Following on from our Introduction to Microsoft Lists post. We have created a second post to highlight some of the other cool features coming your way. Making it easier to create lists with list templates and how you then display your content with different list views.
Ready-made templates help you get started quickly
Microsoft have designed list templates tailored to specific use cases like tracking issues, onboarding new staff, handling an events itinerary and managing assets. These list templates come with a base structure, formatting, forms, conditional formatting, and everything you will need to get a quick start on the work that matters to you. Find inspiration in them or modify them to bring your vision to life.
Get started quickly with ready-to-use list templates – above shows the “Event itinerary” template.
In addition to the ready-made templates, there are two other time-saving ways to create lists. You can create a list from an existing list – inheriting structure and formatting. And you can create a list from Microsoft Excel – importing the Excel table data while choosing how to best represent the information. Once started, you have all the new formatting, views, rules and more to best represent your information and get back to business.
Microsoft Lists Ready Made Templates are expected to release in June CY2020
Customisable views, smart rules and sharing keep everyone in sync
Customise your lists for whatever your business needs. Lists not only help track information; they help make your information speak for you, clearly and visually. You’ll keep everyone in sync – especially when things change.
Default views | There are four main views when configuring lists: list, grid, gallery, and calendar. Grid is the main style you see when you first create a list – primarily rows and columns that can be configured and reordered. Grid is best when you want list information to be easily edited. List is similar to grid, but without point and click editing capabilities – it’s the view that existing SharePoint list users will be most familiar with. Gallery is a great way to highlight lists that include images; cards are configurable and display a row of information. And when your information includes dates, the best way to visualise all items is to use calendar view.
You can adjust how information appears in these views by using conditional formatting. For example, you can change the background fill colour of an items from orange when status is “in review” to green when status equals “Approved”. Background, font colour and icons dynamically change when certain criteria are met.
You can create custom views to organise and show items that are most important to you (like certain columns), to add filtering or sorting, or to have a more engaging style. You can create personal views that only you can see and public views for everyone who uses the list to see.
Rules | Building rules is as easy as writing a sentence. Once you decide on the outcome, click-fill if/then steps to design your rules. Choose people, status, and value changes to send notifications or programmatically update update values elsewhere in the list. Finally, use rules to set reminders to keep everyone informed.
Sharing | Whether a list is short or long, simple or complex, it’s important to work with others and do so in a way that is efficient and manageable. When you share a list, you can share the entire list with edit or read-only permissions. Or share individual items, where you allow or disable the ability to edit, set an expiration date, or require a password before granting access. And once shared, invitees can add comments on the full list or on individual list items.
Expected release: Q4 CY2020
Contact us today if you would like to understand more or to discuss now Microsoft Lists could benefit your organisation.