it-pedagogmaria8273]

I really liked this! If I have created a list and saved it to "My Lists", can I then move it to a Share Point or Team site?

[@your365coach]

Sadly not, you can re-create the List into a Group / Team, by copying your existing List into the new List - but it will not copy or move your list items from your original list. You could do that final action using a Power Automate workflow, but it may be best just to copy and paste them into the new List (as copy and paste is supported when you click on 'Quick Edit' in the List) 😀

[@user-sg3xg6zz7h]

Thanks for this great video! Can the date format be changed to the UK format please?

[@your365coach]

Thanks for your feedback. You absolutely can, and it’s through your Site Settings in SharePoint. Head to the Cog Icon and Site Settings and then under Regional Settings you can the Date and Time Locale Settings 😃

[@MrAhmed550]

thank you so much! but i have tried many time to put the name like you do in Assigned to and issue logged but every time i'm able to just write the name with normal format like column in excel

[@your365coach]

No worries, you would need to ensure the Column Type is a 'People Picker' Column, rather than a 'Single Line of Text' as People Picker connects to your internal directory system and allows you to select a person internally

[@mirgengjimi9377]

Which subscription plan should I choose to have lists as an app?

[@your365coach]

Thanks for your question, for Business Licensing would need either Business Basic, Business Premium or E1, E3. You can also use Lists in the Home or Family edition of Microsoft 365, it's just limited to be stored in your OneDrive if you use those versions 😀

[@melissaw7]

Great video! Is it possible to create a list for multiple teams for cross collaboration? It seems Lists can only be created within a single team and accessed by other teams via a Share link (adding members from other teams one by one). Not efficient when trying to add large groups. Perhaps you're aware of a better way to accomplish this?

[@your365coach]

Thanks for your question, and yes there are ways to achieve this. It does require effort to setup, but you could share a List with another MS Group or Group (inside the Sharing Link Dialog, you can actually share with a Team by typing in the name of the Team). However I just tested this and there were so many caveats in getting this working, that I may consider it in a future video, to cover it all off for you 😀

[@melissaw7]

@your365coach I appreciate your response. Thank you! You noting this is doable but isn't very straightforward highlights my love/hate with Microsoft applications. They've got great products, but I wish more thought went into ease of use. Anyway, I look forward to your video should you decide to create one about this. Thanks.

[@osamaattia3778]

Can we add row in the middle? Its a big problem if you want to make sequential tasks?

[@your365coach]

Well, each Row will appear as the most recent Row. However you could group Rows by a Column, so you could have each Item (Row) having a Column with a Project Name. You could then Group and Order a List View, by that Column Name - meaning all tasks will be grouped and be sequential 😃

[@osamaattia3778]

@@your365coach thanks very much Scott! still not very practical. sometimes when we do projects we want to just insert a row right after another one. because of this, I'm really reluctant to use ms lists!

[@Ivan-ku5gg]

Hello, is there any possibility to create a subtask in the ms list?

[@your365coach]

There's not a concept of sub-task sadly in Microsoft Lists. However you can create another List, and then a column named a 'Lookup' and you can connect it to the other list, to create an associated connection. I know that sounds a bit fiddly, and i'll try to cover it in a future video 😀

[@Ivan-ku5gg]

@@your365coach thank you for your advice. would be great to see the video :)

[@Grace-gb9nb]

How to check something as done? I’m using the issue tracker and don’t see that as an option…TIA!

[@your365coach]

Sure, the best way would be to use the Status Column with a Status of 'Completed' to mark when it's done, and then you can filter them out. Otherwise, you could also consider another Column such as a 'Yes / No' Column, with a Column Name of 'Completed' and then it can be marked off easily via that Column instead 😎