All the ways you can create lists in Microsoft Teams to keep track of important information.
Microsoft Lists is a new Microsoft 365 application that makes it very easy to manage and track any information using collaborative lists. And its integration with Microsoft Teams makes it even more powerful. You can add it as a tab in any team channel and collaborate with your team members to work efficiently.
Users can create new lists directly from Microsoft Teams after adding them as tabs in channels. You can create a new list from scratch, use one of the templates, or import data from an excel table or an existing list from Microsoft Teams to use rules and list structure.
But you cannot import private lists from your Microsoft List home. You also can’t add Lists in Microsoft Teams as private apps and create private lists. To use Microsoft Lists to create personal lists and always know everything, you need to use a standalone application.
Create a New List
After you add the List application as a tab on a channel, you can create a new list. Click on the ‘Register’ tab. This tab has two options: ‘Create list’, or ‘Add existing list’. Click the first one.
Create a List from Scratch
If you wish to create a list from scratch, select the ‘Empty List’ option. When you select an empty list, you need to create everything in the list yourself, even the column numbers and names.
Enter a name for the list, a description if you wish, choose a color and an icon, and click the ‘Create’ button. The tab will start showing an empty list where you can add columns and list items.
You can enter ‘Quick Edit’ mode to enter information into a list like a table, or you can add individual entries in the list by clicking the ‘New Item’ button.
You can also define rules for columns in your list directly from Microsoft Teams. Define rules allow you to conditionally format a list so that entire columns or rows in the list appear or disappear only when they meet certain conditions.
To define rules for a column, click the arrow next to the column name and go to ‘Column Settings’ from the menu. Then select ‘Format this column’ from the submenu.
Then click ‘Manage Rules’ under conditional formatting to define rules for that column.
Creating Lists Using Templates
You can use templates to build lists in Teams. There are 8 general templates and 3 industry specific templates. There are generic templates for Issue tracking, Employee orientation, Event Itinerary, Asset management, Recruitment tracking, Trip requests, Job progress tracking, and a Content Scheduler. Then, the 3 industry-specific templates include templates for Patients, Incidents, and Loans.
After clicking on the “Create List” button, select the template you wish to use. It will open a preview of all the elements in it. If you think that’s the right choice for you, click on the ‘Use Template’ button.
Using a template reduces the time it takes you to build a list because the basic structure you may need is already there. You can rename or delete columns you don’t have. Or you can start entering items in the list in their respective column types.
Adding an Existing List
Apart from creating new lists and adding them as tabs on your team channel, you can also add existing lists to Microsoft Teams. But you can only add lists from other teams or channels in Microsoft Teams, and not your personal lists from the home of the Microsoft Lists app.
Click on the ‘Add existing list’ option after adding List as tab.
All of your existing lists will be displayed on the screen to choose from. Click on the list you want to use to add it to the channel. You can also add an existing list from your SharePoint site by pasting the link to the site in the text box.
After you select a list, its contents will appear in tabs. And you can edit them however you like.
Microsoft Lists is a powerful new tool in your Microsoft Teams arsenal. And with features like conditional formatting, templates, etc., they’re sure to be a big hit for everyone.