How To Use Microsoft Lists: your guide to microsoft lists

Make your lists stronger! Combine apps, set up automated tasks, and get more done.

Microsoft Lists is a flexible tool that makes it easier to organize and keep track of data, which makes you more Productivity in a wide range of tasks. Its easy-to-use interface makes making, managing, and sharing lists simple, giving users the power to organize information effectively based on their needs. In this article we showed how To Use Microsoft Lists.

Lists is flexible and can be used in a variety of workflows because it has features like conditional formatting, customisable views, and ways to work together. Lists gives you a structured way to manage project tasks, keep track of inventory, or make event schedules that makes things more visible and accountable.

It also works well with other Microsoft 365 apps like Teams, Outlook, and SharePoint, which makes it easy for teams to work together and keep track of their work. By using Lists, users can improve the way they manage their workflow, make data easier to find, and encourage collaboration, all of which will lead to higher productivity across projects and teams. For more information go to their official website.

What is Microsoft Lists

  • The Microsoft 365 suite has a flexible app called Microsoft Lists that can help you organise information and work with others. It works like a flexible and dynamic spreadsheet, but it has more features and can connect to more systems. Here is a list of its most important parts:

Functions at the Core:

  • Make and keep track of lists: Keep track of tasks, events, contacts, inventory, and other types of information.
  • Change the way you see your data: You can see it in a calendar, a grid, or a gallery, depending on your needs.
How To Use Microsoft Lists
  • Real-time collaboration: You and your team can work on lists together, and everyone will see any changes right away.
  • Share and control access: Based on their roles, give team members different levels of access.

How To Use Microsoft Lists

  1. List Access:
    • From MS365: Open the app launcher and select “All apps” > “Lists.”
    • Teams: Click the left sidebar “+” icon and select “Lists.”
    • From SharePoint: Go to the list site and click “New” > “List.”
  2. Making a List:
    • An empty list: Start over with a custom structure.
    • Import data from Excel.
  3. From another list: Copy its format and columns.
    • Template: Select pre-built issue tracking and contact management templates.
  4. List-building:
    • Adding columns: Choose your data type (text, number, date, etc.).
    • Column customization: Specify titles, formats, and fields.
    • Add items: Fill out each column with relevant information.
  5. Viewing and organizing:
    • Group by: Sort by columns for clarity.
    • Choose specific criteria to filter your view.
    • Create views: Save filtered and sorted arrangements for quick access.
  6. Teamwork:
    • Share your list: Give others edit, view, or contribute rights.
    • Real-time collaboration: Collaborate on the list.
    • Track changes: Check who changed what and when.

Best Practices for Using Microsoft Lists

Planning and Building:

  • Identify Use Case: Make it clear what your list is for and what you want it to do so that you can set it up and use it correctly. Who will use the data you’re in charge of, and how will it help them?
  • Choose the Right Template: Use ready-made templates for common tasks like keeping track of issues, managing assets, or registering for events. You can change them or start over if you need to.

Managing data and working together:

  • Maintain Data Quality: Make sure that data entry, validation, and approval are all done in the same way every time by setting up routines.
  • Version history lets you keep track of changes to important lists and undo them if necessary.

Engagement and Getting Better:

  • Encourage Adoption: Teach users how to use the list’s features and the best ways to do things to get more people to join in and work together. Draw attention to the list’s benefits to meet their needs.
  • Get Feedback: Always ask users for feedback to find ways to make the list better and make sure it meets their changing needs.

Troubleshooting Common Issues in Microsoft Lists

  • What specific issues are you facing? Are you encountering errors when creating or editing lists, syncing data, using views, or performing other actions? Be as detailed as possible about the error messages or unexpected behavior you’re seeing.
  • Are you using Microsoft Lists online or in the mobile app? The troubleshooting steps may differ slightly depending on the platform.
  • Have you tried any troubleshooting steps already? If so, what were the results? This will help me avoid suggesting things you’ve already tried.
  • Are there any error codes or messages displayed? If so, please provide the exact wording.
  • What is your operating system and browser (if using the online version)? This information can be helpful in identifying compatibility issues.

General troubleshooting:

  • Refresh the page or app: This can sometimes resolve temporary glitches.
  • Clear your browser cache and cookies: Outdated data can sometimes cause issues.
  • Check your internet connection: Ensure you have a stable internet connection.
  • Restart your device: This can sometimes clear up software conflicts.


What do you use Microsoft list for?

The Microsoft 365 app Microsoft Lists helps you keep track of things and arrange your work. You can keep track of what’s most important to your team with lists that are easy to use, smart, and flexible.

Can you use Microsoft Lists as a database?

You can use paper or even a spreadsheet, but neither is made to make it easy to see the same list in different situations. A database is what you need for that. One of the main goals when making Microsoft Lists was to make it as easy as possible to manage databases.

Can I use Microsoft Lists as a CRM?

One more useful thing about Microsoft Lists is that it can be turned into a light CRM programme with a built-in model for keeping track of customer tickets.

Editorial Staff
Editorial Staff
The Bollyinside editorial staff is made up of tech experts with more than 10 years of experience Led by Sumit Chauhan. We started in 2014 and now Bollyinside is a leading tech resource, offering everything from product reviews and tech guides to marketing tips. Think of us as your go-to tech encyclopedia!


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