Body
Summary
This article provides instructions on how to create, view, and manage lists in SharePoint Online.
Context
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 time lines. 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.
How-To
Create a List
Note: Follow the steps below or use the instructions on the Microsoft website .
Task: To create a list.
Instructions
Step 1 - From your SharePoint site home page or the Site contents page, click + New then pick List to create a list on your site.
Step 2 - From the Create a list page, select one of the following options:
Step 3 - When your list opens, add an item to your list by either selecting + Add new item or Edit in grid view. Grid view lets you add information freely to different rows or columns.
- To add different types of information to the list, select + Add column. To learn more, see Create a column in a list or library
- To change list properties, delete the list, add permissions, manage columns, and other updates, select Settings , and then select List Settings.
Outcome
You are able to create a list.
Create a Custom View
When creating 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. The columns you've shown or hidden, and the column widths will also be saved with the view.
For instructions, see Create, change, or delete a view of a list or library
You can export a list to Excel or create a PowerApp . PowerApps are a service for building custom business applications that connect to your data and work across the web and mobile - without the time and expense of custom software development.
Managing Lists
The menu at the top left of the list changes with the context of the list. If nothing is selected, all the actions you can do with the list displays, 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 available actions.
Instructions
When your list opens, add an item to your list by either selecting + Add new item or Edit in grid view. Grid view lets you add information freely to different rows or columns.
- To add different types of information to the list, select + Add column. To learn more, see Create a column in a list or library
- To change list properties, delete the list, add permissions, manage columns, and other updates, select Settings , and then select List Settings.
Open the Details pane
In the Details Pane, you can view and edit information about an item, such as properties, recent activity, or how it is shared.
Task: To open the Details pane.
Instructions
Step 1 - Click on the three ellipses to the right of the list, scroll down and click Details.
Step 2 - To close the details window, click the X in the top right corner of the details panel.
Outcome
You are able to open the Details pane.
Use SharePoint online lists for applications
SharePoint Online lists can be used for more than a simple list, choose from apps like: Links, Calendar, Survey, Issue Tracking, Announcements, and other.
Task: To use SharePoint online lists for applications
Instructions
Step 1 - In your SharePoint site, Click + New, and click App.
Step 2 - Use the search box to find an app that fills the task.
Outcome
You are able to use a SharePoint line list for applications.
Create a Power App for a list
Microsoft Power Apps provides a rapid application development environment to build custom apps for your business needs. The custom apps can connect to your business data stored either in the underlying data platform or in various online and on-premises data sources.
See Microsoft's article on how to Integrate SharePoint Online into Power Apps for step-by-step instructions.
Further Readings
Create a list
Create a new list based on the columns in another list
Create a list based on a spreadsheet
Create a list from a template
List templates in Microsoft 365
Create a column in a list or library
Edit list settings
Create, change or delete a view of a list or library in SharePoint
Introducing Microsoft PowerApps
Integrate SharePoint Online into Power Apps overview
Customize a form for a SharePoint list
Need additional help?
For assistance concerning site creation, content sharing, file synchronization, or other common SharePoint, OneDrive, Teams, or Office app activities, we recommend our Microsoft 365 Learning sites:
Learn more about the great tools our Microsoft 365 Learning sites offer!
Visit the Technology Help Desk Support page to locate your local campus contact information or to submit an online technology support request. For password issues you must call or visit the Help Desk in person.