>> Hello. My name is Miceile Barrett, I'm a Program Manager at Microsoft, and today I'm going to talk to you about the power
of Microsoft Lists. Lists is your smart
information tracking app in Microsoft 365 to create, share, and track work
across your team. For example, with Microsoft Lists, it is simple to create
an issue tracking list to track progress on issues
that need to get completed. Using Lists to create an event
itinerary helps plan and coordinate an office conference or business summit with many
different speakers and sessions. Using a list to create
an asset manager, helps you keep track of physical
assets that your team is using, noting who has each
device, repair status, check-in and out dates, all while ensuring
everyone is informed. Microsoft Lists can
be used from within the apps you use every day
such as Microsoft Teams. For example, the status
reporting list helps my team stay connected as results
pour in across the team. Many of you might already be
familiar with the ability to create lists in Microsoft
365 within SharePoint sites. Rest assured, everything I'm showing is an evolution of
those capabilities. Our goal is to make those
of you already using lists more productive and make it
easier than ever to get started, let me show you what I mean. The quickest way to get started
with Microsoft Lists is with the new List app available inside
the Microsoft 365 App Launcher. The List app shows you-all the
lists you've recently accessed, including lists you've created, lists that have been shared with
you or you've recently visited, and lastly, lists you
own, which can be viewed separately under this
drop-down in "My lists". You can bookmark list by
using the favorite feature, just click on the
"Star" next to a list and add it to your favorites so when you've returned to the list app, you can get back to the
content, super quickly. To create a brand new list, click on the "New" button
at the top of the page, from here, you have multiple
options to get started. First, the "Blank list" option
allows you to start from scratch and define your own
structure, formatting, and data. "From Excel", allows you to upload an Excel file and choose the table
of data you'd like to import, from here you can define
your data schema and create a new list from
your content from Excel. The third option "From existing list" is great when you want
to re-use the structure, formatting, and business
rules of a list that's already in use and
provides what you need. To help you get started quickly, you can create a new
list from a template, each template comes with
pre-defined structure and formatting that help jump-start a common information
tracking scenario. Today, I'm working on coordinating my team's launch event
at our June conference. This June event has a lot of
different sessions and speakers, so I'm going to use the "Event itinerary" template
to keep things organized. After selecting the template, I get a quick preview
of what my list is going to look like
with some sample data. The schema looks great to me, so I'm going to go ahead and use
this template to create my list. I name my list "Event
itinerary - June Conferences", I can write a quick description
of what this list is about. This list will be used
to track all sessions and speakers for our
June launch event. I'd like my list to be blue and
my icon to show the checklist. This icon will appear
in list home and within my list to help me
easily identify my content. Lastly, I can choose where
to create my new list, the "My list" option,
creates a list that only I can see until I decide to share
that list with other people. This option is great when you
want to work on your own and later share the list with your co-workers when you're
ready to work together, or I can create a list
for one of my teams inside of my Microsoft 365
group-connected team sites. This option is great when you
already have a team, up and running and you want all that
team stuff to live in one place. For this scenario, I want
to create the list and all the content before I
share the list with my team, I'm going to save this
within "My lists". Now, at the heart of every list
is a table of data you work with, similar to a spreadsheet. After creating the template, we land in my new list with all the schema defined and
formatting ready to go. To get items in my list quickly, I'm going to copy and paste my content and I can add new items
manually, which I'll do here. After I add all of my
sessions to this list, I end up with the list
that looks like this. I can continue
customizing this list by dragging and dropping my
columns to the desired name. As I scroll through, you'll notice that the first
column sticks so that I can see all of my content
that's relevant to me. Lastly, I have two options
for viewing my data, I can choose the "Fixed
height" row that we're in now, or if I want to see all of
my content I can choose the "Autofit height" so that
it expands and wraps the text. Now that I have all my sessions in, let's layer on a few
lightweight processes to ensure that everything stays on
track for a successful June event. A key part is making sure that
people know they have work to do. First, I need to share my
list with my team members, I can use the "Familiar
Common Sharing" control, the same control used
for sharing files. Within this control, you
can easily decide if the recipient has editing
or view only permissions. I'm going to share this
with my co-worker Nestor, and I'm going to notify
him that he now has access to the "Event itinerary" list. Next, I want to shine a spotlight on the events people need to
pay specific attention to. Within my "View formatter", I can use "Conditional formatting" to highlight the items that match
a certain set of criteria. For example, I can easily highlight
events where I'm the speaker, I simply edit this rule to show when the speaker is equal to myself, I show the list item as blue. You can see the preview, over
here, where I can now easily see the sessions that
I'm responsible for. To collaborate with my teammates
on this June conference, I can comment directly on
an individual list item. Items that already have
comments show the comment icon, when I hover over this icon I can see there are already 23 comments. I click to "Open the comments" pane and I can leave my own
comment on the list item. You can even @mention
somebody to send them a notification to call something
specific to their attention. Lastly, you can make this list
an even more powerful app by setting up rules that automatically remind people when an
event is coming up. With my list, I can select
"Automate" and "Create a new rule", I can choose what will
trigger my new rule. For me, I want my rule to take place every time a new item is created. When I select this trigger I can see that when a
new item is created, send e-mail to speakers, this will e-mail the person
listed in the speaker's column. To make this rule even
more tailored to my needs, I want to send an
e-mail specifically to the budget coordinator of
this event, Lincoln DeMaris. >> All right. When I added Lincoln, I can now hit "Create" and I'll see my new rule is created
and on and running. Lists are more than just
rows and columns of data. With Microsoft lists, you can customize how your
data is visualized. For example, you can
view your list data inside configurable cards by switching
to our "Gallery view" layout. This layout shows each row of
my data as an individual card. These cards are super
helpful when you have a visual element that should be
front and center, like images. To change how these cards look, I can format my current view, and I can edit the designer. Inside of the designer, I can customize which fields appear, such as my image field, and I get to choose how it appears by either
showing the preview or not and which order it appears in. I additionally want to show my speaker's preview to see
the profile of the speakers. Lastly, I can customize this card to either show
the column title or not. I can save this card view and you
can even set this card view as the default view so that
your list displays in the gallery view for everyone
when they load the list. For my June conference, visualizing all the sessions as a calendar is critical for my team. I can simply create a
new calendar view in any list that has one or
more date time fields. I can click "Create new view" and
select the "Calendar" option. I'm going to name this
my "Session Calendar", my title will be session name, my start date column
will be my start time, and my end date column
will be my end time. I'm going to leave this as a public view, so that
my team can access it. When I scroll to June, we see all of the different
sessions that are occurring during the
June event conference. I can open up a single item to see all of the
details of that session. What we're looking at
here is the list form. Every item in a list has
a form that makes it easy to edit your items fields
and view all the content. This form can be configured, as well. When you open an items form, you can begin customizing the
form by editing the columns. You can adjust the ordering of the metadata and the
way it appears in the form and decide which fields
appear or disappear in the form. Additionally, you can
set conditions to only show certain fields when
certain criteria are met. For example, I only want to show my notes field, when I
am filling out the form. So I can set this condition on my notes column using
a simple if statement. You can see here, that the notes
column will only appear if the speaker value is equal
to me. I can hit "Save". We now see that the notes
field will only appear in the form when that
specific condition is met. Power users who are
willing to dig in can further configure the same
form with multiple columns, header, and photo sections,
and custom visuals. Let me show you an example. As you see here, the form is
customized to have a header, show three columns of data, and it's configured to
take up the entire page, so it's easier to view
all of the content. To go even further, users can add their own visuals
and a footer, as you see here. This June conference is feeling
organized and on track. I got my Conditional formatting
set up, my new views, helping to visualize the content, and all my rules are
up and running to help remind my team of the work
that needs to happen. If you and your team love working
together in Microsoft Teams, you'll be delighted to hear that everything I've shown you today works great inside teams from
start all the way to finish. You can create new
lists directly inside Teams using the same creation
experience I showed earlier. Or you can bring
existing lists inside a Team's channel as a
tab using the list app. Rest assured that as your team
grows and you configure views, formatting columns, and
rules inside your lists, everything will work the same
way across Microsoft 365, including any custom forums
you create for your list. Now, of course, the primary
use of lists inside "Teams" is to have conversations
about what you're working on. Every item in a list can have its own connected
conversation around it. You can view those
conversations in the context of a channel or the context of
that individual list item. This is super useful when a list has context inside of a specific channel. What I've shown you today
is powerful on its own. If you need to further customize
your forms and design workflows, you can connect your lists to the Power Platform
using PowerApps for dynamic forms and Power Automate for more complex
steps through a flow. Microsoft is committed to making
lists the best way to create, share, and track information. This means making them work the
way you do, in the browser, inside of Teams, and SharePoint. And yes, on your mobile device. We've heard from our
customers, that they want the full power of lists on the go. So we are proud to announce that
we're hard at work on lists app for both iOS and Android. This app will give you access to all of the lists
you've been working on, including the list you
star as favorites. From here, you can create new
lists directly from your phone, including the ability to start
from any of our templates, such as the "Event itinerary"
template we're previewing now. When you use the template, you'll have the ability to
select the list color and icon, as well as update the
name and description. Simply add new items
to your list with the familiar form an editing controls such as the text and choice fields. Once your content is added, you can scroll, filter, and swipe your way around any list, and you can edit data with a
single tap on your mobile device. Thank you for your time today. I hope this demo tour gives you a first look at Microsoft Lists and all the powerful ways
it helps you and your team track information
across your business. Thank you for watching.
I mean, Microsoft Access was a thing before Airtable, y’know...
The mobile application is almost a direct copy of Airtable's mobile app hahahaah
It's sad. All Microsoft knows how to do is run the photocopy machine.
Many people here don't understand how enterprise works. Airtable relies too much on third party services. Upload a file and open your network tab for example. Then they lack webhooks, and also have the 50k rows limit.
Microsoft doing this is genius. They get the users as it's included with Office so for enterprises it is FREE. They will wreck airtable on pricing. They will have an insane amount of engineering behind them. If you guys were thinking of software in terms of making money, you guys should be going gaga over this wishing you hit the market first. Airtable always left the opportunity on the table.
Airtable has a striking similarity to certain aspects of Microsoft SharePoint (circa 2005)
It had 'forms', editable grid views (like a spreadsheet) and linked tables.
Was pretty amazing, but if I recall they deprecated all the best features!
I wouldn't be surprised if the Airtable guy was a SharePoint user back then.
Edit... so I watched the video and yeah this is an evolution of SharePoint. The UI is definitely Airtable inspired, but ultimately Airtable kinda ripped off SharePoint so I'm gonna call it even.