Microsoft Lists: The Ultimate Tutorial

Lots of people use Microsoft Excel to track information and organise work – but if you’re a Microsoft 365 user, then you might want to take a look at Microsoft Lists – it’s like Excel but much more powerful and has lots of automation and that is what today’s video is all about. Plus stay around for a few mins and I’ll give you a demo of Lists
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So who am I and what do I do?

I am an IT expert with over 20 years of industry experience across a multitude of different areas. I am the Founder & Managing Director of Integral IT. Our mission is to deliver IT services that bring real value to each and every one of our customers, no matter how big or small.

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If you have any video ideas, or if you'd like me to make a video on anything specific make sure to let me know in the comments below!

00:00 Introduction
01:45 Why Use Microsoft Lists?
02:57 How to Access Microsoft Lists
05:26 How to Create a New List
07:32 Add Columns to List
11:26 Add Information into Columns
13:51 Data Bars
14:35 Conditional Formatting
15:25 Sharing Lists
15:43 Power Automate and Lists

[MyChannel-ctgr]

Hi Jonathan, This video was very informative, especially as it relates to driving automated rules like that of the email notification that demonstrated. I've just subscribed to your channel because of the way you present information. My use case, and what drove me to your video, is the ability to receive an automated notification (task, reminder, appointment w/reminder, text) when the prior authorization expiration date for a medication prescription is 30 days from expiration. Thank you, Jonathan! Best, mate!

[ekkiwurm]

Hi Jonathan, thank you so much for this most informative video. I started in a company that uses Microsoft Lists as a Kanban Board. Lists was new to me. Thanks to your video I feel now equipped to manage the task I was given. Well done! Thank you again.

[motionandlight]

Super video. Quickly got me off the ground using Lists - was looking for a database alternative to Excel, and this ticks the boxes.Thanks!

[darioserrati]

Well done Jonathan, great presentation! I've subscribed as you are extremely clear, while being detailed, and I like the posite vibes in your speech.

[RyanSwindall]

Awesome video! This is exactly what I needed. No fluff right to the point and set up.

[alisharajbahak]

This is a video I was searching for. Thank you!

[colleenparker_M]

This is a great overview. THANK YOU. I shared it with members of my 500 person team.

[juliehoang]

This was very clear, thank you! Would love a video to show how you give and restrict access to lists through a Power Apps if that is possible 🤓

[georgendang]

Thanks lots Johnson
You are such a great teacher straight to the point .

[ralphmair]

Great job! Thanks a mill for giving this great overview.

[IanDangerfield]

Thanks for the quality overview brother!

[marc.unifribourg]

Hey Jonathan, Discovered you fantastic Channel a few weeks ago and I must Say your tutorials are for me Always just on spot !

In this tutorial, you talked about lists which are very interesting to me but I 'd lik to know if you have made tutorials about lists for the following points :

- Manage access rights to have "a front end" for "standard" users and a "back"end to manage and treat the list entries taht the front end user entered ?
- You mentioned the power app in this tuto, could you make or have you already made a tuto for the transformation of the list into a power app ?

Again keep on making those fantastic tutos, the change life of users like me !!
Thanks and cheers

[Cindanela]

Was a very good video, thank you, I have used lists for a while and you can do quite a few things, but I had forgot a few things you mentioned, I use it to track inventory for insurance purposes in the organization I work for. One thing I like is the calculated columns, but they are quite difficult, I use it to concatenate letter code, (building and with room) and id number for item. The only thing I haven't bern able to do is leasing zeros. I also use it to sort items from MS forms to Lists via power automate, like receipts people send in, things that don't fit well in excel, scans/images/file attachments.

Anyway, if you ever make a video that goes deeper than this for lists I'd love to watch it. :) And thank you again, you have probably changed how I use lists for the near future 😊

[mandypaulissen]

This is one of the best videos of this topic - concise yet extremely informative! I've learnt a lot in just less 20 minutes! Bravo!

[joesav]

Hello…this was very helpful. Can you tell me how to add a new yes/no option once a list is created? For example - in the example you provided, how could someone add another input option for the “status” column? Thank you.

[Tech-Mond]

Thank you so much man you enlightened me with a brilliant tool! from today no Excel, most welcome lists

[AudreyDaniels-vkjb]

I enjoy these videos. I can learn things I need for work and I feel like I'm talking to a happy gnome with a beautiful friendly accent. Not to be weird but I love your beard and your accent, it comes across as me sitting in my front driveway sipping my favorite beverage while having a happy little chat with my garden gnome as I create lists for my work. Awesome blossom. Thank you for making late-night working more enjoyable.

Thank you big time for this simple but straight to the point video. You managed to give me the basic information I needed to start using this app and also hinted about the options that are there for me to play with. Awesome video. Thank you bunches.

[ycugcoi]

Hi Jonathan, thanks for your videos. I have a few questions for my SharePoint project. The goal is to link different items from different departments. For this I want to use lists because they are very useful to quickly visualize what we want. The problem I'm having is that I don't know how to properly connect these different lists (like a database). Each list has a collum which contains the item's identity (id_code) which is manually put into the primary list. I've tried various tools such as lookups and power automate. The problem is that if I modify an item in the parent or child list, the modification is not propagated to the other lists because I can’t find the id_code automatically. If I compare it with the database, it's a primary key problem.

Is list is the ideal tool for that job?
What would you do if you were me?

[mauricioamacedo]

Hello, I'm trying to have 1 product and enter quantities, that is, I have the main warehouse, then from that warehouse the products can go to 3 possible bars, however, I wanted to see if I could find some automatic formula in which, depending on the association with the bar, I deduct of the warehouse. Could you help? I'm using the Microsoft list (asset management) template