Microsoft Lists Essentials: Enhancing Productivity Through Microsoft 365's Smart Information Tracking App

Table of Contents About the Author About the Technical Reviewer Acknowledgments Introduction Chapter 1: Introduction to Microsoft Lists 1.1 Welcome to Microsoft Lists 1.2 Significance of Lists in Modern Productivity Evolution of Information Management 1.3 Brief History 1.4 Overview of Features Basic Functionality and Structure Collaboration and Sharing Customization and Design Data Management and Operations Mobile Features Automation and Integration Web and Platform Integration 1.5 Summary Chapter 2: Getting Started with Microsoft Lists 2.1 Availability of Microsoft Lists Enterprise Users Consumers 2.2 Anatomy of a List 2.3 Accessing Lists on the Web: Enterprise Users Microsoft Lists from the App Launcher Lists Home on the Web Lists in SharePoint Lists in Microsoft Teams Lists Desktop App 2.4 Accessing Lists on the Web: Consumers 2.5 Accessing Lists on Mobile 2.6 Modern vs. Classic Experience Spotting the Differences Which One’s for You? 2.7 Summary Chapter 3: Basics of List Creation 3.1 Create Your First List From “Blank List” 3.2 List Templates Built-In Templates from Microsoft Disabling Built-In Templates Templates from Your Organization Add a Custom Template Remove a Custom Template 3.3 Using Existing Lists and Files From Existing Lists From Excel From CSV 3.4 Personal Lists Disable Personal Lists 3.5 Adding and Editing Data Add Individual Items Edit Individual Items Add Items in Bulk Edit Items in Bulk Best Practices While Working with Bulk Data 3.6 Creating Lists in SharePoint 3.7 Summary Chapter 4: Columns and Column Formatting 4.1 Column Types 4.2 Column Settings Default Value More Options Require That This Column Contains Information Enforce Unique Values Add to All Content Types Allow Multiple Values Column Validation 4.3 Column Type: Attachments 4.4 Column Type: Average Rating 4.5 Column Type: Calculated 4.6 Column Type: Choice 4.7 Column Type: Currency 4.8 Column Type: Date and Time 4.9 Column Type: Hyperlink 4.10 Column Type: Image 4.11 Column Type: Location 4.12 Column Type: Lookup 4.13 Column Type: Managed Metadata 4.14 Column Type: Multiple Lines of Text 4.15 Column Type: Person (or Group) 4.16 Column Type: Number 4.17 Column Type: Task Outcome 4.18 Column Type: Title 4.19 Column Type: Text 4.20 Column Type: Yes/No 4.21 Default Columns 4.22 Approval Columns 4.23 Understanding Column Formatting 4.24 Column Formatting Using Templates Conditional Formatting Template Choice Column: Choice Pill and Background Colors Templates Date Column: Format Dates Template Number Column: Data Bars Template Yes/No Column: Format Yes and No Template 4.25 Column Formatting Using JSON The JSON Editor 4.26 JSON Format and Syntax attributes customCardProps Property customRowAction Property children Property debugMode Property defaultHoverField Property elmType Expressions forEach Property inlineEditField Property Operators Operands style Special String Values txtContent 4.27 Example: Formatting Using JSON 4.28 Summary Chapter 5: Working with Lists 5.1 Basic List Operations and Controls Signals, Controls, and Visual Cues Opening and Viewing List Items Command Bar Rest State Single-Item Selected State Multi-item Selected State Command Bar in Consumer Accounts Contextual Menu 5.2 Organizing Your List Sorting Grouping Column Appearance and Visibility 5.3 Search and Filters Search Filters 5.4 Editing and Deleting Lists 5.5 List Settings List Name, Description, and Navigation Versioning Settings Advanced Settings Audience Targeting Settings Rating Settings Form Settings Delete This List Permissions for This List Workflow Settings Enterprise Metadata and Keywords Settings RSS Settings 5.6 Offline Lists 5.7 Exporting Lists 5.8 Recycle Bin 5.9 Summary Chapter 6: Mastering List Views 6.1 Views in Lists 6.2 Views and View Settings Density Settings Generic Settings and Options Format Current View Customize Card Edit Current View Save View As Set Current View As Default Rename View Delete View Add or Remove Fields 6.3 Creating New Views Saving Existing Views Duplicating Views 6.4 Views and Scenarios 6.5 List View Understanding List View Scenario 1 Scenario 2 View Settings Format Current View 6.6 Grid View 6.7 Calendar View Understanding Calendar View Scenario 1 Anatomy of the Calendar View Scenario 2 View Settings Tips to Remember 6.8 Gallery View Understanding Gallery View Scenario 1 Scenario 2 View Settings 6.9 Board View Understanding Board View Scenario Anatomy of the Board View Settings 6.10 Classic Views Standard View Calendar View Datasheet View Gantt View Map View 6.11 Formatting Views Using JSON Scenario 6.12 Summary Chapter 7: Collaboration in Lists 7.1 Overview of Collaboration 7.2 Access Permissions and Levels Permissions and Levels 7.3 Sharing Lists and List Items Sharing a List Link Settings Sharing a List from Home Sharing a List Item Copy a Link to an Item Access Settings Stop Sharing or Change Permissions 7.4 Access Settings in Classic Setting: Permissions for This List Setting: Item-Level Permissions 7.5 Collaboration Using Commenting Commenting on Items @mention in Comments Edit and Delete Comments Comment Settings 7.6 Versioning Viewing Versions Versioning Settings 7.7 Content Approval Content Approval Settings Approve or Reject Items 7.8 Real-Time Presence and Co-authoring 7.9 Summary Chapter 8: Lists on the Go: Mobile and Tablet Apps 8.1 Overview of Mobile and Tablet Apps 8.2 Basics of Lists on Mobile Login and Multiple Accounts 8.3 Anatomy of the Mobile App 8.4 Lists Home on Mobile 8.5 Create 8.6 My Lists 8.7 Know Your List Page Header List Header and Canvas Viewing and Editing Items 8.8 Organizing Your List 8.9 Sharing Lists and List Items 8.10 Settings Help and Feedback Accounts Security Date and Time Settings Third-Party Notices Version Number 8.11 Summary Chapter 9: Advanced Productivity with Lists 9.1 Math Calculations in Columns Enable and View Calculations Calculations in Groups 9.2 Lists Forms Benefits of Using Lists Forms Scenario Create a Form Sharing a Form Form Recipient Experience Form Data in the List 9.3 Reminders Create a Reminder Recipient Email Notification 9.4 Rules Create a Rule Rule: Data in a Column Changes Rule: A New Item Is Created Rule: An Item Is Deleted Notification Experience Manage Rules 9.5 Lists in SharePoint Pages List Web Part List Properties Web Part 9.6 Power Apps and Lists 9.7 Power Automate in Lists Create a Flow See Your Flows Configure Flows Configure Flows: Request Sign-Off Configure Flows: Content Approval 9.8 Power Automate Connector for Lists Triggers Actions 9.9 Power BI and Lists 9.10 Alert Me Create Alerts Manage Alerts 9.11 Summary Appendix 1: Supported CSS Styles in JSON Formatting Background and Borders Overflow and Rotation Visual Effects Dimensions Flexbox Layout Box Alignment Typography CSS Grid Margin CSS Columns Padding Positioning and Display Table Layout Text Formatting SVG Custom Properties for Inline Editing Webkit Line Clamping Others Source Appendix 2: Resources Index Unlock the full potential of Microsoft Lists, an indispensable tool within the Microsoft 365 suite for tracking and organizing information. This book is your comprehensive guide, from the fundamentals to the advanced capabilities of Microsoft Lists, and will help you improve productivity and foster collaboration. Whether you’re making a basic to-do list or managing a complex inventory system, Lists is built for a broad spectrum of users, from beginners to professionals, catering to diverse enterprise and consumer use cases. The book provides thorough coverage of a wide array of topics, from the history of the product and initial setup to the entire set of features it offers. Insights are presented on using templates, optimizing columns, managing your lists, mastering the views, JSON features, and the various sharing and collaboration tools to utilize the product for maximum productivity. The book includes the latest features, such as commenting, Lists forms, real-time presence, and an in-depth look at the mobile experience. This guidebook is designed to transform your approach to information tracking and management. It offers practical examples, scenarios, and step-by-step instructions, complemented by rich visuals. The book is ideal for enterprises seeking to boost team productivity and also for individuals who wish to manage information with friends and family. What You Will Learn Optimize information management and manage lists like a pro, with list templates, custom columns, views, and JSON customization Boost collaboration through sharing and commenting, and by employing Microsoft's security and privacy features Maintain productivity on the go by navigating and managing lists on mobile devices, keeping your information accessible anywhere Enhance productivity by connecting Microsoft Lists with other products in the Microsoft 365 ecosystem Who This Book Is For Business professionals. IT administrators, and individuals keen on leveraging Microsoft Lists within the Microsoft 365 ecosystem