How Do I Create A List In Sharepoint
Introduction
In today’s fast-paced Australian business environment, efficient data management is crucial. SharePoint Lists are a powerful tool that helps organisations organise and track data seamlessly within Microsoft 365. Whether you’re using SharePoint Online, Microsoft Lists, the Lists App, or Microsoft Teams, learning how to create a list ensures your business can optimise workflows and boost productivity. This guide walks Australian business owners through everything needed to create a list in SharePoint, including leveraging list templates, list views, and Power Automate workflows to enhance data management and reporting.
What is a SharePoint List?
A SharePoint List is a collection of data that can be shared across your SharePoint site. Think of it like a database table or Excel spreadsheet, but designed for collaboration and integration across Microsoft 365 tools. Key features include:
- Custom Columns and Data Types: Configure text, number, choice, date, lookup columns, or people picker fields.
- List Templates: Use SharePoint templates like Asset Manager, Issue Tracking, Recruitment Tracker, Content Scheduler, Travel Requests, Work Progress Tracker, or Employee On-boarding to accelerate setup.
- Integrations: Connect with Power BI, Excel sheets, SQL Server databases, Microsoft Power Platform, and Microsoft Power Apps for reporting and automation.
- Views and Navigation: Create custom views such as Grid view, Gantt View, Calendar overlay, or list gallery for easier site navigation and data presentation.
Common use cases in Australian businesses include project tasks, content scheduling, recruitment tracking, travel requests, and customer service management. Templates and custom lists can be tailored for specific business needs.
Prerequisites Before Creating a List
Before creating a list, ensure the following prerequisites are met:
- Permissions and User Roles: Verify you have permissions as a SharePoint site owner or equivalent to create and manage lists.
- Accessing SharePoint Sites: Navigate to your SharePoint site or Communications site within SharePoint Online.
- Supported Browsers and Platforms: Use Microsoft Edge, Google Chrome, or Firefox. Mobile applications like the Android app also allow limited list management.
- Microsoft 365 Subscription Benefits: Ensure your subscription provides access to Microsoft Lists, Power Automate, Power Apps, and Microsoft Teams.
Step-by-Step Guide: Creating a List in SharePoint
Step 1: Access SharePoint
- Sign In: Visit your SharePoint site and log in using Microsoft 365 credentials.
- Navigate to Site Contents: Click the gear icon and select “Site contents” to access the Site contents page.
Step 2: Initiate List Creation
- Locate the “+ New” Button on the Site contents page.
- Select “List” to start creating a new list.
Step 3: Choose Your List Type
- Blank Custom List: Start from scratch, configure column headers, list fields, and create a column panel.
- From Excel Spreadsheets: Import list content from existing Excel sheets.
- From Existing List: Copy structure and optionally import data.
- From SharePoint Templates: Use template gallery options for tasks like issue tracking, project tasks, asset management, content scheduling, or recruitment tracking.
Comparison of List Creation Methods
| List Type | Use Case | Pros | Cons | Example |
|---|---|---|---|---|
| Blank Custom List | Fully customisable | Granular control over columns | Setup time required | Custom project tracking |
| From Excel Sheets | Existing data | Quick import | Limited to Excel structure | Importing asset lists |
| From Existing List | Replicate setup | Saves time | No data import if structure empty | Department reporting |
| SharePoint Templates | Common scenarios | Predefined structure and fields | May not fit all needs | Issue tracking, employee on-boarding |
Step 4: Configure Your List
- Naming and Description: Provide a name and description.
- Colour and Icon: Select for easy visual identification.
- Saving Location: Choose whether to save under My lists or a specific SharePoint site.
Step 5: Add and Configure Columns
- Creating Columns: Use Create a column panel to define data types such as number field, text, date, lookup columns, people picker, or custom metadata.
- Column Settings: Set default values, required fields, unique constraints, and apply content types.
- Editing Columns: Rearrange, delete, or rename column headings. Add column headers like Owner or Project Lead for tracking responsibilities.
Step 6: Add List Items
- Adding Entries: Click “New” in the list panel to add list items.
- Populating Data: Enter information across all relevant list fields.
- Save or Discard: Review list content before confirming.
Managing and Customising Your SharePoint List
- List Views: Create custom views such as Grid view, Gantt View, Calendar view, or custom views for specific scenarios.
- Sorting and Filtering: Apply filter criteria to organise data.
- Versioning and Permissions: Use List Settings for granular control and enable versioning.
- Integration with Power Automate: Automate workflows, reminders, and notifications. Certification like Microsoft Certified: Power Automate RPA Developer Associate helps in advanced automation.
- Metadata Navigation: Use metadata and content types to improve filtering and categorisation.
- Mobile Access: Access lists via Microsoft Lists Android app or mobile applications for on-the-go updates.
Advanced Features
- Microsoft Teams Integration: Use SharePoint lists directly within Teams for collaboration.
- Data Export/Import: Export list data to Excel sheets or SQL Server databases; import external data as External Lists.
- Custom Scripts: Apply custom script or JSON formatting for advanced visual representation.
- Calendar Integration: Use the Calendar app or calendar overlay to track events itinerary and project tasks.
- RSS Feeds and Document Sets: Track changes or organise related documents in a document set with List Settings and Document Card Designer.
- Microsoft 365 Learning Sites: Access tutorials and training to maximise list usage and subscription benefits.
Common Troubleshooting Tips
- Unable to Create a List: Verify permissions and signing in process.
- Permissions Issues: Confirm your SharePoint group-connected team sites membership.
- List Errors: Consult Microsoft SharePoint Support for common errors.
Frequently Asked Questions (FAQs)
- Can I recover a deleted list?
- Yes, from the Site contents page Recycle Bin within 93 days.
- Can I make a list public or private?
- Adjust access in List Settings for site navigation control.
- How many list items can a SharePoint list hold?
- Up to 30 million items. For large datasets, use Microsoft Power Platform integration.
- Can I set up reminders and workflows?
- Yes, leverage Power Automate, Microsoft Forms, and Microsoft Power Apps.
- What should I do if I encounter permissions errors?
- Verify with SharePoint administrator and check your Microsoft 365 subscription benefits.
Conclusion
SharePoint Lists empower Australian businesses to organise and manage data efficiently. Following this guide allows business owners to create, customise, and integrate lists using SharePoint Online, Microsoft Lists, and Microsoft Teams. Utilise list templates, Power Automate, custom views, and advanced integrations to improve operational efficiency and team collaboration.
Additional Resources
- Microsoft Support Documentation: Link
- Microsoft 365 Learning Sites: Explore tutorials and subscription benefits
- Microsoft Ignite and Build Sessions: Learn advanced SharePoint Online and Microsoft 365 capabilities
This comprehensive guide equips Australian businesses to create and manage SharePoint Lists, enhancing Microsoft 365 collaboration and productivity.
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