Microsoft Lists: The Ultimate Tutorial

Lots of people use Microsoft Excel to track information and organise work - but if you’re a Microsoft 365 user, then you might want to take a look at Microsoft Lists - it’s like Excel but much more powerful and has lots of automation and that is what today’s video is all about. Plus stay around for a few mins and I’ll give you a demo of Lists
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So who am I and what do I do?
I am an IT expert with over 20 years of industry experience across a multitude of different areas. I am the Founder & Managing Director of Integral IT. Our mission is to deliver IT services that bring real value to each and every one of our customers, no matter how big or small.
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If you have any video ideas, or if you'd like me to make a video on anything specific make sure to let me know in the comments below!
00:00 Introduction
01:45 Why Use Microsoft Lists?
02:57 How to Access Microsoft Lists
05:26 How to Create a New List
07:32 Add Columns to List
11:26 Add Information into Columns
13:51 Data Bars
14:35 Conditional Formatting
15:25 Sharing Lists
15:43 Power Automate and Lists

[@RyanSwindall]

Awesome video! This is exactly what I needed. No fluff right to the point and set up.

[@motionandlight70]

Super video. Quickly got me off the ground using Lists - was looking for a database alternative to Excel, and this ticks the boxes.Thanks!

[@alisharajbahak9706]

This is a video I was searching for. Thank you!

[@MyChannel-ct6gr]

Hi Jonathan, This video was very informative, especially as it relates to driving automated rules like that of the email notification that demonstrated. I've just subscribed to your channel because of the way you present information. My use case , and what drove me to your video, is the ability to receive an automated notification (task, reminder, appointment w/reminder, text) when the prior authorization expiration date for a medication prescription is 30 days from expiration. Thank you, Jonathan! Best, mate!

[@darioserrati4069]

Well done Jonathan, great presentation! I've subscribed as you are extremely clear, while being detailed, and I like the posite vibes in your speech.

[@ekkiwurm7874]

Hi Jonathan, thank you so much for this most informative video. I started in a company that uses Microsoft Lists as a Kanban Board. Lists was new to me. Thanks to your video I feel now equipped to manage the task I was given. Well done! Thank you again.

[@gmansi]

Good luck 😀

[@ralphmair6713]

Great job! Thanks a mill for giving this great overview.

[@IanDangerfield]

Thanks for the quality overview brother!

[@georgendang3833]

Thanks lots Johnson You are such a great teacher straight to the point .

[@colleenparker_M365]

This is a great overview. THANK YOU. I shared it with members of my 500 person team.

[@bearded365guy]

That’s great, thank you!

[@gmansi]

What a team!

[@AudreyDaniels-vk8jb]

I enjoy these videos. I can learn things I need for work and I feel like I'm talking to a happy gnome with a beautiful friendly accent. Not to be weird but I love your beard and your accent, it comes across as me sitting in my front driveway sipping my favorite beverage while having a happy little chat with my garden gnome as I create lists for my work. Awesome blossom. Thank you for making late-night working more enjoyable.

[@Tech-Mond]

Thank you so much man you enlightened me with a brilliant tool! from today no Excel, most welcome lists

[@juliehoang7059]

This was very clear, thank you! Would love a video to show how you give and restrict access to lists through a Power Apps if that is possible 🤓

[@chisakanmeechaithanakit7300]

Thank you so much I really appreciate this VDO, infornative and useful!

[@pasof]

Perfect, thanks for sharing this

[@sayuriloggamavidana9146]

Super video ❤ loved it

[@mandypaulissen]

This is one of the best videos of this topic - concise yet extremely informative! I've learnt a lot in just less 20 minutes! Bravo!

[@bearded365guy]

Thank you 🙏

[@Cindanela]

Was a very good video, thank you, I have used lists for a while and you can do quite a few things, but I had forgot a few things you mentioned, I use it to track inventory for insurance purposes in the organization I work for. One thing I like is the calculated columns, but they are quite difficult, I use it to concatenate letter code, (building and with room) and id number for item. The only thing I haven't bern able to do is leasing zeros. I also use it to sort items from MS forms to Lists via power automate, like receipts people send in, things that don't fit well in excel, scans/images/file attachments. Anyway, if you ever make a video that goes deeper than this for lists I'd love to watch it. :) And thank you again, you have probably changed how I use lists for the near future 😊

[@gerardoolvera7958]

great information, thank you!

Thank you big time for this simple but straight to the point video. You managed to give me the basic information I needed to start using this app and also hinted about the options that are there for me to play with. Awesome video. Thank you bunches.

[@bearded365guy]

Thank you

[@humbertoaguilar5601]

Exellent overview thank you☺️

[@garethjroche]

great video, thanks

[@marc.unifribourg]

Hey Jonathan, Discovered you fantastic Channel a few weeks ago and I must Say your tutorials are for me Always just on spot ! In this tutorial, you talked about lists which are very interesting to me but I 'd lik to know if you have made tutorials about lists for the following points : - Manage access rights to have "a front end" for "standard" users and a "back"end to manage and treat the list entries taht the front end user entered ? - You mentioned the power app in this tuto, could you make or have you already made a tuto for the transformation of the list into a power app ? Again keep on making those fantastic tutos, the change life of users like me !! Thanks and cheers

[@p.treyben5567]

Thanks. Nice video.

[@MongrelDeluxe]

Thanks great video! Would be awesome to have more information on the automation part, maybe worth doing a part 2 focusing on automation ;)

[@joesav7004]

Hello…this was very helpful. Can you tell me how to add a new yes/no option once a list is created? For example - in the example you provided, how could someone add another input option for the “status” column? Thank you.

[@numerisn]

Hi Jonathan, thank you for the video. Is it possible to send reminders to a person assigned to a list in Microsoft Lists?

[@jaganr755]

Thank you for your video

[@k50159]

Much appreciated

[@CptLoneStar]

Awesome video

[@teefedtips]

Thanks so much

[@mauricioamacedo]

Hello, I'm trying to have 1 product and enter quantities, that is, I have the main warehouse, then from that warehouse the products can go to 3 possible bars, however, I wanted to see if I could find some automatic formula in which, depending on the association with the bar, I deduct of the warehouse. Could you help? I'm using the Microsoft list (asset management) template

[@kristin149]

Thanks you, Jon! I feel like Lists is a key element I had overlooked. What if Lists doesn’t appear in the MS Teams app search?

[@chriswhirlpool]

Hi Jonathan, great video. I have used Microsoft Lists and like the product. Unfortunately, I have been unable to find a setting to change the default date format to DD/MM/YYYY. Have you got any clues for me? Many Thanks

[@user-yc6ug4co1i]

Hi Jonathan, thanks for your videos. I have a few questions for my SharePoint project. The goal is to link different items from different departments. For this I want to use lists because they are very useful to quickly visualize what we want. The problem I'm having is that I don't know how to properly connect these different lists (like a database). Each list has a collum which contains the item's identity (id_code) which is manually put into the primary list. I've tried various tools such as lookups and power automate. The problem is that if I modify an item in the parent or child list, the modification is not propagated to the other lists because I can’t find the id_code automatically. If I compare it with the database, it's a primary key problem. Is list is the ideal tool for that job? What would you do if you were me?

[@jeresavage576]

Hello Jonathan, excellent video, do you know if it is possible to duplicate a list from the "recent lists" menu? I have tried to do an export and import but the format of the columns is lost. If anyone can help me I would greatly appreciate it!

[@attentionescort]

Is it possible to move a list item from one list to another (e.g. from Prospect to Customer) or to copy/paste a list item? I cannot find this function.

[@markherter3757]

Hello Jonathon, this video was very informative. I really enjoyed it. WE are setting up a new manufacturing company which will be ISO 9001 compliant. I'd like to use LISTs in TEAMS and I'm guessing FORMS to automate the entire Quality Management System Manual. I'm guessing this is new and no one has used it for this type of application. Is there a bulletin board, user group, or any suggestions you can make.

[@laurenchung7399]

HELP! How do you add security (password) to the List when sending/sharing with someone ? My list settings does not give me that option like it does for you in 15:32 of your video.

[@DrTenma-wi1gz]

Is there a way to export the list and include any images?

[@tony9146]

Is there any way to align the totals correctly? The totals are left-aligned by default but even when I modify the aligned of a column to center or right, the totals remain in the left. Even with JSON I haven't found a way to properly align the totals. Would greatly appreciate any help!

[@baranip1331]

Dude, nice video.. how to do a cascade within the list? Ex: Region and country column. When I chose Asia I should see only Asia related.. like that.. filter..

[@thebritishindian1]

Great video! I have a spreadsheet which is my holiday / travelling checklist. But I can't tick things off on a spreadsheet. I tried Trello but that goes across and down my iPhone screen too much, so it wasn't user friendly. I will give this a whirl.

[@bearded365guy]

Good luck

[@irwin-hirsh]

yes informative!

[@friendlytester6861]

Is there a way to itemize values?

[@caramelsoz4272]

Does it have native capabality to create Relationship/Lookup columns based on another List?

[@SuperAstro93]

Yes

[@robertmaxey5406]

I rather like Lists. I still use Excel, however. Great job.

[@BreakerBreaker1-9ine]

Very helpful! I'm a lifelong Mac user who just started using MS365 with our company. BTW, you don't look like you sound. I thought British guys like you always wear bowler hats, carry an umbrella everywhere, and say stuff like "bob's your uncle". ;)

[@bearded365guy]

I could do those things if you’d prefer?

[@MacroTh3ory]

So many visual swipes and audio swooshes; I feel slapped and helped at the same time while watching this.

[@PENH5428]

I want to create a template (checklist) to use . Is it possible to make a template that includes the column formatting AND all the content? So far I’ve only been able to create a template that has the column formatting I want . I’m hoping to use this instead of an excel spreadsheet for my team and I to update each other on steps we complete ((new hire onboarding))

[@RecFishingAus]

How can I add flagged email to a list item?

[@mitchellk93]

Is anyone aware of a way to perma-delete the pre-added "Title" column, or modify it so that it can be a dropdown from a predefined value, or a person, or load a default "Title"? It grinds my gears that I cant seem to figure out a way to change it rather than it being a useless column with no ability to modify or delete it.

[@sunshinegallagher2539]

You can edit view columns and hide the ones you don't want. Click the drop down on any heading on your list and go to column settings and "show/hide columns". Select or unselect the ones you want/need. There are multiple "automatic" columns that can be hidden or shown depending on what you need. I know this response is a little late but hopefully that helps! (I was looking for an answer to this today LOL)

[@mumabird]

You are adorable. Thanks for this!

[@hamzamansi2992]

Does it update in real time?

[@bearded365guy]

Yes

[@eingoluq]

Sharepoint lists predate airtable and Monday. Microsoft Lists is just the modern update of it. They aren't copying a body.

[@kctanese]

how to create sublist with a list ?

[@yohavergonzado8112]

I can add column :( i click it so many times already

[@fabiankeppler315]

Lists are a nightmare the moment you want to do 'more'.. calculate the time between events, adding a range of data copied from a spreadsheet, using reference data from another list.

[@maureencohen379]

I don't understand the advantage of Lists. If you want a column to have multiple conditional formatting, you have to go into programming mode with JASON, if you want to do the same in Excel, you just to to conditional formatting and you can create as many as you like. - why complicate the process with Lists and be forced to learn JASON just to have more that one conditional formatting rule.

[@patrickbuswell]

Sound effect noise and animations are pretty annoying and make your great videos feel kinda cheap in my honest opinion. Beside thank, i am grateful for your videos and quality content. Thank you!

[@bearded365guy]

Bad and good in same comment.

[@melusine826]

If it can work as a database like in notion, and view elsewhere. So annoying only business- limited functions for anyone else. This is why i go notion or obsidian

[@davidjones8349]

Had to stop watching after the 40th cut sweep in the first 2 minutes.

[@bearded365guy]

That’s ok

[@willburn182]

I don't think I can trust someone that uses Edge

[@loicbrou6321]

😂

[@eingoluq]

I can't trust someone who still thinks Edge is not a good option. Chrome makes me nervous, it so bloated it has me on edge... Pun intended.

[@willburn182]

I'll be honest and say I haven't given it a shot recently. Mozilla has been fine recently. @@eingoluq

[@michaeledwards2419]

Really have to get over yourself with comments like that, seriously. 🤦‍♂️😂

[@init_yeah]

Well Jonathan like this 😂