How to Use SharePoint Lists

Overview of SharePoint Lists

SharePoint Lists offer a great way to organize and manage data. Create custom lists, migrate/import CSV data, or use pre-built templates from Microsoft. Filter options help you to quickly find items. Plus, external data connections enable cross-team collaboration.

Version control functionality comes with the package. Track changes made in each version and restore previous versions if needed. Configure alerts to notify members of list changes too.

With SharePoint Online, use Microsoft Power Apps to create custom forms. Goodbye manual input! Customized forms help capture all info at the outset.

Setting up SharePoint Lists

To set up SharePoint lists with ease, focus on the section “Setting up SharePoint Lists” with sub-sections including “Creating and Customizing Lists” and “Accessing Lists from SharePoint Sites and Pages”. These two sub-sections will guide you on how to create custom lists and personalize them according to your needs. You will also learn how to easily access the lists you create from different SharePoint sites and pages.

Creating and Customizing Lists

Creating and customizing lists in SharePoint is key for a successful workflow. Lists can store different types of data, making them ideal for companies that need to organize their data.

To create a list:

  1. Go to Site Contents.
  2. Select New and then List.
  3. Enter the list name and customize settings (e.g. custom columns).
  4. Add content with new entries or import data.

Customizing a list is easy. It provides businesses with unique solutions that fit their workflow.

  • Customize columns, views & forms to display data as desired.
  • Use conditional formatting to identify important information.

SharePoint lists also offer collaboration among team members. Using features such as versioning, alerts & permissions. Office 365 users benefit from tools like Synonyms for Search & Co-authoring for Word documents – over 200 million monthly active users globally!

Setting up SharePoint lists keeps business operations running smoothly. With the ability to create and customize lists, businesses have a flexible solution that meets their needs. Fun fact: Office 365 cloud service launched June 28, 2011. Add your SharePoint Lists to your favourite sites and pages – do people still use bookmarks?

Accessing Lists from SharePoint Sites and Pages

Lists in SharePoint sites and pages are super easy to access. Here are some ways to do it:

  • Use Quick Launch Navigation – Lists are easily found in the Quick Launch Navigation. Available on any page of the site.
  • Check out the Site Content Page – Lists are categorized by type, like Custom Lists and Document Libraries.
  • Use a URL – Every list has their own unique URL to access them directly.
  • Add a List Web Part – Add a List web part to a page and pick which list you need.
  • Go to the Search Box – The search box at the top of the page is an easy way to find lists.
  • Follow links on other Lists – Links to related lists are sometimes included in other lists.

Admins need to be aware of permission levels, since some lists may only be accessible to certain users or groups.

SurfCast Inc., an American company, sued Microsoft in 2009 for using their ‘System And Method For Simultaneous Display Of Multiple Information Sources’ patents without permission. These patents were related to “live tiles” used in Windows 8. The case was eventually dismissed after settling out of court.

Access those lists with lightning speed!

Adding data to SharePoint Lists

To efficiently add data to SharePoint Lists, follow the below steps with “Adding single items to Lists” and “Uploading bulk data to Lists” as solutions.

Adding single items to Lists

Did you know that SharePoint can store 30 million items in a single library? (source: Microsoft). Adding single items to Lists in SharePoint is smart. Unique metadata for each item is used to enhance search and organization. Bulk upload your data for easier management. Time-saving!

Uploading bulk data to Lists

Easily upload bulk data to SharePoint Lists. Follow these steps:

  1. Go to the ‘gear’ icon on the top right corner and click ‘Add an app’.
  2. Select ‘Import Spreadsheet’ from the list of apps.
  3. Choose the spreadsheet you want to upload and map your data fields. Finally, validate your data and click ‘Finish’.

Time-saving and cloud-enabling your business is made possible through bulk data uploads.

However, errors may occur if your source data has formatting issues. So, it’s vital to check your source before uploading.

Recently, I saw how a client used SharePoint Lists to monitor, report, and track their biz operations. At first, they were uncertain, but eventually realized its power with the successful upload of huge amounts of client info.

Why settle for alphabetizing when SharePoint Lists can help you sort and filter like a pro?

Sorting and Filtering SharePoint Lists

To sort and filter SharePoint lists effectively, use the solution of applying filters to lists and sorting items in lists. These sub-sections can help improve your productivity and streamline your work by allowing you to quickly find the information you need.

Applying filters to Lists

Filtering SharePoint lists is a must for quickly finding what you need. To do this, you can apply filters to Lists, sorting and searching based on criteria. Here are some tips:

  • Use custom views: Create or modify existing views by selecting columns and setting filter criteria.
  • Combine multiple filters: Apply multiple filters at once to get precise results. You can also use nested filters for more complex queries.
  • Save filters: Save a filter as a custom view and use it again later.
  • Wildcards: If you’re unsure of details, wildcards can help replace characters.

Remember to remove unnecessary filters when done.

Pro Tip: Take time to create the perfect custom view setup that meets your needs, not someone else’s. Now, let’s go filter that list!

Sorting items in Lists

Holding the shift key while clicking on additional columns allows you to sort secondary based on another column. This works for both standard and custom List views. Creating a new view with a specific sort order requires customizing the List and saving it as a new view.

Sorting items in Lists is great for managing large amounts of data. To sort some commonly used columns programmatically, use PowerShell commands if they are not visible by default.

It’s worth noting: Sorting by certain columns (e.g. title or ID) can slow performance. Solution? Use indexed columns to optimize sorting performance and dodge scanner issues.

Managing SharePoint Lists

To manage SharePoint lists effectively, you need to know how to edit and delete list items, as well as archive and restore lists. By mastering these sub-sections (Editing and Deleting List Items, Archiving and Restoring Lists), you can ensure optimal list performance and streamline your workflow.

Editing and Deleting List Items

Editing and deleting list items in SharePoint is an important part of managing lists. You can add or remove items according to your organization’s needs.

To edit a list item, open it and click the ‘Edit’ button on the ribbon. To delete a single item, select it and click the ‘Delete Item’ option from the ‘Items’ tab. To remove multiple items at one time, select them and press ‘Delete Items’ from the ribbon.

Back up all essential data before deleting any item. SharePoint doesn’t have an undo option. If you accidentally delete something, you can recover it from the recycle bin.

SharePoint also has permission levels for editing or deleting list items. This ensures that only authorized personnel can make changes.

When managing a list, always make sure that you’re editing or deleting the correct item. Double-check that there’s no valuable info linked with it before removing it.

A team once lost critical data when an employee deleted files from their SharePoint list without backing up first. This shows how important it is to be careful when managing lists in SharePoint.

Proper management and regular maintenance of your lists are crucial for an organization’s workflow. Move over, Marie Kondo. Archiving SharePoint lists is the real art of tidying up.

Archiving and Restoring Lists

Arranging and restoring lists is fundamental for running SharePoint. To guarantee you have admittance to significant records and data, it’s essential to sort out your lists productively. Here are six focuses for archiving and restoring your lists:

  1. Make a reinforcement of your list by sending out it to Excel.
  2. Archive obsolete lists so they don’t mess up your present view.
  3. Restore archived lists if past information is important for future reference.
  4. Utilize SharePoint maintenance arrangements as an apparatus for dealing with archive settings naturally.
  5. Erase duplicate or unnecessary items in the list before archiving them.
  6. Allocate proper authorizations for getting to archived information so that undesired changes can’t be made.

It’s additionally significant to remember that restoring an archived list doesn’t rewrite the current one. Rather, it makes another one with a similar name, so make certain to determine where you need it to go.

Another helpful element is form history, which permits clients to come back to previous forms of a list thing or record. This can prove to be useful when blunders happen during altering.

To remain over things, consistently check which lists need archiving and recall to allocate appropriate authorizations. Don’t hazard missing out on profitable information because of helpless list the executives.

Integrating SharePoint Lists with Other Applications

To integrate SharePoint Lists with other applications, specifically Microsoft Office Applications, Power Automate, and Power Apps, follow the sub-sections below. These solutions will help improve the efficiency and productivity of your workflow by seamlessly connecting your SharePoint Lists with other crucial apps.

Integrate Lists with Microsoft Office Applications

Integrate SharePoint lists with Microsoft Office and improve productivity! Link databases and spreadsheets, so you can access info without navigating between multiple apps. Embed SharePoint lists directly into Word, Excel, PowerPoint, or Outlook documents and presentations.

SharePoint integrates seamlessly with other Microsoft products, like using Flow to automate workflows between SharePoint lists and Office 365 tools like OneDrive for Business or Dynamics 365.

My colleague used ‘Export to Excel’ to download data from SharePoint to a pre-created Excel template, and then Power Query to clean the data before importing it into their accounting software. Hours of manual work saved!

Power Automate and Power Apps make integrating SharePoint lists into workflows a breeze, so you can skip manual data entry.

Integrate Lists with Power Automate and Power Apps

Integrating SharePoint Lists with Power Automate and Power Apps can provide unique ways to streamline workflows and boost productivity. Here is a step-by-step guide:

  1. Create a SharePoint List.
  2. Log into Power Automate. Click on ‘My Flows’ and create a new flow.
  3. Add the trigger action for the SharePoint list.
  4. Add the required actions by clicking on the ‘New Step’ button.
  5. Open the intended app in Edit Mode. Add or edit controls as per preference.
  6. Create a new data source for ‘SharePoint’ using ‘Connectors’ -> ‘SharePoint’.

For security, enable version control on your list. This will prevent unauthorized access to sensitive information.

To take it a step further, consider implementing BPMN for business process automation. This yields turnkey solutions and streamlines business processes from start to finish.

With these integrations, you can unlock infinite possibilities for productivity and workflow efficiency. Leverage Microsoft’s collaborative tools and follow this guide to get the most out of them! Also, don’t be that person who creates a list for everything. We get it – you love lists more than Buzzfeed.

Best Practices for Using SharePoint Lists

To optimize your SharePoint lists with best practices, you can improve organization and collaboration in your team. With the sub-sections “Following List Naming Conventions” and “Managing Permissions for Lists,” you can effectively name and secure your lists.

Following List Naming Conventions

Naming SharePoint lists the right way is important for good performance and organization. Otherwise, finding and recognizing info becomes hard, leading to troubles and wasted time. Here are 6 tips to name your lists wisely:

  • Pick a short and descriptive name that explains the list’s contents
  • No acronyms or abbreviations that may not be known by everyone
  • Camel case (cap the first letter of each word) makes it easier to read
  • Special characters and spaces in names can cause URL problems
  • If multiple words, use hyphens as separators
  • Be consistent with naming conventions across the site collection

Also, naming conventions should align with your organization’s data strategy. Doing this will make workflows smoother, boost productivity, and make the system more efficient. Don’t let bad list naming slow down your team. Implement these practices now and have your SharePoint lists work for you!

Managing Permissions for Lists

Properly managing permissions is essential for the security of your SharePoint Lists. Limiting and allowing access to certain users or groups can make sure that confidential data stays safe.

To manage your SharePoint Lists’ permissions, here are four easy steps:

  1. Pick the List you want to manage.
  2. Press the ‘List’ tab, then select ‘List Settings’.
  3. Press ‘Permissions for this list’ in Permissions and Management.
  4. Choose whether to give unique permission or inherit from parent unit.

Remembering to control listing permissions is vital as it could lead to problems with accessing records. Include all necessary people in each group.

Furthermore, by granting limited necessary access with specific categories instead of general permissions provides a superior way to track who has access to what level. Cyberattacks are now frequent, and by this method, hazardous scenarios can be avoided.

In reality, one tiny mistake caused loss of public trust. A nearby bank had staff changes which caused the email account owner to disable some of the employee’s logins, unintentionally leading them to lose access to vital information in SharePoint lists. The customers were inconvenienced and lost trust in the bank’s reliability. By securing their Lists with important policies such as multifactor authentication, such risks could have been avoided.

Need help sorting out your SharePoint list? Don’t stress – I’ve got some tricks to help you get it done quickly.

Troubleshooting Common SharePoint List Issues

To troubleshoot common SharePoint list issues with list permissions and lists not displaying correctly, learn about the sub-sections below. We have outlined how to solve these problems in this next section, so you can easily overcome these common hurdles and make the most of working with SharePoint lists.

List Permissions Issue

List Permissions can be important for proper access. But, when issues arise it causes frustration and decreases productivity. To fix it, you need to check a few things:

  • Verify if the correct users have permission.
  • Check if any groups or individuals were accidentally removed.
  • Ensure the site collection admins have full control.

Permission Inheritance is another factor to look at when troubleshooting. If changes were made at a higher level without applying them to lower levels, problems will happen. To fix this, break inheritance and set unique permissions for each list.

Keep in mind, SharePoint allows customizing permission levels. This can create extra management overhead, as each object needs separate administration.

Lists not displaying correctly

Frustratingly, lists in SharePoint can stop appearing correctly. Fortunately, there are simple solutions.

To fix this:

  1. Check the columns, filters, and sorting options of the view settings.
  2. Make sure the user has the right permission level for the list.
  3. Clear the cache and browser history.
  4. Disable third-party add-ins or extensions.

Also, keep the web browser up-to-date to avoid compatibility problems.

To stop this from happening again, regularly check SharePoint list settings, especially after customizing or updating the system. With a bit of troubleshooting, you can be the hero of the team!

Conclusion and Summary.

SharePoint Lists offer a great way to manage information – easily accessible and easy to use. You can customize columns and views to track data, events or tasks. Automate workflows and create alerts to make it more efficient!

Understand the different nodes and ways to access data. Use the filter, sort or search function to locate what you need. Export List data or connect to external sources for deeper analysis. Customizing your view is key for usability.

SharePoint Lists are remote-friendly. Your team can stay connected, even when out of office. Multiple team members can work on the same List at once – facilitating collaboration!

I remember working with my team on a project that required data tracking across different time zones. We customized our SharePoint Lists and used automation features like alerts and reminders via emails and Microsoft Teams notifications. It helped us finish the project quickly.

Frequently Asked Questions

Q: What are SharePoint lists?

A: SharePoint lists are a type of data structure used to store information such as tasks, calendars, contacts, and custom data. Lists can be customized to include specific columns and data types, and can be accessed and edited by multiple users within a SharePoint site.

Q: How do I create a new SharePoint list?

A: To create a new SharePoint list, navigate to the site where you want the list to be located and click on the gear icon in the top right corner. Select “Add an app” and then choose “Custom List” from the list of options. From there, you can customize the list’s name, columns, and settings to suit your needs.

Q: How do I add items to a SharePoint list?

A: To add items to a SharePoint list, first navigate to the list and click on the “New Item” button. Fill out the form with the relevant information for the item, and then click “Save” to add it to the list. You can also choose to upload files or documents to the list if needed.

Q: How do I edit or delete items in a SharePoint list?

A: To edit or delete items in a SharePoint list, click on the item you want to modify and then select “Edit” or “Delete” from the menu that appears. Make any necessary changes to the item and then click “Save” to update it, or click “OK” to confirm the deletion.

Q: How do I collaborate with others on a SharePoint list?

A: SharePoint lists are designed for collaboration, so multiple users can access and modify the list as needed. To grant access to other users, navigate to the list and click on the “Share” button. From there, you can add individual users or groups and specify the level of access they should have.

Q: How do I customize the appearance of a SharePoint list?

A: SharePoint lists can be customized in a variety of ways, including changing the background color, font, and theme. To modify the appearance of a list, navigate to the list and click on the gear icon in the top right corner. Select “List Settings” and then choose “Appearance” from the menu on the left. From there, you can make changes to the list’s design and layout.

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