Microsoft Lists

What is Microsoft Lists?

Microsoft Lists is a smart information-tracking app included in Microsoft 365 that helps you create, share, and manage structured data with ease. It enables teams to track issues, assets, routines, contacts, inventory, and more using customizable views and ready-made templates.

Lists can be used standalone or as part of a Microsoft Teams workspace or SharePoint site, making it incredibly versatile for both personal productivity and collaborative projects. It blends the simplicity of Excel tables with the power of modern SharePoint lists.

Why Use Microsoft Lists?

Microsoft Lists is ideal for users and teams who need more than spreadsheets but don’t require a full-fledged database. Here’s why it’s worth using:

• Visual Organization: Keep track of work using customizable views like grid, calendar, gallery, and Kanban-style board.
• Collaboration-Ready: Seamless integration with Microsoft Teams and SharePoint allows real-time co-authoring and discussion.
• Automation Support: Integrate with Power Automate to trigger workflows based on list activity.
• Easy Tracking: Great for issue tracking, onboarding checklists, content schedules, asset management, and more.
• Templates: Start quickly with built-in templates designed for common business scenarios.

Is Microsoft Lists for Office 365 Free?

Yes – if you're using Microsoft 365, Microsoft Lists is included in most plans at no additional cost. This includes:

• Microsoft 365 Business Basic, Standard, and Premium
• Microsoft 365 E3 and E5
• Office 365 E1, E3, and E5 (via SharePoint)

However, Microsoft Lists is not available in standalone form outside of a Microsoft 365 subscription. You must be licensed for SharePoint Online, as Lists is built on the SharePoint platform.

Key Features of Microsoft Lists

Here are some standout features of Microsoft Lists:

• Multiple Views – Switch between Grid (table), Calendar, Gallery, and Board views.
• Custom Rules & Alerts – Set up simple rules to notify users or perform actions on list changes.
• Templates – Use prebuilt templates for issue tracking, employee onboarding, event planning, and more.
• Rich Formatting – Use conditional formatting and JSON to customize list appearance.
• Integration with Power Platform – Automate processes with Power Automate and build apps using Power Apps.
• Co-authoring & Permissions – Share lists with precise permission control and co-author in real-time.

How to Access Microsoft Lists in Office 365?

You can access Microsoft Lists in several ways:

1. Microsoft 365 App Launcher:

Go to https://www.office.com click the App Launcher (the 9-dot menu), and select Lists.

2. Direct URL:

Visit https://lists.microsoft.com to open Microsoft Lists directly.

3. From Microsoft Teams:
• Go to the Teams channel, click + Add a tab, and choose Lists to create or connect to a list within Teams.
4. From SharePoint:
• Lists are tightly integrated with SharePoint. You can add a new list via a SharePoint site using the New > List option.

Note To use Lists, the user must have SharePoint Online enabled in their Microsoft 365 license.