Microsoft Lists Overview

In this video, we will provide a complete overview of how to use Microsoft Lists.
Microsoft Lists is a Microsoft 365 app that helps you track information and organize work. Lists are simple, smart, and flexible, so you can stay on top of what matters most to your team. Track issues, assets, routines, contacts, inventory and more using customizable views and smart rules and alerts to keep everyone in sync. With ready-made templates, you can quickly start lists online, on our new mobile app, or with Microsoft Teams. And because it’s part of Microsoft 365, you can rely on enterprise-ready security and compliance.
Joining Reza Dorrani & Daniel Christian aka R&D to provide a complete Overview of Microsoft Lists are:
⭐ Miceile Barrett (Lists Program Manager at Microsoft)
⭐ Mark Kashman (Senior Product Manager at Microsoft - SharePoint)
We will have demos on Microsoft Lists, look at new features & live Q/A.
Latest Microsoft Lists features:
✅ Microsoft Lists Board View
✅ Microsoft Lists MSA - a lightweight version of the Microsoft Lists app designed for small business and individual use in conjunction with your Microsoft account (MSA).
Try Microsoft Lists with your Microsoft account (Preview):
techcommunity....
RnD Show Season 2 Playlist🔗 • R&D Show Season 2
📢 Q&A Rules:
👉 We will open the floor for live Q/A at end of session.
👉 Put "Q:" in front of your comments and post your question.
👉 Please do not re-post your questions.
👉 We will try to answer as many questions as possible live.
#MicrosoftLists #mslists #sharepoint #microsoft365 #Microsoft #RnD_Show

[@williamd62]

Well Done RnD Team! I must echo what others have already said; AWESOME! One of the best produced and informative sessions I have seen on MS Lists. I am looking forward to the AI builder in March.

[@RezaDorrani]

Thank You so much! I'm looking forward to the AI Builder session as well. Joe is a great person and I'm sure he will have a lot to share.

[@zghaboos]

One of the best sessions I've watched. Thought it would be too long, but glad I stayed till the end. Well done RND 👏

[@RezaDorrani]

Awesome! Thank You for watching.

[@brmarinho]

Looking forward to have these features available in my tenant! Thanks for the hard work to bring this session to us! Cheers

[@RezaDorrani]

Our pleasure!

[@olgamelo4416]

Thank you all x the presentation! Great features. I’m happy to know that the custom JSON forms will be supported. 👏👏👏👏

[@RezaDorrani]

Custom JSON Forms is already supported. Check this playlist - kzbin.info/aero/PLTyFh-qDKAiE7C_2lVNAPzgHXsBykG0Tf

[@olgamelo4416]

Hi @@RezaDorrani, sorry, my mistake. I was thinking about the MS Lists mobile app!

[@RezaDorrani]

@@olgamelo4416 Hopefully it comes soon.

[@davidcarrico3385]

Love a lot of the recent changes being made and checking everyday for the board view to be available in our tenant. Was also excited when the PowerBI 1 click integration was made available. The only issue with that that makes it less usable for us is that it doesn’t treat multi-select choice selections gracefully as it sees it as a brand new value of the concatenation of the selected choice rather than treating the multiple selections separately. It would add great value if they offered a way to treat that gracefully.

[@RezaDorrani]

Thanks for watching the video. I agree on the multi-select choice part.

[@chrisbare4547]

AWESOME! AWESOME! AWESOME! Thanks everyone...

[@RezaDorrani]

Thank You for watching!

[@3Starsgamer34]

Just one word, Awesome. Thanks Reza for such knowledgeable session.

[@RezaDorrani]

Your most welcome. This was a team effort led by Miceile and Mark. Dan and I were the hosts :)

[@RPG_ash]

lol @ 5:30 sounds like a sore subject to talk about >.< Great video! Nice to have Microsoft employees in this video 👌🏻

[@RezaDorrani]

:) Thanks for watching and liking the video.

[@cmarkbernal]

This is truly incredible. Do you think Microsoft will improve calendars as part of Lists? This is our biggest ask right now and with the modern experience not allowing for all day and recurring/repeat events, we have to re-create this with great difficulty - which is crazy because we had this functionality with previous version of SharePoint calendars right out the box. Do you have or know of a template that already exists for this type of requests. I just tried using the travel request and spanned my time off for 8 days and the calendar view only shows the start and end day... which I find weird. Any insight you can provide on calendars would be so helpful. I've also watched your modern calendar video but only works efficiently if PTO is only 1 day. lol.

[@RezaDorrani]

I am also waiting for recurrence to show up in modern calendars.

[@cmarkbernal]

@@RezaDorrani Do you think it's coming? Or are we holding our breath turning blue lol 😂

[@RezaDorrani]

@@cmarkbernal I don’t know :)

[@barteczekz]

Really great content! I'm pushing LIst more and more to users and hope it will get even better. One question about rich text formatting as I don't see it in my tenant - is it still in roll out or should be turned on somehow? I understood that all shown features are now available globally.

[@RezaDorrani]

Should be available globally.

[@mkavo]

This is a great presentation, love where native lists are going. Is it on your roadmap to incorporate more of the features that InfoPath helps immensely with into Sharepoint directly instead of having to use PowerApps, data rules for example? The conditional formatting helps in places but "workarounds" are still needed or worse have to just deploy an InfoPath form so the requirements are met and really want to get the customers away from that (without PowerApps). Keep up the great progress!

[@RezaDorrani]

Thanks for watching and liking the show! Nothing on the roadmap defined a path to incorporate infopath features in lists. Power Apps is the successor to InfoPath and everything in InfoPath is possible to build in Power Apps.

[@mkavo]

@@RezaDorrani Thanks for the confirmation Reza, I'll just have to persuade them to start using PowerApps, even just as SharePoint form for starters.

[@sukruthakini]

Hi , I am using Sharepoint List as backend for the application developed in PowerApp. My client would like to block the direct access to sharepoint list via browser. Is there any option ?

[@RezaDorrani]

You can use power shell to hide the list from SharePoint. However, a smart user can always get to the list (since they will have the access to the list).

[@akkaradechsrithongchai7766]

Thanks all... Amazing

[@RezaDorrani]

Thanks for watching

[@akkaradechsrithongchai7766]

@@RezaDorrani never miss .

[@SS-cd1dl]

Great energy folks……

[@RezaDorrani]

Thank You! We get it from Mark :)

[@michaelbonazza1326]

Thank you for this video! Will board view be available for document libraries?

[@RezaDorrani]

Great question. I'm not sure. Mark would be the best person to answer that. My guess is "Yes".

[@utubeaccount6981]

hoped its was explained more the pros and cons between lists and Sharepoint, e.g. why should we continue using Sharepoint in our enterprise environment? (Sharepoint is mainly used for lists....) but for the rest an inspiring great show!

[@RezaDorrani]

Thanks for watching the show

[@TheBananisen]

Love the Lists webinar - RnD ❤. Any news of modern lists gantt view?

[@RezaDorrani]

Gannt View was not discussed on the show. I would recommend checking with Mark or Miceile.

[@VakulMore]

Nice Video. Kudos to the team. I have been using Microsoft Lists for many scenarios. Can we have list level security without using PowerApps ?

[@RezaDorrani]

Security is not done via power apps. List level security is defined at the list itself in list settings.

[@VakulMore]

@@RezaDorrani I didn't ask the question correctly. I was trying to refer to row-level security, which was addressed in one of your videos using PowerApps. I have a need to implement automatically based on a field in the list (like assigned to) without using PowerApps.

[@RezaDorrani]

@@VakulMore I use Power automate for that :) (my App must be calling a flow). Power Apps is not needed.

[@mkavo]

Hi again! at around 45 mins on the Comments feature Miceila mentions they are stored in the item, however I can't see the column to be able extract or is this not possible?

[@RezaDorrani]

There are not available as a list column. You may need to query the SharePoint list API or Graph API to get that information.

[@jakeli4247]

Hi Reza, I watched this great video back in February and was literally excited to hear the big news of the annoying 5,000 threshold limit being removed with the ability to sync. Now, I come back to ask if this change has been in place and has any impact on SharePoint online list?

[@RezaDorrani]

Thanks Jakie. I am not sure if the change is in play yet. Try posting this question on the SharePoint forums at powerusers.microsoft.com

[@whatisiswhatable]

Can you guys plant the seed to be able to create a GANNT or Roadmap view from a Microsoft List? If so, our team could switch completely over to Lists to do project management

[@RezaDorrani]

This was a video with the Lists Team at Microsoft. I am not actively tracking the roadmap for Microsoft Lists.

[@whatisiswhatable]

@@RezaDorrani ha I know but was hoping you could sneak in a request to have a road map or gannt feature built into lists 🙃

[@RezaDorrani]

@@whatisiswhatable I don’t have much pull there :)

[@espeolguin]

Hello, I just created a SharePoint list with lookup columns, but when I try to use it in the mobile version, the look up column was not available - read only. Is there a way to make it work? Now I am creating drop down columns to replace the lookup column, but I need the correct formula or JSON code to obtain the auto populate that the lookup column was doing before. Any help will be greatly appreciate it

[@RezaDorrani]

Might be a limitation on mobile App (mobile App has plenty of them). I will recommend checking on forums at techcommunity.microsoft.com/t5/sharepoint/ct-p/SharePoint in case this truly is a limitation.

[@espeolguin]

@@RezaDorrani thank you.

[@peterjansson8212]

Hi Reza I´m compiling a list to track some projects. However, I noticed after filling out some columns and rows, the power Bi function on the integrate tab is no more to be found? Do you know why this happens and if there are any limitations for this to work? //Peter

[@RezaDorrani]

I have not experienced that before. I will recommend checking on the forums at powerusers.microsoft.com/ in case someone has run into a similar issue.

[@peterjansson8212]

@@RezaDorrani Thanks, FYI - eventually found out that this only occurs using the LIST app. When viewing the list in sharepoint, it all works as intended.

[@crissypotratz2159]

Q: Can we share only specific views. So for instance, if I have a bunch of data within a list but I only want a user to see or modify specific data can I create a view for them that will not allow them to see other data not within that view?

[@RezaDorrani]

You can create public & private views. Private view is only accessible to current user. Public to all users who have access to list. You can create views which show only current user data. However, this is not true security.

[@astralislux305]

Starts at 11:30

[@RezaDorrani]

I start talking at 0:02 😃

[@astralislux305]

@@RezaDorrani Right. And the education starts at 11:30 =D

[@RezaDorrani]

@@astralislux305 :)

[@brittnyb90]

Hello I somehow deleted the column content when creating a new item, any suggestion how to get the columns back?

[@RezaDorrani]

Once a column is deleted there is no way to recover it (as far as I know).

[@brittnyb90]

@@RezaDorrani I figured it out! List settings and add from existing site or list columns then add the info there and it includes these columns in a new item

[@brittnyb90]

I do have another question ... Can you copy a lists "created by" column to another list? When I create an item in a flow it doesn't have the "created by" column to put the ID in

[@RezaDorrani]

@@brittnyb90 Created By is an inbuilt column.

[@mkavo]

Another question Reza, the comments feature in the out of box form is great, however if I have to deploy a powerapps form to the sharepoint list then I loose this feature or can I still utilise it? it will be very useful for staff to get their ideas reviewed/attention in a simple way but there are other requirements that probably need a powerapps form (like cascading dropdowns), help appreciated as always!

[@mkavo]

Don't worry about this Reza just did a quick test and answered it, it works fine , this is great!

[@RezaDorrani]

Looks like you got the answer based on your response comment.

[@RezaDorrani]

👍

[@krishnaaveersinghhada9220]

I already have data in Excel, can we upload directly ? And, does it has calendar feature inbuilt? If there are more multiple people, are they able to update and add data or only the admin can make Changes?

[@RezaDorrani]

You can create a list from excel. MS Lists are SharePoint lists. You can even use flow to bring in data from excel. There is a new calendar view for lists as well. Multiple users can add and edit data.

[@susanhorvath2254]

Is anybody wanting a PRINT option? Why is there not this basic functionality?

[@RezaDorrani]

techcommunity.microsoft.com/t5/microsoft-365-blog/submit-your-microsoft-lists-ideas-to-the-microsoft-feedback/ba-p/3382652

[@susanhorvath2254]

Thank you!

[@ajithisaria496]

Hi Reza, I am stuck with power automate while using Microsoft Sharepoint (Lists). I need to send email notification reminder to issue owners in my list until the issue or action is closed. I tried couple of things but not getting a hold of it. Is there anything you can help with ? Thanks

[@RezaDorrani]

I will have to look at your flow (assuming you have used that for notifications) in action to provide guidance. I would recommend posting your issue/query with screenshots on the forums at powerusers.microsoft.com

[@venkatmajeti]

Can we undo all changes which made across multiple row fields?

[@RezaDorrani]

I believe you can undo up to 100 updates.

[@marlonjhonmonsanto5554]

Hi Reza, our company MS List doesn't have board view available. Should we enable something first?

[@RezaDorrani]

This is currently in targeted release tenants. Will be rolling out to all tenants soon.

[@marlonjhonmonsanto5554]

@@RezaDorrani I see. thank you, appreciate it!

[@TP-om8of]

I don’t get it. Another clunky Microsoft app that you can integrate with super-clunky MS Teams. It’s not a spreadsheet, it’s not a database, but it’s got all the drawbacks of both. And with InfoPath deprecated, and VBA unusable outside the desktop app, there’s no possibility of a userform for data entry, data query results, etc (since Office Scripts can’t do user forms). If only companies had the sense to dump MS and adopt Linux…

[@RezaDorrani]

Its a SharePoint list which has list forms that can be customized using JSON, Power Apps or SPFx. I’m sorry but I disagree with your opinion.

[@TP-om8of]

@@RezaDorrani it’s slow and clunky. Gimmicky, like everything else about MS 365. PowerApps, frankly, is pathetic…slow, unreliable and for a supposedly no-code/low-code solution unbelievably unintuitive and complicated. Who actually dreams up these things? List form customisation with JSON is extremely limited and lacks the drag-and-drop WYSIWYG experience of VBA. Microsoft is having a laugh at our expense (literally). And SPFx? MS couldn’t have come up with something more complicated if they tried.