SharePoint Lists are a powerful tool within SharePoint that allow users to organise, track, and manage information in a structured format. Similar to a table or spreadsheet, lists consist of rows and columns, where users can store data like tasks, contacts, or inventory items. Lists are highly customisable, enabling businesses to adapt them to a wide range of use cases while leveraging built-in SharePoint functionality like views, sorting, filtering, and automation.
How to Use SharePoint List
SharePoint Lists are easy to create and use. To get started, users can create a list from scratch, from an existing template, or even import data from Excel. Each column can be customised to hold different types of data, such as text, numbers, dates, or drop-down choices. Users can then input and edit items directly in the list or bulk upload data from external sources. Lists can also be integrated with other Microsoft 365 tools, such as Power Automate for workflows, or Power Apps for building custom forms and applications.
Use Cases
- Task Management: SharePoint Lists are often used for tracking tasks and projects. A project manager can create a list to track project milestones, assign tasks to team members, set deadlines, and monitor progress in real time.
- Issue Tracking: Companies use SharePoint Lists to create an issue tracker, allowing employees to log and track technical or operational issues. Support teams can monitor the list, prioritise tasks, and update the status of each issue as it progresses.
- Inventory Management: SharePoint Lists can be used to manage inventory by tracking stock levels, suppliers, and orders. Businesses can set up alerts or workflows to automatically reorder items when stock falls below a certain level.
- Employee Directory: Organisations can create a searchable directory of employees, including information like job titles, departments, and contact details, making it easier for teams to find and connect with colleagues.
Best Practices
- Design for Clarity: Keep your lists simple and easy to understand by clearly naming columns and ensuring that the data types used are appropriate for the information being tracked. This makes it easier for everyone to input and read data correctly.
- Use Views and Filters: SharePoint Lists allow you to create custom views, enabling users to see only the information that’s relevant to them. For example, a project manager could create a view that only shows tasks assigned to their team.
- Automate Processes: Use Power Automate to automate repetitive tasks, such as sending email notifications when a task is overdue or updating a status when an item is modified.
- Permissions and Access: Control who can view, edit, or manage your list by setting appropriate permissions. This ensures that sensitive data remains protected while still allowing collaboration across teams.
SharePoint Lists are an adaptable tool for managing information in the workplace, providing flexibility, ease of use, and the ability to integrate with other Microsoft 365 services. From tracking tasks to managing inventories, Lists help businesses stay organised and efficient.
