How To Create A Sharepoint List
In today’s fast-paced digital business environment, organisations must manage growing volumes of information, operational data, and collaboration workflows efficiently. Tools within Microsoft 365 such as Microsoft SharePoint, SharePoint Online, and Microsoft Teams allow businesses to centralise information and streamline collaboration.
One of the most powerful yet underutilised features in the Microsoft ecosystem is the SharePoint list.
A SharePoint list allows organisations to store structured information in a flexible database-like format directly inside a SharePoint site. Businesses commonly use lists to manage project tracking, issue management, asset registers, recruitment workflows, travel approvals, or an internal email list containing a distribution list containing all the emails required for communication.
For Australian businesses using Office 365 or Microsoft 365, SharePoint lists can quickly become a core operational tool when implemented correctly. With proper list creation, structure, and automation, they can power entire business processes such as:
- Projects list management
- Issue tracker systems
- Recruitment tracker workflows
- Travel requests approval processes
- Asset manager inventory tracking
This comprehensive guide will walk you through how to create and configure a SharePoint list, how to customise it using SharePoint templates, and how to extend its capabilities using tools such as Power Automate, Power Apps, Power BI, and third-party platforms such as Nintex Automation Cloud.
By the end of this guide you will understand how to create structured data systems that integrate with the rest of your organization SharePoint environment and improve operational efficiency.
What is a SharePoint List?
A SharePoint list is a structured data container used inside Microsoft SharePoint. It functions similarly to a spreadsheet or lightweight database but with far greater collaboration, automation, and permission management capabilities.
Each list item represents a row of information, while columns represent fields such as short text, numbers, dates, emails column, or names column.
Unlike a standard Excel file stored on a local drive, SharePoint lists allow multiple users to collaborate simultaneously while controlling user permission access via permission group settings.
SharePoint lists can also serve as a Data source for applications built with Power Apps, workflow automation created in Power Automate flow, or analytics dashboards in Power BI dashboard or PowerBI desktop.
Many organisations deploy lists within a Teams site connected to Microsoft Teams, or inside a Communications site used for organisation-wide collaboration.
Comparison Table: SharePoint Lists vs Excel vs SharePoint Libraries
| Feature | SharePoint List | Excel File | SharePoint Library |
|---|---|---|---|
| Collaboration | Real-time collaboration | Limited | Real-time |
| Data Types | Multiple field types | Mostly numbers and text | Documents |
| Automation | Power Automate Flow | Macros | Workflow tools |
| Integration | Power Apps, Power BI | Limited | Document workflows |
| Permissions | Granular permission group | File level | Library level |
A SharePoint list becomes extremely powerful when integrated with tools like Power BI dashboard analytics or workflow automation platforms such as Nintex Automation Cloud or Forms for SharePoint Online.
Prerequisites Before You Begin
Before starting list creation, ensure the following prerequisites are met.
Access Requirements
You must be able to:
- Access your SharePoint site using your Microsoft account
- Complete the signing in process to SharePoint Online
- Have sufficient user permission to create lists
Typically, list creation requires either:
- Site owner permissions
- Membership of a permission group with editing rights
Understanding SharePoint Architecture
Lists exist within a SharePoint site which itself may belong to:
- A Teams site connected to Microsoft Teams
- A Communications site for internal publishing
- A departmental SharePoint workspace
Each list is stored within the site’s Site URL, which acts as its unique address.
Understanding your site structure helps ensure that the list appears correctly in site navigation and can be accessed easily from the site landing page.
Step-by-Step Guide: Creating a SharePoint List
Accessing SharePoint
Begin by opening your organisation’s Microsoft SharePoint portal.
- Open your browser.
- Navigate to the Site URL of your SharePoint site.
- Complete the signing in process using your Microsoft account credentials.
Once logged in you will see the site’s landing page and navigation elements.
Navigating to Site Contents or the Lists App
To begin list creation, locate the list tools inside your SharePoint environment.
Options include:
- Click Site Contents from the left navigation
- Select Add an App
- Open the Microsoft 365 Lists app from the portal
From here you will see the command bar where you can begin creating a new list.
Starting a New List
From the command bar:
- Click New
- Select List
A new panel called the list panel will appear allowing you to configure the list.
Choosing How to Create Your List
SharePoint offers several list templates and creation methods.
| List Creation Method | Use Case |
|---|---|
| Custom List | Create a list from scratch |
| From Excel file | Import existing spreadsheet data |
| From existing list definition | Duplicate another list |
| SharePoint templates | Use preconfigured templates |
Common list templates include:
- Projects list
- Issue tracker
- Recruitment tracker
- Travel requests
- Asset manager inventory
Using a list template speeds up deployment and ensures consistent list definition across departments.
Configuring List Details
When creating the list you will configure several list properties including:
- List name
- Description
- Visibility in site navigation
Ensure the list name clearly represents its purpose.
For example:
- Recruitment tracker
- Asset manager
- Issue tracker
Good naming conventions improve discoverability inside the organization SharePoint environment.
Adding Custom Fields
Columns define the type of information stored in each list item.
Examples include:
| Column Type | Example Use |
|---|---|
| short text | Task name |
| emails column | Contact email |
| names column | Assigned employee |
| Choice column | Status |
| Date column | Deadline |
Lists can also include more advanced elements such as:
- Content Type
- Multiple Content Types
- Document Set containers
These structures allow SharePoint lists to behave like structured business systems rather than simple spreadsheets.
While advanced mathematics topics such as hyperreal numbers have no practical use inside a SharePoint list, the platform can support complex calculated fields and form variables when integrated with tools like Power Apps.
Customising Your SharePoint List
Creating and Editing Columns
You can modify columns using the command bar or the column settings menu.
Columns can store data such as:
- Task names
- Project status
- Email distribution lists
- to: field addresses
For example, an email list could include:
- emails column containing addresses
- names column with contact names
- A distribution list used for company announcements
This makes SharePoint lists ideal for managing structured communication systems.
Configuring List Views
A List View controls how information appears to users.
Common view types include:
- Default table view
- filter view for departments
- Project status dashboards
Views allow users to filter, group, and sort information without altering the underlying data.
Administrators must also consider the list view threshold, which limits the number of items processed at once to maintain performance.
Advanced Customisation
Advanced SharePoint environments extend lists using the Microsoft Power Platform.
Examples include:
Power Apps
Create custom forms using tools such as the controls toolbox, custom task form layouts, and advanced form variables.
Build automated workflows using Power automate flow logic triggered by a start event when a list item is created or modified.
Power BI
Use the list as a Data source for reporting dashboards in Power BI dashboard or PowerBI desktop.
Third-Party Automation Tools
Platforms like Nintex Automation Cloud or NintexConnect Virtual allow organisations to build advanced enterprise workflows.
These workflows might automatically:
- Send notifications
- Trigger approval workflows
- Create create JIRA issues in Atlassian systems
- Integrate with SQL server databases
Companies learning these integrations often rely on resources like Atlassian Learning, Atlassian Community Events, or online forums such as the Nintex Community Menu Bar resources.
Adding and Managing List Items
Each row in the list is a list item.
To create one:
- Click New in the command bar
- Complete the form
- Save the item
Bulk imports are possible by uploading an Excel file from your local drive.
This makes it easy to migrate existing spreadsheets into a SharePoint-based system.
Tips for Effective List Management
Businesses should follow several best practices.
Manage Permissions
Control access using:
- permission group assignments
- Individual user permission rules
Maintain Performance
Large lists should consider:
- The list view threshold
- Indexing columns
- Archiving old records
Organisations performing Load/Performance Testing may even run a Folder Performance Test to ensure lists scale correctly in enterprise environments.
Common Issues and Troubleshooting
Typical SharePoint list challenges include:
Permission Errors
Users may not belong to the correct permission group.
Performance Limits
Large lists exceeding the list view threshold may load slowly.
Data Integration Issues
External integrations involving SQL server databases, Power BI, or Power automate flow may require schema adjustments.
Troubleshooting should always start by reviewing list properties and list definition configuration.
Frequently Asked Questions
How are SharePoint lists different from document libraries?
Lists store structured information, while libraries store documents. Libraries may contain a Document Set, whereas lists focus on structured data.
Can I import data from an Excel spreadsheet?
Yes. Uploading an Excel file during list creation allows you to convert spreadsheet data into structured list items.
Can SharePoint lists integrate with other systems?
Yes. Lists can integrate with:
- Power Apps
- Power Automate
- Power BI
- SQL server databases
- Atlassian systems to create JIRA issues
Can I automate workflows?
Yes. Power Automate flow triggers allow automation whenever a start event occurs such as a new list item.
Conclusion & Next Steps
Creating a SharePoint list is one of the simplest ways to begin leveraging the full power of Microsoft SharePoint inside Microsoft 365.
When properly implemented, SharePoint lists can power entire operational systems such as:
- Projects list tracking
- Issue tracker systems
- Recruitment tracker processes
- Travel requests approvals
- Asset manager inventory
By combining SharePoint lists with:
- Power Automate
- Power Apps
- Power BI dashboard analytics
- Enterprise automation platforms like Nintex Automation Cloud
Businesses can transform simple lists into fully automated operational workflows.
Additional Resources
To deepen your knowledge of SharePoint list management consider exploring:
- Microsoft SharePoint documentation
- Atlassian Learning and Atlassian Community Events
- Online developer communities such as the Nintex Community Menu Bar
These resources provide advanced insights into SharePoint automation, integrations, and enterprise workflow optimisation.
Businesses that invest in optimising their organization SharePoint environment often achieve significant productivity improvements across departments.
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