Microsoft Lists icon
At Build 2020, Microsoft introduced Microsoft Lists, a smart information tracking app in Microsoft 365. It has now been announced that Microsoft Lists begins roll out to Microsoft 365 business customers worldwide, starting this month with the Lists app in Microsoft 365 and next month with the Lists app in Microsoft Teams.
Starting a list is easy. Create and manage lists from any browser by clicking Lists in the Microsoft 365 app launcher. Get going quickly with one of our ready-made templates for issue tracking, asset management, employee onboarding, and more. Review the Microsoft Lists "Look Book" to learn more about the ready-made templates.
Create a new list inside Teams with conversations side-by-side. The above shows using the Asset manager template.
For Microsoft Teams users, simply add a list to a channel or create a new list directly in Teams. The Teams mobile app also gets a Lists update so you can view any list you added a tab to in Teams - even on the go. Available later this year on iOS, the new Lists mobile app enables customers to create, view, and manage all their Lists from their mobile devices.
Keeping track of information is part of everyday life. Writing things down or using spreadsheets works for simple things. But when you're dealing with hundreds or thousands of items and need to coordinate with other on your team and mapped to recurring business processes, it can quickly get overwhelming. And as the global pandemic has made remote work the new normal for many of us, we're also facing the added challenge of staying in sync while staying at home.
Easily create a new list from the Lists home using one of many ready-made templates. The above shows using the Event itinerary template.
We built Lists to help you save time and reduce hassle. As simple to use as a spreadsheet, Lists helps you easily track any information, invite other to collaborate, and use rules to keep everyone in sync - in addition to being able to customise forms and flows with the Power Platform. It's a simple, smart, flexible way to track information and get more done.
Millions of people use SharePoint lists and libraries every month in Microsoft 365 to track issues, manage inventory, report status, onboard new hires, build out event agendas, manage FAQs, and more. With flexible columns, forms, and views, you can build your own solution to meet your specific needs without knowing how to code.
For example, Lauren Taylor, the vice principal or Manitou Park Elementary School in Tacoma, Washington, created a custom list to track students' reading abilities. Now teachers can quickly determine what each student needs without going through spreadsheets or reams of paper.
Assistant school principal, Lauren Taylor, works with students (Maniou Park Elementary School in Tacoma, WA).
The Jim Henson Company created a list to track celebrity and production visitors at their Los Angeles studio. What used to be a manual process done on a clipboard, this new approach using lists has saved time, giving security guards a simple, mobile-friendly way to track current visitors, flag unexpected guests and make decisions more quickly.
Avanade, a global professional services firm with 29,000 employees, now can rapidly prototype, iterate, and publish solutions that better connect employees with critical information, without expensive planning, development, and IT maintenance costs.
With corporate data available on their mobile devices, Avanade sellers are now more productive and better able to serve and attract clients.
Fully integrated with Microsoft 365, Lists works seamlessly with other apps, such as Excel, SharePoint, Power Apps (custom forms), Power Automate (customer flows) and Power BI, enabling out customers to build powerful information tracking solutions at a fraction of the time and effort it typically takes to create custom apps from scratch.
Example productivity app utilizing a list-item view form customised using Power Apps to bring in additional data from Power BI - all as a tab in Microsoft Teams.
Q: When can i expect to see Lists app and the Lists app in Teams for my Microsoft 365 tenant?
A: The new Microsoft Lists home page and associated eight ready-made templates will begin roll out by end of July 2020, first to Targeted Release customers and then to the broader production environment - inclusive of enterprise, education, and government plans. The Lists app in Microsoft Teams will begin roll out by the end of August 2020. All are expected to be complete in production worldwide by the end of October 2020.
Q: What will happen to SharePoint lists moving forward?
A: Your investments to date in SharePoint lists carry forward. Microsoft are building off the 20+ years of innovation within SharePoint and taking steps to make them even more accessible within other apps. The tens of millions of people using lists today will see new list capabilities like updated user experiences, creation in Teams, improved Quick Edit and more. Learn more about how Microsoft Lists evolve from SharePoint lists.
Q: What subscriptions do I need to use Microsoft Lists?
A: Lists is available through Microsoft 365 or Office 365 subscription plans where SharePoint is included. Learn more about Microsoft 365 business plans.
Q: How does Lists differ from Microsoft To Do and Planner?
A: Microsoft Lists is an information tracking app that enables teams and organisations to manage a process or workflow. While To Do and Planner are purpose-built apps, specifically designed to help individuals and teams manage their work using tasks. Commonly, when a task is completed, it becomes hidden from view. Microsoft Lists, on the other hand, enables users to collect, view, filter, sort, collaborate, and share structured information across status, life cycle, ownership, and more. Lists integrate with the Power Platform to design, build, and extend productivity apps alongside Power Apps (custom forms) and Power Automate (custom flows).
Contact us today if you would like us to discuss in more detail.
Due to the wealth of information being released around Microsoft Lists, we will be sharing more with you very soon.
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