SharePoint: Creating and Managing Online Lists

Summary

This article describes how to create, view, and manage lists in SharePoint Online.

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Content

What is a list in SharePoint Online?

A list in SharePoint Online is a collection of data that gives you a flexible way to organize items, create calendars, to-do lists, and timelines. Lists support over a dozen types of data you can sort, index, and calculate using internal or external data. A list can also provide calculated columns and import or export external data to other apps. You can create alerts to let you know when something changes. Unlike SharePoint Online document libraries, lists are not created by default when you create a site. With a list you can create various views to organize and display data that best suits the needs of you and your team

Notes:

• Some features are currently only available in class experience. Click Return to classic SharePoint in the bottom left corner of the page to switch to classic experience. To exit classic experience, close all SharePoint windows and reopen.
• A list can take many forms that depend on the type of information you want to use and share. You can create time lines, calendars, discussion boards, project tasks, surveys and other apps.

Create A List

1. To get started, click Settings and click Site Contents, click +New then pick List to create a list on your site.

   

2. Type a Name for the list, and optionally, type a Description

   

3. Once your list is created, you can click Quick Edit to add the most commonly used columns for your content.

   Note: you can easily add a column from the Quick Edit screen by clicking + and entering the column title or label. You can also add your data quickly in the spreadsheet like format.

   

Custom Views

• When you use a custom list, you can create custom views based on different filters or sort orders to highlight the data in various ways, all using the same data.
• You can export a list to Excel or create a PowerApp. PowerApps are a service for building custom business apps that connect to your data and work across the web and mobile - without the time and expense of custom software development.

  

1. At the top right of the list page, you can change the list view from All Items to one of your custom views.
2. You can also save a custom view by clicking Save view or if you are a list owner or administrator, you can manage views on the list setting spage by clicking Manage Views.

For More Information, visit: Introducing Microsoft PowerApps

Managing Lists

The menu at the top left of the list changes with the context of the list. If nothing is selected, you'll see actions you can do with the list, like create a new list item. When you select a list item, the menu changes to actions you can perform on that item. If you select more than one item, it changes again. If you see ellipses (...) on any menu, click that for even more actions.

When building your list, you can add new columns or select the columns to display by clicking the list Add a Column button on the far right side of the column headers.

In the Details Pane you can view and edit information about an item, such as properties, recent activity, or how it is shared. To show or hide the information pane, select a file or folder.

1. Click Open the Details Pane on the right-hand side of the main menu. You can also view the information pane by right-clicking a file or folder and selecting Details.
2. To close the details window, click Open the details pane again

Apps in SharePoint Online

SharePoint Online lists can be used for more than a simple list. You can choose from apps such as Links, Calendar, Survey, Issue Tracking, Announcements, and other

• • To start, click + New, and click App. Use the search box to find an app that fills the task.

See Create a list in SharePoint for more info.

Need additional help?

Please fill out the Microsoft 365 Support webform with as much detail as possible, or contact the ET&S Help Desk team on your local campus