10 Best Microsoft Lists Tips and Tricks to Use It Efficiently
Apart from productivity apps like Teams, OneNote, and the Office suite, Microsoft also offers project management/database software called Microsoft Lists. Initially limited to Microsoft 365 Enterprise and Education users, the company is now accepting general users for the app. If you want to try it out, here are some top tips and tricks for different activities, such as creating a checklist for an easy onboarding experience.
1. Use Templates
You have two options for creating lists in Microsoft Lists: starting from scratch or using one of the built-in templates. Simply click on “New list” from the Microsoft Lists home and select a default template.
Based on your preference, you can select a template like issue tracker, travel requests, or content schedule. Unlike Notion, there is no way to browse community-made templates in Microsoft Lists. Once you select a template, click on “Use template” and you can start using it in your account.
2. Personalize Your List
Dealing with numerous lists in Microsoft Lists requires personalization to easily find relevant lists. When creating a new list, you can specify a unique name, description, color, and icon. The available options are limited but still surpass those offered by rivals like Trello.
3. Add New Items Lists
Based on your template, you have options to add an entry to Microsoft Lists. Click the Add new item button at the top to open a menu where you can add task/issue details such as title, descriptions, status, due date, publish date, published URL, and more.
4. Create New View
You can view entries in the Calendar and Gallery format. Here’s how.
Step 1: Click on the + icon at the top, and it will open Create view menu.
Step 2: Select Calendar or Gallery in the Show as menu.
Hit the “Create” button at the bottom and check the new view from the three-dot menu.
5. Directly Edit Entries
By default, Microsoft Lists disables direct list editing. To make changes, select a list and click the edit icon at the top. This process can be time-consuming. Instead, click ‘Exit grid view’ to add and edit entries directly.
6. Add a New Column
Based on the template you choose, Lists will include necessary columns. You can scroll and click “Add column” to select the type of column you want to add. You can choose single line text, multiple lines text, number, yes/no poll, person, and more.
You can delete existing columns by selecting them and clicking the down arrow button.
7. Favorite a List
When dealing with multiple projects, issue trackers, and databases, it can be challenging to find the desired list. To quickly access a list, click the star icon at the top of the list on the Microsoft Lists home page. This will add it as a favorite, which can be conveniently accessed from the separate Favorites menu.
8. Edit a Column
Do you want to edit a column? You can do so from the Edit Column menu. For example, let’s edit the Status column in the list.
Step 1: Click on the down arrow icon next to the Status column.
Step 2: Go to Column settings and choose Edit.
Step 3: Add a new Name, Description, change column Type, and make changes to the existing Choices.
You can expand the menu and allow multiple-choice selection. Save the changes to apply them.
Microsoft Lists is suitable for personal use and can be used with Team members. You can track issues, assets, routines, contacts, inventory, and more with collaboration from others. Click on the three-dot menu in the Lists home and select Share to share a link to the project. From the Link settings menu, you can make changes if needed.
From the Link settings menu, you can add and edit items, set expiration dates, and set a password to prevent unauthorized access to the list.
10. Export to CSV
If you want to edit the list in Excel or share the list in CSV format, click Export to CSV and the browser will download the file.
Create and Manage Database in Microsoft Lists
Microsoft Lists for consumers lacks automation rules and mobile app access, which are only available for Education and Enterprise users.
Microsoft Lists fills an important gap in the Microsoft 365 ecosystem by eliminating the need for third-party apps like Trello or Notion for database creation and project management. With its seamless integration with Office apps, Lists offers a comprehensive solution. How do you plan to utilize Microsoft Lists? Share your ideas in the comments.
