Microsoft Lists - Work Management and Tracking Made Easy

[@RussellSmith]

💪 Check out my latest video on using Microsoft Lists with Power Automate! Watch here: 🎬 kzbin.info/www/bejne/iV7Ol2VrnNt_g9k 🎬

[@christopherstaal6849]

This is the clearest explanation yet on what distinguishes ToDo from Planner from Lists.

[@RussellSmith]

Thanks Christopher! Glad it was useful.

[@Maria-mc1mn]

Hi and thank you for the video, it was really helpful. I would love to see how to build an employee onboarding / offboarding using Lists. It would be great if you could make a tutorial for this! :)

[@RussellSmith]

Hi Maria. I’m glad you found it useful. Maybe I will if your comment gets enough likes 😉

[@omarbatuta]

Yes, yes, yes !!! Please talk more about all the other MS Apps. Your emphatic style is very absorbing. Keep up the good job !

[@RussellSmith]

Thanks Omar. I'd certainly like to make some more videos about M365. Maybe Planner is next ))

[@cintakhutbah]

Thank you. More videos about MS List please.

[@AaronFultz]

Really great video. I think it is the first time I understood the "why" behind Lists. Thank you, Russell! It would be great to see how you would recommend using Lists to "work manage" a project, for example, but also to aggregate all of the work a team is engaged in. As a team manager, it would be great for me to see everything the team is working on, progress, etc. But, I want to keep that simple too.

[@RussellSmith]

Thanks Aaron. That’s a great idea. I hope to have more videos on Lists in the near future.

[@NoccioloCGN]

So clear and comprehensive. Thank you for your effort. I would really like more details on how to create calculated columns. I experience challenges in calculating difference on dates in reference to today's date. *cheers

[@RussellSmith]

I'm glad you liked it! I'll try to look into calculated columns in a future video.

[@BazziGB]

Good presentation I have to say. Very professional and one of the easier ones to try to get to grip with the various O365 apps out there. Much appreciated.

[@RussellSmith]

Thank you! Glad you found it useful.

[@Mariano-p1s]

@russellSmith great video and very well explained! When creating an item in Lists, which is assigned to someone (as a task), can that task be linked to the "To Do" and include that new task in the To Do list automatically?

[@cybermonkeyusa]

To-Do is also task management for Teams. It was built into Wunderlist and works extremely well for teams.

[@RussellSmith]

Yes. To Do is a good option for task management.

[@lupucpr]

A really nice and helpful video. I'm curios how did you made those effects 3D with buttons and so on...

[@RussellSmith]

Thanks! You'll have to ask Microsoft. I used footage from their promotional material.

[@pkal863]

Thank you 🎉

[@chris_king_uk]

Hi Russell, fantastic video as I'm new to 'Lists' clear and concise, just what I need. I am looking into how 'Lists' can be used as an attendance register for recurring training courses which tracks the individuals progress by logging assessments passed vs failed and days attended. Any help on this would be greatly received. I'm looking forward to your next videos. Thanks, Chris.

[@edwinhendricks]

Hi @RusselSmith thank you for this video - great content and really easy to follow and listen to. All the best with your work going forward.

[@RussellSmith]

Thank you! I appreciate your support.

[@suhaimiabdazais]

Tqvm Russel . I just subscribe your channel.. Nice to meet you and your knowledge sharing

[@RussellSmith]

Thank you Acik!

[@chriscowally]

which app I should I use for assets management

[@martinargimon730]

Hi russell . i'm using MS lists to generate 'Taks Lists' for my staff. I have also created a Flow to ensure that each staff members gets an automatic email when a Task is assigned to them. I am battling though with Sharepoint permissions. Is NOT as simple as one would think, specifically bearing in mind that MS 365 Groups behave differently in Sharepoint . The permissions set up is quite a story . I was wondering if you could perhaps organise a video that deals with this. NOwadays ALL of us are using a cloud sercvice ( in my case ONeDrive) and all my folders are strored in the sharepoint site and hence i need to set up persmissions which are different for the different groups. Thanks for yout videos Regards

[@RussellSmith]

How to control access to SharePoint Lists is quite limited. Do you have a specific issue that you'd like to see addressed?

[@zeeshana265]

Hay Russell Smith i want to use these applications to build a CRM Type Software for my Sales and Marketing management. is it possible ?

[@RussellSmith]

Hi. I don’t think Lists is the right tool for that. Microsoft has a tool called Dynamics for CRM.

[@zeeshana265]

@@RussellSmith thanks for your support

[@RussellSmith]

@@zeeshana265 No problem.

[@zeeshana265]

@@RussellSmith its your greatness sir. kindly keep learning us office apps. your teaching method is quite interesting.

[@yvonnegengiah4474]

Thanks. Very informative and useful. How do I add a new list in the same a channel?

[@RussellSmith]

You add a new tab in your Teams channel, then search for the Microsoft Lists app and add it.

[@yvonnegengiah4474]

@@RussellSmith many thanks 🤗👍🏽

[@RussellSmith]

@@yvonnegengiah4474 no problem 😉

[@celinebenoit3698]

Thank you for your video - Would like to use Lists as an activity/workflow tracker. How to make a field in MS Lists take from the computer to fill a field - here for me! I'd appreciate an in the following video or if it is already covered in one of yours, please indicate the title. Thank you

[@RussellSmith]

Glad you liked the video. You can set today’s date as the default value for a date/time column. Or use a calculated value of Now(). See natechamberlain.com/2018/12/07/using-current-date-and-or-time-as-default-column-value-in-sharepoint/ for more info.

[@monalishadash5137]

Can I make a dashboard from data of List in team app

[@RussellSmith]

No. But you will soon be able to create a dashboard in Power BI from Lists data, which you could then share in Teams.

[@FunkyZangel]

How can you use notify users when you assign a task to someone on lists?

[@preciouslars2094]

Hi is it possible for Microsoft List to auto download everything that has been input on the list via scheduled manner.

[@RussellSmith]

Probably using Power Automate, yes. But I've never tried.

[@ryanhotaling6627]

Hi is there a way to export all version history for each item from a list to excel ?

[@RussellSmith]

Not that I know of. But maybe.

[@jytan740]

Can it import "issues" from Microsoft outlook and create "issues" like Jira?

[@RussellSmith]

No out of the box automation for this AFAIK but you could set this up yourself using a Power Automate workflow.

[@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 ?

[@RussellSmith]

Lists can only be accessed via the browser if you give M365 accounts/groups permission to access it. So, you can control access by only assigning accounts that should have access.

[@FitnessFrequency]

Does lists have versions so you can check historical data in the lists?

[@RussellSmith]

No, it doesn’t.

[@prettygood256]

Hello and thanks for the list introduction. I am interested in work management versus task management and that is why I am looking at LISTS. Is LISTS an app to use for Project Management?

[@RussellSmith]

Lists isn’t a project management solution. Work management helps teams organise workflows like ongoing processes and routine tasks. Project management helps you to define deliverables and key milestones in a set timeframe to help you achieve a goal.

[@albertfarewell]

HI, I would like to use List to track specific assets, but its not easy to find the asset using the QR code from the mobile phone. Any suggestion?

[@RussellSmith]

Hi. What do you mean exactly by 'using the QR code from the mobile phone'? Are you referring to the iOS Microsoft Lists app?

[@albertfarewell]

@@RussellSmith yes, when searching in the app, the QR code option is not there, you can only type

[@RussellSmith]

@@albertfarewell I see. I'm sorry I don't. Maybe it's something you could suggest to Microsoft. But I'm not sure how, now that they seem to have deactivated their UserVoice forums.

[@anishpdais962]

can we take a backup of Lists ?.

[@RussellSmith]

You can find information about backing up Lists here on Microsoft's website: docs.microsoft.com/en-us/archive/blogs/lystavlen/how-to-back-up-a-office-365-sharepoint-online-site-and-data

[@Neellmistryy]

Good use of time

[@RussellSmith]

Glad you found it useful.

[@stephanieholden9562]

I am having problems with JSON Code. What is the JSON code if you only want 2 people on the team to be able to edit one specific column. I need the Approval column to only be done by director and asst director. And I don't see the Comment/Conversation the same on sharepoint and the teams app. Comments don't show in app and conversation isn't showing in sharepoint. And when you post a Conversation to a item in the app view it doesn't indicate that there is a conversation on the item. Please help.

[@RussellSmith]

I'm not 100% sure but I think you need to use Power Automate Flow to set permissions when new items are created. I think JSON only controls formatting and filtering.

[@RussellSmith]

If you mean Teams conversations, I don't think they would be displayed in SharePoint.

[@stephanieholden9562]

@@RussellSmith Then what is the point of the app? Why use it if the sharepoint view is better? And the notifications are all to email. Why isn't there an option to send the notifications in teams? I guess I thought it was supposed to be moving all communication in the teams app. But I was wanting one column (Approval) to only be edited by 2 specific people but allow everyone to see. Thank you for your help.

[@RussellSmith]

​@@stephanieholden9562 As I said, you can probably use Power Automate Flow to solve the permissions issue. Once setup, it should work in the Lists app or Teams.

[@gabspepper6515]

Dear Russel, think you're the only one who can help me. I'm trying to delete the first column of a list at ms lists, and this option simply does not appear (although it works for the other columns). Is this possible or should I delete the list and create another? thank u for your great videos. =]

[@RussellSmith]

Hi Gabs. You can't delete the first column. It's technically called the 'Title' column and it should contain a unique value in every row of your list. You can however hide the Title column. Check out the instructions here: www.enjoysharepoint.com/remove-sharepoint-online-title-column/ But before you hide it, you really need to think about how your list works if each row isn't going to have a unique value in the Title column. Because Lists is a hybrid spreadsheet/database app and this is the way it's designed to work.

[@gabspepper6515]

@@RussellSmith thank you for the answer. Indeed I have a column with a uniq "id", but it is in number format..If I could just change this firt column from text format to number format, I could keep the first column. But I've tried editing and guess it's not possible too, right? tks again!

[@RussellSmith]

@@gabspepper6515 I don't think you can change the format of the Title column once it's set. You could try creating a new list, with the Title column correctly assigned, and then using Grid view to copy the data from the old list to the new list.

[@gabspepper6515]

@@RussellSmith great. I will try it. Thank you =]

[@RussellSmith]

@@gabspepper6515 let me know if it works.

[@RussellSmith]

Do you use Microsoft/SharePoint Lists or another work management solution like Monday.com?

I discover MS SP List. At Work, We can't use product similar of M365 solution before to try O365 solution.

[@RussellSmith]

@ You mean that you can’t use a cloud-based solution?

@@RussellSmith we cant ask to pay for alternative

[@RussellSmith]

@ I see.

[@user-fb3iy1wh9v]

I use Planner but it is way too limited on deadline management (It does not let me put more than one date on the process, like a revision deadline and the real deadline and it does not allow the user to set an specific time to the right of the deadline, wich is useful in fast paced tasks. Thinking about migrating to Lists that offer those capabilities although it is way more complicated to set up to work like Planner.

[@nandnandan8313]

how to copy a list with images to another list. --Using the List template - Didn't work --Using Power Automate - Didn't work --Using Create a list from excel --Didn't work. Please help! Thank you in advance!

[@RussellSmith]

Yeah, I've heard it's problematic to copy certain column types. Sorry, I don't know the answer off the top of my head.

[@mirgengjimi9377]

What is the difference between "Work Management" and "Task Management"?