How to Use Microsoft Lists for Project Tracking and Data Management

Microsoft Lists is a Microsoft 365 app for tracking information, organizing work, and managing data collaboratively. It functions as a lightweight database that integrates with Teams, SharePoint, and Power Automate.

Getting Started: Create a List

Access Lists through the Microsoft 365 app launcher, Teams, or SharePoint.

Create from Template

Microsoft provides ready-made templates:

• Issue Tracker - Bug and support ticket tracking
• Employee Onboarding - New hire task checklists
• Asset Manager - Equipment and inventory
• Content Scheduler - Editorial calendars
• Travel Requests - Approval workflows

Import from Excel

1. Click New list > From Excel
2. Upload your spreadsheet
3. Lists auto-detects column types
4. Review and adjust data types as needed

Create Blank List

1. Click New list > Blank list
2. Name your list
3. Add columns manually

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Understanding Column Types

Unlike Excel, Lists enforces data types for consistency:

Column Type	Use For
Single line of text	Names, titles, short descriptions
Choice	Status, priority, category dropdowns
Person or Group	Assigning tasks to team members
Date and Time	Due dates, deadlines, events
Number	Quantities, costs, ratings
Yes/No	Checkboxes for completion status
Lookup	Reference data from another list
Image	Product photos, asset images

Tip: Use Choice columns instead of text for consistent filtering and grouping.

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Working with Views

Views display the same data in different ways:

Grid View

Default spreadsheet-like view. Best for bulk data entry and editing.

Gallery View

Visual cards with images. Ideal for asset tracking or employee directories.

Calendar View

Displays items based on date fields. Perfect for content calendars and scheduling.

Board View (Kanban)

Drag-and-drop cards between columns (like Trello). Great for project management:

• Group by "Status" column
• Move items from "To Do" → "In Progress" → "Done"

Creating Custom Views

1. Click the view dropdown (e.g., "All Items")
2. Select Create new view
3. Set filters (e.g., "Assignee = Me")
4. Choose columns to display
5. Save for quick access

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Automation with Rules

Click Automate > Rules to set up notifications:

• "When an item is created" → Email the manager
• "When a column changes" → Notify the assignee
• "When a date is approaching" → Send a reminder

Power Automate Integration

For complex workflows:

1. Click Automate > Create a flow
2. Build multi-step workflows
3. Example: When "Travel Request" status changes to "Submitted" → Start approval in Teams

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Teams Integration

Add Lists to Teams for collaborative access:

1. Go to a Teams channel
2. Click + (Add a tab)
3. Select Lists
4. Create new or add existing list

Benefits:

• Team members can comment on specific items
• Chat about list items in the side panel
• No context switching between apps

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Common Use Cases

Project Management

• Columns: Task, Assignee, Due Date, Status, Priority
• View: Board view grouped by Status
• Rule: Email assignee when task is created

Asset/Inventory Tracking

• Columns: Device Name, Serial Number, Photo, Assigned To, Purchase Date
• View: Gallery view to see asset photos

Help Desk / Issue Tracking

• Columns: Issue Title, Reporter, Priority, Status, Resolution
• View: Board view for workflow management
• Form: External submission form for ticket creation

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Related Articles

• How to Use Microsoft Bookings
• How to Update Microsoft Teams