Microsoft Lists Tutorial: How to Connect Data Between Lists with Lookup Columns (2023)

Want to improve your data management in Microsoft Lists and connect your List to other Microsoft Lists and SharePoint Lists? Then check out this Microsoft Lists tutorial on connecting separate lists using lookup columns

In this video, we'll walk you through step-by-step how to connect an Order/Sales List to a Products List and a Customer List and bring in associated data from those lists, all within minutes.

This means we don't need to re-create data we store in other lists, and allows you to re-use data and create a more efficient way of working.

Whether you're a beginner or an experienced user, this tutorial is for you!

#microsoftlists #tutorial #productivitytips #microsoft365 #your365coach

00:00 Introduction to Connecting Lists
01:12 Reviewing our Order List
01:27 Reviewing our Customer List
01:38 Reviewing our Products List
01:54 Creating our Lookup Column in the Order List
02:21 Configuring Additional Columns from the Customer List
02:39 Reviewing our Customer Lookup
02:50 Creating our Lookup Column to our Product Lists
03:35 Updating our Lookup Column to our Products List
03:57 Creating an Order with our Customer and Product Lookup
04:23 Accessing a Lookup Link
04:54 Adding Additional Columns from our Lookup
05:22 Summary

[flibryd]

@your365coach Thank you for the great video! How would I take this a step further? For example, how could I track the status for each of the items the customer ordered as shipped or not shipped?

[irwin-hirsh]

very helpful and clearly presented...I have subscribed Thanks

[mchousewar]

Is there a good way of linking lists between sites? Let's say, in addition to managing customer orders, I also want to manage customer contracts in SharePoint, and of course, I want to include a lookup column that links the Customer in the Customer List to the Customer Contract in the Customer Contract Document Library.

It seems I'm stuck with 2 bad options: I either put the Customer Contract Document Library in the same site as Customer Orders, which isn't ideal from a permissions standpoint; or I create a duplicate Customer list in the Contract Management site, which creates a data integrity headache.

I can't seem to square the circle between maintaining a separation of concerns with the need for cross-department collaboration.

[mjb]

One thing to be cognizant of with lookup list is that you don’t want to delete items. If you do the data will disappear from the list you are looking up from as well. This applies to all previous items saved. That being said the choice data type may be a better option or you need to add and Active column and a calculated column in your lookup list to filter out inactive items.

[daniellemartineau]

Thank you for the very clear explanation. Super helpful! Question: I was hoping to use the values from one SharePoint lookup in a formula. However it seems like SharePoint lists doesn't allow you to use formulas with lookup columns. Is there a workaround for that? Surprising that would be a limitation. Admittedly I'm new to SharePoint lists and may not know how. Either way thanks for this super helpful video.

[huseyin]

Hi,

Thank you for this. Quick question, when the look up is done, and you 'edit in grid view' which then gives you the drop down options for what you want to copy over to this list...

Cant that be skipped and ensure its all done automatically? Where a new row is populated in list two, when a new row is added in list 1?

Hope that makes sense

[rossmulligan]

Hi Scott, your video covered almost everything I need for a project I was asked to create. One thing your video didn't cover is item quantities within the request. If my product lists item names and quantities, how can I modify the principles of your request system to allow a customer to select a quantity of items and then show an updated total of the quantity available?

For example, I have mugs as an item on my product list and I have 500 of them. If a customer requests 10 of those mugs, I want the request list to have a column that calculates my remaining number of mugs, which would be 490.

[emreylmaz]

Hi, thank you very much for the video. I have a situation like this that I want to do, for example, I have two tables, if I look at the first 4 columns in the first table and match the 4 columns in the second table, I want to take the value from the second table and automatically write it to the first table, how do you think I do?

[claudiotorres]

Thanks! Through the customer list we cannot click on a link taking us to the orders for that specific customer right? I mean directly using lists. I know we can do through powerapps etc but native lists the two way connection is not possible or?

[nurulsyazana]

thank you for great tutorial. why some of column in Customer name List does not appear. for example internal account. Please assist me

[aigudewie]

Is it possible to use this with automated import ? Because at the moment i can only attach them manually by clicking on them. Is there a way that it will detect the unique name and attach it automatically ?

[TheMarkGross]

would love to lookup active directory based on email addresses and populate columns with AD information i.e. department, home office, etc.

[tpg]

Perhaps I am sort of old school, but why not use a database for this? Also, wouldn't you want the invoice amount to be calculated from the price of each item multiplied by the quantity?

[jannistomongan]

Is there a way for us to filter certain product for a certain Customer?
For example, product shown for customer A will be for 1, 2 and 3, and for customer B the product shown will be 4, 5 and 6.

[abdirazaksuldan]

Is there a way to lookup an image for product category