Lists is the next generation Microsoft 365 app that evolved from Sharepoint mobile app Lists in May 2020. It is a front-end platform to manage data or work like ideas, task lists, tasks, inventory, FAQ management, etc . In this article, you will learn about lists, its features, and its most important use cases.
What are Microsoft Lists?
You’ll see the Microsoft Lists app in the All apps section of your Microsoft 365 subscription. You can use this app to create lists and collaborate with your team members or clients.
Microsoft lists offer many advantages over any other to-do list app. For example, you can track issues, routines, assets, inventory, contacts, and more using Microsoft Lists.
The tool unites your lists with all Microsoft 365 Apps so you can start creating or working on your data from the Microsoft Teams home page, SharePoint or Lists. It also comes with click-to-edit templates that save you time in organizing your tasks or notes.
New features of Microsoft listsLists has all the standard features you can expect from a to-do list app. For example, view history, view calendar, create lists from spreadsheets, add attachments to lists, monitor activities, etc. However, the following are the most significant features that distinguish lists from other similar tools:
1. Manage the rules
You can automate your to-do lists in many ways with this tool. However, such extensive automation is only possible with if/then style rules in the Lists app.
You can use these rules to automate reminders and notifications to your lists. The owner of the list will also retain control over the rules. If you grant edit access to the list to your collaborators, they can edit the rules of the list. Follow these steps to create rules from Lists home:
- Click the Automate drop-down menu and then select Create a Rule .
- On the screen where you see the Notify someone when option , you need to set a condition. For example,
- you can select A new item is created .
- You can edit the conditions of the rule by clicking on each of the underlined words in the sentence.
- You can select options like who to notify, column, column value, etc.
- When done, click Create to confirm the rule.
2. List collaboration via Microsoft Teams
Lists add value to the functionality of the Microsoft Teams app. You can join, share, or create lists from the Teams app without leaving ongoing meetings or brainstorming sessions.
In the Teams app, you can change the view of a list to various ways like cards, grids, calendar view, etc. In addition to adding new columns, creating custom views with filters, and defining choices, you can also adjust your plan to make the data more meaningful to your team.
3. Sharing lists and items
Lists offer various ways to share data with your teams or clients. Unlike many other to-do list apps, you don’t have to share your entire list with your co-workers.
If you like, you can share the entire list or allow access to selected list items. In addition, you can customize data protection by enabling read-only, edit access, password protection, and expiration date access list.
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Your lists instantly integrate with other Microsoft 365 apps like Teams, Power Automate, Power Apps, and SharePoint mobile app.
You can automate project tasks or workflows using lists and integration with Power Automate. On the list home page, click the Automate drop-down menu and then select Power Automate . If you click Create a flow , you can access templates for automating processes and tasks.
5. App mobile
The Lists app is also available on iOS devices such as iPhones and iPads. The mobile app offers a smooth experience with an intuitive user interface to create, edit and share your lists on the go.
Microsoft also revealed a plan for the Android version of the Lists app. Android users will soon be able to create, share and edit lists from their mobile devices.