Microsoft have announced the general availability of the Lists app in Teams. As you might already know, Microsoft Lists is a Microsoft 365 app that helps you track information and organise your work. Lists are simple, smart, and flexible, so you can stay on top of what matter most to your team. Track patients, loans, issues, assets, routines, contacts, inventory and more using customisable views and smart rules and alerts to keep everyone in sync. With ready-made templates, you can quickly create lists from directly within Teams and access them on the Teams mobile app by accessing the Lists tab you added as a channel.
The vision of the Lists app in Teams is to bring all the collaboration and communication modalities to lists and list items, so it is easy to get work done.
The new Lists app experience in Microsoft Teams, for mobile on the left and for Web and desktop on the right.
Lists in Teams is supported as a team based tab app built on top of the Microsoft Teams platform and supports the following features:
To get started, simply go to any channel where you would like to start tracking a list and hit the "+" button to explore the tab gallery and select the Lists app. Once the tab is added you can either create a new list or bring in an existing list (from another team or an older SharePoint site, but not a personal list from Lists home) into the channel as a new tab.
Create a new list inside Teams with conversations side-by-side. The above shows using the Asset manager template.
The Lists app in Teams includes 3 new industry-specific templates - Patients, Loans and Incidents. Team members start managing and tracking these key entities. Here are some examples of how these templates can be leveraged.
Create a new list from within Microsoft Teams and choose from numerous ready-made templates, including the new industry-specific ones.
Once you have configured the tab and have a list with list items, you can start a conversation about an individual list item. go to the details view (or form) for the list item by clicking into the title field and then click on conversation to start a conversation about the list item on the channel. With this feature, you can collaborate with your team about the list item and get work done, faster.
Since the conversation is a channel message in Teams, all the messaging features like @mentions, rich text, gifs, stickers, emojis, mentions, tagging, and attachments are available for use! The conversation shows up in the right rail for the list item and also on the channel for those who might not have viewed the list as yet.
You can chat side-by-side individual list items within Teams.
See more about getting started with the Lists app in Teams "Create a list in Microsoft Teams" click-thru demo. And do not forget to try the Lists app experience in Teams mobile app to track your lists within Teams on the go. Just go to your Teams android or iOS mobile apps and go to the channel where you have added the Lists app and click on more and tap on the tab name to open up the list.
We are very excited to get stuck in with Microsoft Lists. Contact us today if you would like us to discuss in more detail.
We will be sharing more about Microsoft Lists and it's Teams integration with you very soon.
Recently we had a customer ask us to automate the creation of structured folders with Power Automate for new projects and to also generate and assign a project number. When a user creates a new folder for the project, the folder should automatically be renamed to "UKXXXX - Folder Name". For example, if the user creates a new folder named "Important Project" then it should be renamed to "UK1234 - Important Project". Then a set of subfolders should be created within it, as shown below.
When first looking at the requirements it seems relatively simple, but I soon realised that there was a complication that I had not considered. There is no action in Power Automate to rename a folder.
Before creating the Flow, I created a document library to store the project documents and a list to store the next project number.
I called the document library "Live Projects". No metadata columns are required but I can add these in the future if needed to assist with searching.
I called the List "Next LP Number", it is very simple and only contains one item. The item has an ID of 1. It is probably a good idea to apply some permissions on the list to ensure that nobody can delete the item. The list has a number column to store the next project number. Just add the first item with the number of the first project. As below.
The first step of the Flow is to add the trigger. In this case I used "When a file is created (properties only)". This is because I want the Flow to be triggered when a new folder is created.
Then I created some variable that I will use in the Flow.
'Current Name' is initialised with the path of the folder that has triggered the Flow. This is relative to the site address.
Next the Flow needs to check that the item that was created is a folder and that the folder is at the root of the document library. This bit is important because without the check, each folder in the set that is created later will cause the Flow to trigger again and again and again... I discovered this to my cost, and I will not make the same mistake again.
Checking that the item is a folder is simple. Checking that the new folder has been created at the root of the document library is more complex.
I used indexOf(variable('Current Name'), '/') is equal to lastIndexOf(variables('Current Name'), '/') to check that there is only the one '/' in the string variable 'Current Name. This works well for me, but I am sure there are other methods.
If the result of the condition is False, then the Flow does nothing and exits. If the result is True, then the Flow continues to the next step.
First get the next project number from the list we created earlier.
Now the variable 'job' has been set to the project number, so we have enough information to create the new name for the folder.
The variable 'New Name' is now set correctly, so the project number can be incremented ready to be saved back to the list for next time.
We can now rename the new folder, but there is no action available to do this, so we need to use "Send an HTTP request" as shown here.
Now we can save the next project number back to the list. This is done by updating list item 1 with the variable 'Job'.
All that remains now is to create the set of folders using the "Create new folder" action for each of the required folders. Repeat the action as many times as needed.
That is the end of the Flow, but as usual there is more that can be added. For example, a notification could be sent out to project managers and a set of tasks created to manage the project.
Power Automate is an incredibly powerful application that offers a variety of ready made templates to help you get started.
Read our recent post on the retirement of SharePoint 2010 Workflows here.
July brought a multitude of innovation across Microsoft 365 and SharePoint. Microsoft have been bringing both new experiences and refinements to help improve your productivity and give users more ways to disseminate their work, voice, and consume information from colleagues.
Last month brought: A New Employee Onboarding Hub, Hub permissions for visitors, SharePoint Migration Tool (SPMT) support for SharePoint Server 2019 (GA), Microsoft Lists, Quick Edit improvements, Add to OneDrive, and more.
Build your intelligent intranet on SharePoint in Microsoft 365 and get the benefits of investing in business outcomes - reducing IT and development costs, increasing business speed and agility, and up-leveling the dynamic, personalised, and welcoming nature of your intranet.
New Employee Onboarding Hub (NEO for short).
The NEO hub helps organisations guide new employees from the onset of their first day on the job. The hub provides new employees with the resources, support, and general information they need. It also helps connect them to important people, communities, and culture awareness. It also helps stakeholders contribute to the successes of new employee onboarding.
New Employee Onboarding (NEO) hub, based on SharePoint, helps customers improve their new hire onboarding experience.
To get it, simple head over to the Look Book site: lookbook.microsoft.com - View the designs > Solutions > "New Employee Onboarding Hub".
This is an optional feature for both hubs and associated sites which allows for greater viewer access to content and improved discoverability across sites. After enabling a hub to sync to associated sites, hub owners can specify access by invidividuals, security groups, or Microsoft 365 groups. The new visitor permissions will become activated the next time the viewer accesses the hub.
Sync hub permissions to associated sites from the hub Permissions pane.
Associated site hub owners can disable the sync for sites that need to remain private from the rest of the hub.
SMPT is designed for migrations ranging from the smallest set of files to a large scale enterprise migration. Bring your information to the cloud to take advantage of the latest collaboration, intelligence, and security solutions with Microsoft 365.
This past month, Microsoft have moved beyon public preview and made migrating from SharePoint Server 2016 generally available (GA).
Use the SharePoint Migration Tool (SPMT) to migrate file shares or SharePoint Server sites to SharePoint, OneDrive, and Teams - all in Microsoft 365.
In review, SPMT lets you migrate content to SharePoint, OneDrive and Teams from the following locations:
Screenshot of the intelligent intranet resource center
Microsoft 365 is designed to be a universal toolkit for teamwork - to give you the right tools for the right task, along with common services to help you seamlessly work across applications. SharePoint is the intelligent content service that powers teamwork - to better collaborate on proposals, projects, and campaigns throughout your organisation - with integration across Microsoft Teams, OneDrive, Yammer, Stream, Planner and much more.
Microsoft Lists begins roll out starting now with the Lists app in Microsoft 365 and eight ready-made templates. The Lists app is the central place for all the lists you access across different sites, with the ability to create new lists using the + New List button.
The Microsoft Lists app in Microsoft 365 - a home for all your lists.
Use ready-made templates as you create new lists - above shows the preview when using the Event itinerary template.
Microsoft Lists is a Microsoft 365 app that helps you track information and organise work. Lists are simple, smart, and flexible, so you can stay on top of what matter most to your team. Track issues, assets, routines, contacts, inventory and more using customisable views and smart rules to keep everyone notified and in sync. With ready-made templates, you can quickly start lists online, on the coming movile app, or with Microsoft Teams. And because it's part of Microsoft 365, you can rely on enterprise-ready security and compliance.
Fixed row height | When in Quick Edit, you will see a new layout options "Fixed Height" within the view drop-down menu. This layout will adjust the height of all rows to the same height to optimise vertical spacing.
Improved Row Selection | You will see an updated way for selecting single or multiple items. this, too, supports existing copy/paste and drag-to-fill, applicable to multiple rows when using shift+selection. And when navigating and interacting via keyboard key strokes - like what we talked to John Sanders about - a consisten keyboard navigation approach.
There were also a number of visual updates | You'll see new grid lines, an improved on-hover experience when using your mouse around the grid, themed colour bars on the side of list items - including error messaging, a "Create New Item" button at the bottom of quick edit for creating new items inline, and updated column header drop-down menus.
Sticky first column appears while in Quick Edit mode | As users scroll horizontally across a list or documentary library in Quick Edit, the far-left column remains in place.
The new Quick Edit experience showing some of the innovation: updated grid lines, multiselect, Add new button, visual cues and more.
Microsoft have improved the image upload experience - including mobile camera support. You simply add a new Image column and upload images for that list item of file. This is a default column when using the new Asset manager template, and is a column type that can be added to any list or library.
The new image upload experience for lists items - shown above adding a device photo to an inventory list.
"Title" is a good column title title, and now you're en'Title'd and empowered to rename it to whatever you want. Now you can rename the default Title column title and the change will be reflected everywhere - in quick edit, on the associated view, and in the list form.
Rename the Title column to your preferred name.
Much of Windows and Microsoft 365 is navigable via keyboard, and this month, SharePoint pages joined in. This month we released a way to see all the pages keyboard shortcuts you can take advantage of when authoring text, navigating the page or performing undo/redo/ Just click Shift + ? when in page edit mode to bring up a list of available keyboard shortcuts. I'm particularly fond of Ctrl + K and Tab - huge time savers.
When in page edit mode, click Shift + ? to bring up the page keyboard shortcuts.
Learn more about working with SharePoint pages.
You can enable Data Loss Prevention (DLP) to automatically block external access to new OneDrive and SharePoint files until they have been fully scanned by the service for sensitive information - including search freshness and indexing.
Create and manage DLP policies on the Data loss prevention page in the Microsoft 365 Security and Compliance Center.
If the file has no sensitive content based on the DLP policy, then guests can access the file. If the policy identifies a file with sensitive content, then guests continue to be prohibited from access the file.
Note: There is no change to existing restrictions on guest user access to sensitive files. To mark new files sensitive by default, you will need to change a tenant property using PowerShell and cmdlet. You need to enable at least one DLP policy covering all SharePoint and OneDrive content.
It's time for a coherent task management experience in your hub for teamwork - Microsoft Teams. The new Tasks experience bring together Microsoft Planner and Microsoft To Do into Teams, giving you one place to manage your team plans and individual tasks.
Tasks in Teams, show on mobile on the left, web on the right.
This enables you to add shared folder shortcuts directly to your OneDrive. Shared folders include content that others shared with you through their OneDrive or content that is a part of your shared library in Microsoft Teams or SharePoint.
With Add to OneDrive, not only can you bring all your shared content into one place, but you can also work with the shared content with the same power and flexibility as if they are files you own. This means that the added content can be synced, shared, and collaborated on - and that it retains all existing security and compliance policies. Once added, the "Add to OneDrive" shortcuts show up in OneDrive on the web, within Windows File Explorer or Mac Finder, in Teams, and in the OneDrive mobile apps.
It's a noisy world and not every video is produced in a nice studio - often onsite and unable to get everything quiet. Noise suppression, when turned on by video owners, allows viewers to isolate speech from other sounds and music during playback. Noise suppression can be switched on or off for each newly uploaded video.
Turn noise suppression on for a video.
The outcome is the ability to focus on the person speaking, not what's happening around them. This makes things like remote workplaces and virtual classroom content much more effective. This, too, is the same technology you've been hearing about from a Microsoft Teams meetings perspective.
We would be happy to explain any of the above features in more detail and how they could benefit your organisation.
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.
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
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.
A list in gallery view - visual and configurable
A list in calendar view - showcasing any item with a date associated to it.
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.
Keep everyone in sync with smart alerts by creating rules.
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
Share the full list or individual list items and use comments to share ideas and provide feedback.
Contact us today if you would like to understand more or to discuss now Microsoft Lists could benefit your organisation.
Millions of SharePoint users have benefited from using lists over the years. These have been a cornerstone of the applications we have developed for our clients. Microsoft Lists builds on this trusted information platform. Bringing new user experiences and capabilities to the foundational innovation of SharePoint lists. Rest assured that all your lists, including lists that you have inside SharePoint sites today, will benefit from all the innovations described here. Additionally, the value of existing integrations with the Power Platform continue. When you need to further customise list forms with Power Apps and design robust workflows with Power Automate. For developers, the power and value of the Lists API extends custom solutions to connect the list data as a source via Microsoft Graph.
Take a first look at Microsoft Lists - product demo tour by Miceile Barrett - Program Manager at Microsoft:
Microsoft Lists encompass SharePoint lists, a new Lists home page (web), lists in Microsoft Teams and upcoming Lists mobile app. There is only one Lists product and Microsoft continue to move it forward.
Lists are stored in SharePoint sites. They can be accessed from the new Lists home page, directly from the SharePoint team site (as shown here), or from within Microsoft Teams
Microsoft Lists is a Microsoft 365 app that helps you track information and organise 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 customisable views, smart rules and alerts to keep everyone in sync. With ready-made templates, you can quickly start lists online, on the new mobile app, or with Microsoft Teams. Because it is part of Microsoft 365, you can rely on enterprise-ready security and compliance.
A list showing "Gallery" view - each card represents a row of data.
Note: If you have classic SharePoint lists in Microsoft 365, Microsoft continues to support them today and into the foreseeable future. If they were built for legacy applications or have custom-built extensions - they will continue to work. When you choose to move them from classic to modern - they then not only "get modern", they will get all the value and innovation Lists brings.
It all starts with Lists Home, a single place to see and manage all your lists. To get there, click the Lists icon within the Microsoft 365 app launcher (aka, the "waffle"). Here you can start a list in several ways - easily from scratch or with ready-made templates. In addition, you can create new lists from existing lists or by importing Excel table data to jump start. Beyond creation, you will see all your favourite and recent lists - ones you own or that have been shared with you . You will be able to create both personal lists you own and can share, and team lists owned by members of your teams.
Lists home brings all your lists at your fingertips, on the web and on the go via the Lists mobile app.
Left-to-right: Lists home page in Microsoft 365 and the mobile app - both access to all your lists in one place.
Never miss out on a list that is important to you, just favourite it and you will always be able to access it from the "Favorites" section.
You can expect to see Lists home later this summer on the web and the Lists mobile app. Both provide access to all your lists in one place.
Lists is for people who get things done - together. Use Microsoft Teams to collaborate on lists, using flexible views like grids, cards, and calendar. This brings content and conversation side-by-side in one integrated experience. You can either add an existing list to a Teams channel or create a new list directly in Teams and chat on individual list items.
Create, share, and track lists all from within Microsoft Teams.
When you click "+" to add a new tab to a Teams channel, select the Lists app to begin. The Lists app is used to both create new and embed existing lists - all within Teams. Further refine your list by adding new columns, defining choices in a drop-down menu, create view or edit share links, create custom views and filters and set up rules - all to ensure the list works for you and your team. No compromises. You get the full power to configure what you list looks like and how it works for you - all from inside Teams.
Create, share, and track lists all from within Microsoft Teams.
Contact us today if you would like us to discuss in more detail.
Due to the wealth of information released about Microsoft Lists, we have created a second Lists post highlighting Templates and Views