How to use Microsoft Lists

hi everyone kevin here today i want to show you how you can both get and use the brand new microsoft lists it's now generally available and you can start taking advantage of it and although it's generally available there's still many features rolling out but that's a typical web product where over time more and more value will be landing first off what is microsoft lists and what makes it unique well just like the name implies microsoft lists allows you to create lists to organize information with those lists you can share it with others and you can collaborate with others on those lists now so far that sounds like everything that you could do in a spreadsheet with a list what's unique about microsoft lists well a few things first off you can visualize your data in many different ways once you get your data into a list you could view it in a standard grid format just like in microsoft excel you could also view it in a card format and a calendar format you could define what data is visible in a card or what data is not visible in the card so you have a lot of control over how you present your information along with that you can also apply lots of different smarts to your microsoft list let's say for instance that i have a list issue tracker and maybe one of my items goes from on track to delayed i can set up a rule so it sends me an email and maybe it sends the person who owns the issue in email letting them know about the status change lastly you can also connect microsoft lists to things like power automate and also power apps with power automate for instance let's say that we have a customer ticketing system and a customer comes in and submits a ticket we can have it automatically get added to our microsoft list and then lists can post over in teams and let our team know about the new issue that's come in try doing that in a spreadsheet now you might be wondering when would you use microsoft lists well let's say that you have an issue tracker maybe you want to track inventory maybe you want to track assets maybe you work at a hospital and you want to use it to track patients there are many different uses for microsoft lists and you might be thinking well it sounds kind of similar to what microsoft planner and microsoft to do do they both track issues and teamwork doesn't lists do that and it is true you can use microsoft lists as a way to track individual tasks and also team tasks but microsoft planner and microsoft to do specialize in that and they have views that are catered exactly for those use cases and lists doesn't lis is really much more of a broad use case for example inventory asset tracking patient tracking so use the right tool for the job there are differences and feel free to explore them this might all sound very similar to sharepoint lists and microsoft lists is really an evolution of sharepoint lists when you look at the competition like monday.com you have a sauna reich air table the list is at the core of those experiences for microsoft to stay competitive they needed to invest heavily and that's where you get the standalone microsoft lists app alright well enough talk about microsoft lists why don't we jump on the pc and take a look at what the experience looks like here i am on my pc and first off i want to show you how you can get microsoft lists to get microsoft lists head to the website office.com to use microsoft lists you need either a work or school microsoft 365 account unfortunately if you have a personal microsoft 365 account you won't be able to use microsoft lists once you land on office.com let's click on sign in once you sign into office.com you'll land on the office.com authenticated page to get to microsoft lists up in the top left hand corner let's click on the app launcher and you should see a new option now for microsoft lists as part of the core apps if you don't see it as part of the core apps here click on all apps and this will expand and show you all the apps you have access to and you should see lists within here let's click on lists along with using lists through the office.com website you can also get to it directly from microsoft teams when you're within a channel in microsoft teams you could go up to the tabs on the top and click on the plus icon and that'll add a new tab this will open up the add a tab dialog and within here you'll see the option to bring a list to your channel let's click on lists here here too i can add a list directly through microsoft teams and i can access the same set of lists whether i go directly through office.com or whether i go through teams it's simply another way for me to access my microsoft list i'm back in my browser on the microsoft lists home page and i want to briefly walk through some of the functionality here at the very top and in a moment we're going to click on this i have the ability to add a new list down below i see all of my favorite lists i currently only have one to add a list as a favorite you can click simply click on the star here and that'll add it to your favorites category down below by default i see all of my recent lists that i've interacted with whether they're lists that i created or others created if i click on this drop down next to recent lists i can toggle between recent lists that i've accessed or i could simply look at all of my own lists also over on the right hand side there's a filter that i can click on and i can see all of my recent lists or i can limit it to recent lists that i created if i hover over an individual list object i see an ellipses down at the bottom and i could customize it for instance i could change the color the name or the icon i could click on it again and i could share it with others that's one of the powers of microsoft lists working together with others on a list and i also have the option to remove it and if i'm in the my lists view i can delete a list so lots of different controls and functionality here on the home page i'm going to click on new list once i click on new list this opens up the create a list dialog and i have a bunch of different options in here i want to take a moment to look at what we can do first off i can create a new blank list and this is a blank canvas and i could design what the list looks like and i get to define the structure i can also start from an excel spreadsheet and when i bring the data in i could define what the data schema is and lastly let's say that maybe i had an existing list and i'd like to use that as my baseline i could reuse all of the structure and i could also bring over all of the business rules now one of the really neat things about microsoft lists is you have all of these different templates that you can start from and microsoft lists set this up in a way where some of the most popular things you might use microsoft lists for appear here for instance you could set up an issue tracker employee onboarding and it goes on and on in terms of what type of lists you could create let's click into one of them to see what this looks like when i click into one of these templates it gives me an example of what this template looks like so here i could see what the data structure looks like and i could use this as an example especially if i want to create let's say a blank list i could use this to help inspire me in terms of what types of fields i can include in my list if i click through all the different types i can see what types of lists i can create now once again if you're thinking of well hey sharepoint list how is this different well you have the addition of all of these rich templates and additional rules when you think of something like planner and to do once again this is really much more of a broad use case above and beyond what you would just do in something like planner or to do next i'm going to click on back and i want to simply start from a blank list to show what that experience looks like once i click on new blank i can define the name and the description of my new list now with the kevin cookie company we're aggressively opening new locations and i sure could use a microsoft list to track everything for the name i'm going to type in new location tracker for the description i want to give a little bit more information about what this list is so i'm going to add a very descriptive description saying track new location openings now i could choose a color and i've always heard that red is a power color so we're going to go with red for the color of this list i can choose an icon and new locations i guess a cube is kind of like a building so let me go with the cube and i can then define where i want to save my list to i could put it under my lists or i could choose a recent site i'm going to leave it in my lists and click on create this now drops me in a blank new microsoft list and i can now create the list however i want and it is truly just like the list here i see different column headers right now there's only one pre-selected column but i could go in and i can add other columns in here now let's add a few columns together just to see what some of the capabilities are now microsoft lists just added one column for me called title i don't think i necessarily need that in my list i'm going to rename that if i click on this drop down i can go in and i can change the different column settings i'm going to first off click on rename this opens up the rename dialog and i'm going to type in store name once i type it in let's click on save this now changes the column header to store name and i'm going to go through and add a few more columns to my new location tracker first off i want to add location number i'm going to click on add column and this is going to be a number this opens up a pane over on the right hand side where i could set many different attributes for this new column i'm going to call this column location number i could type in a description i could define the data type how many decimals there are all sorts of different options i could configure i'm going to click on more options and because these are store numbers i want them to be a unique value so i can toggle on enforce unique values once i'm satisfied with all of this i can click on save next i want to go through and add a few more columns and once again as i add my different columns i could set the data type so maybe i'll add a location column and set the data type to location i'll also add the franchisee name and for this i could select person so for the different column types i could set the appropriate data types now i've added all of my different columns to my microsoft list but it looks like i missed one column i wanted to add a column around the status luckily it's very easy to add in a list wherever i want if i hover over between two of the columns a plus icon appears and i can add another column to my list let me click on this and i'm going to add a choice column for status i'm going to type in status and then i could define what my choices are and i'm just gonna have two types of status it'll either be on track or issues of course if it's issues i don't want it to appear green if there are issues it'll be red and if it's on track we're gonna go with green and we don't have a third choice so i'm gonna remove that and everything else looks good so i'm gonna click on save now i just added another column by clicking on the plus icon but let's say i already added columns i can simply drag and drop items and columns where i want them so i have a lot of flexibility in terms of how my list looks now that i've added all of my different column headers to microsoft lists i want to start adding some data in here because we have a lot of locations we're adding so i need to start populating this there are two different ways to start adding data up here i could click on new or i could edit in grid view let's add the first location by clicking on the big new button in the top left hand corner this opens up a pane and a form where i can now go through and i can enter all of the data in here i'm going to add our first location now as i'm entering all of the information here i'm on the franchisee name step the nice thing here is this connects to azure active directory and here i can look through the directory and i see that adele is one of my franchisees so i'm going to select adele on here i've gone through now and i've filled out all of the data within this form and now i'm going to click on save this now adds the first item to my form next i want to click on edit in grid view and i'll add one more store location via the grid this opens up the grid view now i'm going to click on add new item for the location number i just entered in one and if you remember earlier i set up a rule that said it had to be a unique value here you see that it indicates that it's not unique so here it forces me to enter the appropriate data type so i'm going to enter in a 2 and now that error should go away i've now gone through and i've added the second item to my microsoft list it's starting to come together and you can see that we have a few locations opening now that i've entered the next item i'm going to click on exit grid view one of the nice things about microsoft lists is i don't have to work in isolation up here on the top bar i can share this with other people let me click on this this opens up the share control and i can now type in a name of a person i want to share with i'm going to share this with kat larson i've selected cat larson i could add other people if i want but for now cat's enough to add down below i can also set what type of permission she'll have whether i want to give her full control just edit permissions or view permissions i'm going to give her edit permissions i can add a message i could also notify her and now i could click on grant access so we could work on this list together now that i'm sharing it with someone else i want to start showing some of the more advanced functionality of microsoft lists here for the capacity it's hard to look at the number to really get a sense for how big or small a location is if i click on the column header up here i can set different column settings for instance i can format this column let's see what we could do here when i click on format this opens up a pane on the right hand side and i can use data bars to help very quickly visualize how big or small location is that looks great i'm going to click on save not only can i format the capacity column i can also apply conditional formatting for instance whenever i work with adele she wants me to be super responsive so i want to make sure i see all locations in this list where adele is involved luckily conditional formatting will help me with this just like we did with capacity i could click on the franchisee name column go down to column settings and here i could click on format this column this opens up the format pane on the right hand side and i'm going to click on conditional formatting now i can click on this to define what my conditional formatting rule is so i could say if the franchisee name is equal to and now i'm going to type in adele vance here i see adele vance i'm going to select her name i can add another condition but i really just want to check if it's adele and then i could define what the item looks like so i'm going to click here and maybe i wanted to highlight the cell in let's go with blue once i'm all done i'm going to click on save along with conditional formatting i can also summarize my data directly in a microsoft lists under location number i could click on this drop down and there's an option called totals i could add the count of items i could pull together the average the max the min and a number of other things i just want to see a count of locations so i'm going to click on count you now see that it's added account to the bottom of my list so far much of the functionality that i've shown is fairly standard i now want to show some of the more advanced and unique functionality now that i've entered all of my data into microsoft lists i can visualize it in different ways if i go up here to the top right hand corner i can switch the view here right now it's in a list format but i can also switch it to compact list coming soon i'll have some additional options for instance i'll be able to see all of my list items in a calendar here you'll see that my two locations have different open dates i can visualize that on a calendar i'm also going to have a gallery view and a gallery view will visualize my data in cards and i could define what data is part of those cards and what data is not part of those cards so this way it'll make it easier for others to view the data that's within this list now back to some of the more standard functionality up here in the top right hand corner i can also apply different filters to my data and i could also set permissions to my list here you see that i added cat i now want to show some more of the advanced functionality if i right click on one of these items in my list i see within this submenu that there's an option to alert me let's see what that does within alert me i could define who an alert goes to i could say whether it's by email or text and i could say when i want to be alerted for instance let's say someone comes into my list and they change something i can get an alert for that and here i can choose whether i want an alert or notification for every single change or if i want a summary with alerts microsoft lists is improving that experience for instance here within my list let's say that a column value changes so let's say for instance this london location maybe previously the status was on track and it recently changed to issues i can set it up so i get an email about that and i could also set it up so cat would get an email about it it's going to be fairly easy to set up these types of rules along with that i can get an alert if a new item is created or if one of these existing items is deleted not only can i set up rules within microsoft lists but some of the true power comes from integrations with power automate if you're interested in what power automate is and how you could get started with it i've included a link to a video that i did on power automate a little while back up here on the top bar i can click on automate and then select power automate to create a new flow when i click on create a flow i see a bunch of example flows that i can add for instance i can send a customized email when a new list item is added if i click on show more at the bottom i'll see all sorts of different flows that i can set up for instance one of my favorite ones is i could post a message to microsoft teams for a selected item if i add that flow so there are lots of different ways i can integrate my list with different apps and services not only can i have services feed into microsoft lists in the intro i talked about an example where maybe you have a customer ticketing system and that gets added to your list but you can then also have list send data out by leveraging power automate within this example here i can send an item to microsoft teams so it really increases the power and flexibility of microsoft lists so far we've just looked at what the browser or desktop experience looks like one of the great things too is microsoft list is also available on the iphone and on android so you can take advantage of the list experience wherever you happen to be alright well that was a quick look at how you can start leveraging microsoft lists if you found this video helpful please give it a thumbs up if you want to see future videos like this hit that subscribe button that way you'll get a notification anytime new content like this comes out and lastly if you want to see me cover any other topics in the future leave a comment down below and i'll add it to my list of videos to create that's where this video came from it came from viewer suggestions like you alright well that's all i had for you today i hope you enjoyed and i hope to see you next time bye you

Channel: Kevin Stratvert

Views: 314,650

Rating: 4.9459953 out of 5

Keywords: kevin stratvert, microsoft lists, lists, list, sharepoint, share point, microsoft 365, 365, office, microsoft office, monday.com, asana, wrike, airtable, air table, list app, iphone, android, microsoft, ms lists, ms list, microsoft list, planner, to do, data, power automate, power apps, powerapps, flow, filter, mobile, how to, tutorial, guide, help, support, alerts, alert, notification, notifications, track issues, issue tracker, asset manager, inventory, inventory tracker, tracker

Id: xKQKw_hCqko

Length: 20min 59sec (1259 seconds)

Published: Thu Sep 17 2020