Top 10 hidden gems: Microsoft Lists

Did you know Microsoft Lists could do this or that? In this demo video, we hope you’ll find a few useful, hidden gems to jumpstart your information tracking in Microsoft 365. Maybe you’re just getting started or have been at it for a while. Regardless, Lists can help you and your team across numerous scenarios - tracking issues, managing assets, and supporting an internal event. Lists are simple to create and highly customizable based on whatever you want to track, organize and automate. And we’re here to help you. Gem hunters, ready? Give it a view and learn as you go.

Jump right to the gem chapter that most catches your eye in this video:

00:00 - Introduction to the top 10 hidden gems: Microsoft Lists
01:22 - #1 | Favoriting a list for easy access.
02:47 - #2 | Create a list from a template.
06:10 - #3 | Create a new list using the format and structure of an existing list.
08:42 - #4 | Take lists with you on the go – Lists app for iOS (iPhone & iPad).
10:00 - #5 | Add a list to a Microsoft Teams channel.
13:54 - #6 | @mention colleagues in a list item and to the team chat
16:08 - #7 | Visualize item milestones with Calendar view.
18:56 - #8 | Make quick updates with grid view, including bulk actions.
20:38 - #9 | Get notified when information changes.
23:32 - #10 | Add conditional formatting to programmatically change how your lists and list items appear.
27:44 - Closing end thoughts

Additional resources:

[MrHics]

thanks for dividing up the timestamps. It made it SUPER easy to track back to review certain items later!

[AnandavadivelanV]

@Mark I love how you used Lists to show the topics and the author presenting, fantastic!

[tyakimov]

Brilliant, super well presented and structured. Bravo!👍

[elliotmanuel]

This is incredible. Thank you so much for this tutorial.

[roshni]

Very helpful video! Answered all my questions 😊

[michaelhoof]

@Mark, Thanks for sharing. Is it possible to change the calendar view? Currently "Sunday" is the first day of a week but for a working calendar "Monday" should be the first day.

[akshayguddimath]

Hey Mark what if I want to send notification when multiple columns or it's value is changed. I think MS should provide a option to that you can customise your list as per your requirements using code also.

[melissaw]

Thanks for the detailed video! Would love the ability to @mention in Planner/Tasks by To-do as well. When there are multiple assignees to a task and there needs to be a dialog with a specific assignee, the @mention feature would certainly help. It would also help to be able to identify who completed a subtasks (checklist item) when there are multiple assignees on a task. Pardon me for noting this on a Lists video but while seeing the features demonstrated in Lists, I believe these additions (especially @mention) would be very useful in MS Planner. Thanks!

[olgamelo]

Hi Mark, great video! The search box is not available in the list in MS teams! There is no way to search. Filters are not intuitive for some users. Any suggestions? Thank you

[bill]

for long list, is there a way to get the summary (status for instance) of all listed items in 1 chart or table?

[dereketsao]

Hi Mark, when create a new list, I can not see full list of the Sharepoint sites when I add new list to a specific site. There is only a list of recent sites showed for me to add store my new list. How can I add a new list to a Sharepoint site that is not showed in the recent Sharepoint site list? Appreciate comments from other audience as well!

[roxrqwp]

Thanks for sharing, would love to see the new Sync Microsoft List feature.

[kenm]

Great tips. Is there a way to create a pill when you add the text of a new category?

[ginoginetto]

@ Mark
hi mark i need to define user access to lists for the contents of a column. for example the "area" column contains "south", "north east" etc. users will need to be configured to only see south or north east etc.

[hhbadarin]

Thanks for the video.
I keep getting an error when I try to add lists to MS teams.

[Billwilderment]

Have you figured out how to REORDER rows in lists? I spent the last 2 hours creating a bunch of list items for employee onboarding, in no particular order. then I wanted to add a couple more do do within the first week, but within that week, I want others to be done before other items. It appears Microsoft does NOT allow you to re-order via drag and drop. I was going to have other office personnel add to the list, and their items will come before mine. It seems useless if we can not reorder the items and a MASSIVE oversite by microsoft

[MotherLand-Cambodia]

Thank you so much, that's helpful.
Anyway, is there a way to print out each list item?

[webdesignlondon]

Can we add tasks to an item in a list and then add automation such as moving items in a list to a new list based on them reaching the end of a pipeline/workflow?

[greeksurferdude]

Just discovered lists and it's pretty awesome, it was exactly the tool I was looking for. One comment, on the android app lists are too spacious. Can you add other view settings?

An excellentt video. A lot of information, for watch several times. Thanks for sharing.