Announcing Microsoft Lists - Your smart information tracking app in Microsoft 365

Published May 19 2020 08:00 AM 720K Views
Microsoft

[Availability update | July 28th, 2020Microsoft Lists began roll out to Targeted Release (TR) customers in Microsoft 365, planned TR completion by end of August 2020 where we'll then begin broader production roll out.]

 

Build 2020 brought a lot of Microsoft 365 news and announcements for businesses and developers – including the first disclosure of Microsoft Lists. We are pleased to share our vision for Lists – to highlight how you use it to track issues, manage inventory, build out event agendas, report status, manage FAQs, and more.

 

Microsoft Lists is a Microsoft 365 app that helps you track information and organize your work. Lists are simple, smart, and flexible, so you can stay on top of what matters most to your team. Track issues, assets, routines, contacts, inventory and more using customizable views and smart rules and alerts to keep everyone in sync. With ready-made templates, you can quickly start lists online, on our new mobile app, and directly from within Microsoft Teams. And because it is part of Microsoft 365, you can rely on enterprise-grade security and compliance.

 

 

Summary of what was shared today at Build (more details below):

  • Microsoft Lists home (web) and mobile app – Create new lists, share and access recent and favorite lists in one location
  • Microsoft Teams Microsoft Lists – Create a new list or embed an existing list directly in a Teams channel - combining lists with side-by-side conversation
  • Ready-made templates help you get started quickly – Jumpstart common scenarios with preconfigured structure, forms, views, and formatting
  • Customizable views, smart rules, and sharing keep everyone in sync – Visualize your information, build if/then rules, and share with confidence

Create a list from the Lists home page in Microsoft 365 (top left) or from within Microsoft Teams (bottom left). Use the list across team members in SharePoint (top right) or continue in Microsoft Teams (bottom right).Create a list from the Lists home page in Microsoft 365 (top left) or from within Microsoft Teams (bottom left). Use the list across team members in SharePoint (top right) or continue in Microsoft Teams (bottom right).

Writing something down is one thing. Tracking it and thousands of other related items – across geographies, keeping in sync with team members as status and details fluctuate – well, that’s Lists; an app to track your information and get to work.

 

:cool: Take a moment to see Lists in action... 
Watch @Miceile Barrett (Lists program manager) share a First look at Microsoft Lists (demo video). 

 

And now, let’s dive into the details.

 

Microsoft Lists home (web) and mobile app

It all starts with Lists Home, a single place to see and manage all your lists. To get there, click the Lists icon within the Microsoft 365 app launcher (aka, the “waffle”). Here, you can start a list in several ways - easily from scratch or with ready-made templates. In addition, you can create new lists from existing lists or by importing Excel table data to jumpstart. Beyond creation, you will see all your favorited and recent lists – ones you own or that have been shared with you. You will be able to create both personal lists you own and can share, and team lists owned by members of your teams.

 

Lists home brings all your lists at your fingertips, on the web and on the go via the Lists mobile app.

 

Left-to-right: Microsoft Lists home page in Microsoft 365 and the mobile app - both access to all your lists in one place.Left-to-right: Microsoft Lists home page in Microsoft 365 and the mobile app - both access to all your lists in one place.

Never miss out on a list that is important to you, just favorite it and you will always be able to access it from the "Favorites" section.

MSLists_M365_003_Lists-mobile-animated.gif

You can expect to see Lists home later this summer on the web and the Lists mobile app later this year. Both provide access to all your lists in one place.

 

See more about getting started with Microsoft Lists in this new “Create a list” click-thru demo.

Roadmap IDs | Lists home (ID # 64160) and Lists mobile app (ID # 64161).

 

Microsoft Teams ♥ Microsoft Lists

Microsoft Lists is for people who get things done - together. Use Microsoft Teams to collaborate on lists, using flexible views like grids, cards, and calendar. This brings content and conversation side-by-side in one integrated experience. You can either add an existing list to a Teams channel or create a new list directly in Teams and chat on individual list items.

 

Create, share, and track list all from within Microsoft Teams.Create, share, and track list all from within Microsoft Teams.

When you click “+” to add a new tab to a Teams channel, select the Lists app to begin. The Lists app is used to both create new and embed existing lists – all within Teams. Further refine your list by adding new columns, defining choices in a drop-down menu, create view or edit share links, create custom views and filters and set up rules – all to ensure the list works for you and your team. No compromises. You get the full power to configure what your list looks like and how it works for you – all from inside Teams.

 

Create a new list directly inside Teams or bring in one that already exists in Microsoft 365.Create a new list directly inside Teams or bring in one that already exists in Microsoft 365.

Viewing an individual list item inside of Microsoft Teams alongside chat.Viewing an individual list item inside of Microsoft Teams alongside chat.

Roadmap ID | Lists app in Microsoft Teams (ID # 64162).

 

Ready-made templates help you get started quickly  

We've designed templates tailored to specific use cases like tracking issues, onboarding new hires, handling an event's itinerary, managing assets, and many more. These templates come with a base structure, formatting, forms, conditional formatting, and everything you will need to get a quick start on the work that matters to you. Find inspiration in them or modify them to bring your vision to life.

 

Get started quickly with ready-to-use list templates – above shows the “Event itinerary” template.Get started quickly with ready-to-use list templates – above shows the “Event itinerary” template.

In addition to the ready-made templates, there are two other time-saving ways to create lists. You can create a list from an existing list – inheriting structure and formatting. And you can create a list from Microsoft Excel – importing the Excel table data while choosing how to best represent the information. Once started, you have all the new formatting, views, rules and more to best represent your information and get back to business.

Roadmap ID | Ready-made templates (ID # 64166).

 

Customizable views, smart rules and sharing keep everyone in sync

Customize your lists for whatever your business needs. Lists not only help track information; they help make your information speak for you, clearly and visually. You’ll keep everyone in sync – especially when things change.

 

Default views | There are four main views when configuring lists: list, grid, gallery, and calendar. Grid (pictured above in Teams) is the main style you see when you first create a list – primarily rows and columns that can be configured and reordered.  Grid is best when you want list information to be easily edited.  List is similar to grid, but without point and click editing capabilities – it's the view that existing SharePoint list users will be most familiar with.  Gallery is a great way to highlight lists that include images; cards are configurable and display a row of information. And when your information includes dates, the best way to visualize all items is to use calendar view.

 

You can adjust how information appears in these views by using conditional formatting. For example, you can change the background fill color of an item from orange when status is “In review” to green when status equals “Approved.” Background, font color and icons dynamically change when certain criteria are met.

 

A list in gallery view – visual and configurable.A list in gallery view – visual and configurable.

A list in calendar view – showcasing any item with a date associated to it.A list in calendar view – showcasing any item with a date associated to it.

You can create custom views to organize and show items that are most important to you (like certain columns), to add filtering or sorting, or to have a more engaging style. You can create personal views that only you can see and public views for everyone who uses the list to see.

 

Rules | Building rules is as easy as writing a sentence. Once you decide on the outcome, click-fill if/then steps to design your rules. Choose people, status, and value changes to send notifications or programmatically update values elsewhere in the list. Finally, use rules to set reminders to keep everyone informed.

 

Keep everyone in sync with smart alerts by creating rules.Keep everyone in sync with smart alerts by creating rules.

Sharing | Whether a list is short or long, simple or complex, it’s important to work with others and do so in a way that is efficient and manageable. When you share a list, you can share the entire list with edit or read-only permissions. Or share individual items, where you allow or disable the ability to edit, set an expiration date, or require a password before granting access. And once shared, invitees can add comments on the full list or on individual list items.

 

Share the full list or individual list items and use comments to share ideas and provide feedback.Share the full list or individual list items and use comments to share ideas and provide feedback.

Roadmap IDs | Views (ID # 64167), Rules (ID # 64163), Sharing (ID # 64164), and Comments (ID # 64169).

 

Your lists just got a whole lot smarter

Millions of SharePoint users have benefitted from using lists over the years. Microsoft Lists builds on this trusted information platform – bringing new user experiences and capabilities to the foundational innovation of SharePoint lists. Rest assured that all your lists, including lists that you have inside SharePoint sites today, will benefit from all the innovations described here. Lists are lists are lists. Additionally, the value of existing integrations with the Power Platform continue when you need to further customize list forms with Power Apps and design robust workflows with Power Automate. And for developers, the power and value of the Lists API extends custom solutions to connect the list data as a source via Microsoft Graph.

 

We cannot wait to share more details and documentation when we begin roll out of Lists, first to Targeted Release (TR) customers in July 2020 (in progress now), with planned TR completion by end of August 2020 where we'll then begin broader production roll out - with targeted completion of the worldwide roll out by the end of October 2020.

 

Resources to learn more:

 

Track what matters most. Make a list and let it flow.

 

Thank you,

Seth Patton, General Manager, Microsoft 365

 

Microsoft Lists - your smart information tracking app in Microsoft 365 (https://aka.ms/MSLists).Microsoft Lists - your smart information tracking app in Microsoft 365 (https://aka.ms/MSLists).

193 Comments
Visitor

When?

Occasional Contributor

summer

Visitor

If that's true I've got a long wait in Australia - I was hoping for a date @Andrew Woo 

Occasional Contributor

They will never give you an exact date. This is Microsoft

In Malaysia thru out the year is summer.

:unamused:

Microsoft

Hi @Mark Taylor - we couldn't agree more. The team has been working hard to keep up with the spike in use to support the needs of all customers. And Lists :sparkling_heart: Teams and will be there soon to help with all the normal to rapid digital transformation. We're targeting to begin Lists app in Teams roll out by the end of August 2020. 

Create a new list as a tab, all from within Microsoft TeamsCreate a new list as a tab, all from within Microsoft Teams

View and edit a list item within a Teams channel tab alongside team chat.View and edit a list item within a Teams channel tab alongside team chat.

Cheers, Mark Kashman (Lists PMM)

Microsoft

Hi @PabloCLima - Our focus and goal is to provide a robust portfolio for numerous content types across the collaborative work management needs of teams of all disciplines. Microsoft Lists is an information tracking app that enables teams and organizations to manage a process or workflow. While To Do and Planner are purpose-built apps, specifically designed to help individuals and teams manage their work using tasks. Commonly, when a task is completed, it becomes hidden from view. Microsoft Lists, on the other hand, enables users to collect, view, filter, sort, collaborate, and share structured information across status, life cycle, ownership, and more. Lists integrate with the Power Platform to design, build, and extend productivity apps alongside Power Apps (custom forms) and Power Automate (custom flows). Learn more about Microsoft Lists, and learn more about To Do and Planner.

 

Also, please review the recent Lists GA blog, "Microsoft Lists begins general availability roll out to Microsoft 365" - with a release timing FAQ; here for summary: "The new Microsoft Lists home page and associated eight ready-made templates will begin roll out by end of July 2020, first to Targeted Release customers and then to the broader production environment – inclusive of enterprise, education, and government plans. The Lists app in Microsoft Teams will begin roll out by the end of August 2020. All are expected to be complete in production worldwide by the end of October 2020." And this is not region specific - we increase the percentage of tenant availability as we progress simultaneously worldwide.

 

Thanks, Mark Kashman (Lists PMM)

Microsoft

Hi @GC2020 - to accomplish a filtered view only available to a private Teams channel, you would need to create the list from within the private channel. Private channels are backed by their own SharePoint team site, thus they will store any newly created lists in that connected private team site. When the ability to create a list in Teams releases next month (August 2020), you can then create the list and any view from within the private channel. More on SharePoint from a Teams private channel perspective. Thanks, Mark Kashman (Lists PMM)

Microsoft

Hi @Mike Williams - the new date/time picker has been revamped to be both more performant and provide great options for how it appears per regional format/preference. I believe it's a local setting selection per list, not derived off of other systems or services. Thanks, Mark Kashman (Lists PMM)

Microsoft

Hi @dontbeaboot - all related Microsoft engineering teams are working well to integrate many experiences, both as standalone and as apps in Teams. Lists :sparkling_heart: Teams, and soon you'll be able to create them, view them, add them, chat about items, etc. - all from within Teams (see our latest Lists GA blog). The Planner + Teams work is coming along nicely. And for a mini-dashboard approach, you could build a great team app using a SharePoint page + Lists web part + Planner web part + (any other web part (Files, Stream, etc.) to "build" and layout all the information that could then easily be added a single, powerful page as a tab in Teams: how to create a SharePoint page (design, layouts and web parts) & add a SP page as a tab in a Teams channel. The Teams platform is extensible, Planner and Lists have great integration capabilities, and SharePoint is the content service that can help bring it all together - no matter the content type you work with and/or need to blend, no matter the need of the team. Thanks, Mark Kashman (Lists PMM) 

Microsoft

Hi @JerryG - yes. We've updated all the Microsoft Lists roadmap IDs on the Microsoft 365 public roadmap to showcase government clouds inclusion. Per yesterday's Lists GA blog, the related release timing FAQ: "The new Microsoft Lists home page and associated eight ready-made templates will begin roll out by end of July 2020, first to Targeted Release customers and then to the broader production environment – inclusive of enterprise, education, and government plans. The Lists app in Microsoft Teams will begin roll out by the end of August 2020. All are expected to be complete in production worldwide by the end of October 2020." Thanks, Mark Kashman (Lists GA)

Microsoft

Hi @Ben McLean - please review my comment reply here. Let me know if you have any further questions. Thanks, Mark Kashman (Lists PMM)

Regular Visitor

@Mark Kashman I'm confused, has Lists been partially rolled out yet or not? If so, to what groups/locations?

Microsoft

Hi @jkylerich - the new Yammer web part for SharePoint would be good to review - based on the new Yammer experience - which comes with the ability to mark best answer, highlight posts, etc. We are always engaged to learn more how people can best use what is in production, and learn where aspects can improve and/or provide new features and services. Appreciate your time to review the above blog post and to provide your feedback here in comments. Thanks, Mark Kashman (Lists PMM @MKashman)  

Senior Member

@Mark Kashmanlists in SharePoint 2007 had less restrictions on them than SharePoint Online does today (ie list view thresholds could still be modified). How have they evolved exactly? Still stuck with 5000 items 15 years later.

Microsoft

Hi @Holly_Min - we've updated all roadmap items on the Microsoft 365 public roadmap to reflect current release planning. We, too, shared more on the recent Lists GA blog, "Microsoft Lists begins general availability roll out to Microsoft 365" - with a release timing FAQ; here for summary: "The new Microsoft Lists home page and associated eight ready-made templates will begin roll out by end of July 2020, first to Targeted Release customers and then to the broader production environment – inclusive of enterprise, education, and government plans. The Lists app in Microsoft Teams will begin roll out by the end of August 2020. All are expected to be complete in production worldwide by the end of October 2020." Hope this helps, and can't wait for you to begin using them very soon.

 

Microsoft-Lists_icon_white-bg.png Thanks, Mark Kashman (Lists PMM @MKashman)

 

Senior Member

@Mark Kashman do you know if linking records between Lists will be reciprocal? For example, if I link a task to a client in my task list, will there be a column in the client list that shows associated tasks automatically? (Airtable has this feature and so does Notion, but I was unable to replicate this in SharePoint, though I'm not a power user.)

Microsoft

Hi @PamDV - glad you like it. A few answers to your questions:

  • Lists lightweight rules are not based on Power Automate - they exist on the list and can be defined by the list schema (columns) and changes to the list/list items. And for more complex workflow, Lists integrate with Power Automate flows to push and pull data in and out of additional sources with more complex serial or state-based actions.
  • Yes, you can attach files to list items, and if your scenario is more document specific, you might consider starting with a document library - that contains same list capabilities for columns, rows, views, etc. (built on same SharePoint platform).
  • Yes, you can customize both view and edit forms - either simple configurations within the list forms or more highly customized by using the Power Apps integration.
  • Per list migration, first know that a list is a list is a list. SharePoint lists will get all the new innovation - there is only one list product with several new entry points very shortly. So, some migration scenarios may simply be kept put knowing the update is coming. And per list migration from one site to another - today you could export to Excel and re-import the data from Excel into the desired site, or for more complex needs - see this answer in answers.microsoft.com.

Microsoft-Lists_icon_white-bg.png Thanks, Mark Kashman (Lists PMM @MKashman)

Microsoft

Hi @Andrew Woo - please see my above comment reply on same; and the SharePoint service release mechanism (of which Lists is deployed) moves in stages from Targeted Release and then out into broader worldwide production - not specific to region of age of tenant.

Microsoft-Lists_icon_white-bg.png Thanks, Mark Kashman (Lists PMM @MKashman)

Microsoft

Hi @Becky Kringel - please review my comment reply aboveMicrosoft-Lists_icon_white-bg.png Thanks, Mark Kashman (Lists PMM @MKashman)

Microsoft

Hi @Tyler_Harmon - Based on similar feedback, the Lists engineering team is reviewing how best to provide access to user's existing set of lists while establishing a balance of who can create new lists from the Lists app - similar to how we manage SharePoint site creation. We'll share more in documentation shortly once the plan and technology is in place.

Microsoft-Lists_icon_white-bg.png Thanks, Mark Kashman (Lists PMM @MKashman)

Microsoft

Hi @pfoerster - please review my above, related comment replyMicrosoft-Lists_icon_white-bg.png Thanks, Mark Kashman (Lists PMM @MKashman)

Microsoft

Hi @martin1255 - please review my above, related comment replyMicrosoft-Lists_icon_white-bg.png Thanks, Mark Kashman (Lists PMM @MKashman)

Microsoft

Hi @MyEGov - hope the below helps learn more about Microsoft Lists:

Microsoft-Lists_icon_white-bg.png Thanks, Mark Kashman (Lists PMM @MKashman)

Microsoft

Hi @Milan Zajc - a few answers to your questions...

You can build a Power BI data model directly off of the data stored in a list, more here. Lists data is stored in SharePoint and has a number of customization and integration options for basic configuration, customization with the Power Platform, and full extensibility for developers using Microsoft Graph (a common end points for numerous APIs incl. the Lists API). 

Microsoft-Lists_icon_white-bg.png Thanks, Mark Kashman (Lists PMM @MKashman)

Microsoft

Hi @OmarConte - Microsoft Lists is an evolution of SharePoint lists. For more details, please review the Lists blog I wrote specific for the SharePoint communityMicrosoft-Lists_icon_white-bg.png Thanks, Mark Kashman (Lists PMM @MKashman)

Occasional Visitor

Microsoft Lists is amazing ! 

but what’s the difference between using it and Microsoft Planner? 

Also, is that going to replace SharePoint lists ? 

I’m  very excited for this!

Microsoft

Hi @Alex Ouretski - please review my previous, related comment reply hereMicrosoft-Lists_icon_white-bg.png Thanks, Mark Kashman (Lists PMM @MKashman)

Microsoft

Understood, @Glenn Slender - appreciate your insights. Please review my more recent comment reply on release timing.

Microsoft-Lists_icon_white-bg.png Thanks, Mark Kashman (Lists PMM @MKashman)

Microsoft

Hi @Christian_Lingenhel - Lists and "Tasks in Teams" are a part of the broader "Collaborative work management" portfolio Microsoft offers within Microsoft 365. Tasks focuses on task management, where Lists focuses on information management - often tied to a business process and greater flexibility for forms and flows. Microsoft-Lists_icon_white-bg.png Thanks, Mark Kashman (Lists PMM @MKashman)

Microsoft

Hi @Thomas Fallon - we've not yet begun roll out of Lists. You can review more here in my earlier, related comment reply. Glad to review your interest and feedback. When you've a moment, please visit our Microsoft Lists resource center - with more info, videos, demos, customer evidence, etc.

Microsoft-Lists_icon_white-bg.png Thanks, Mark Kashman (Lists PMM @MKashman)

Microsoft

Hi @e july - We won't have a public preview program for Lists. Our focus is to begin rollout the new Lists home + templates soon to Targeted Release customers (July 2020), into Teams next month (August 2020) and note the Lists mobile app later this year. You can see all Microsoft Lists features, incl. timing availability on the public roadmap. And note that Microsoft Lists is an evolution of SharePoint lists.

Microsoft-Lists_icon_white-bg.png Thanks, Mark Kashman (Lists PMM @MKashman)

Microsoft

Hi @John Dorrian - by design, the best guidance would be to create a list within a SharePoint communication site that is permissions to all within the company, using an group like "All employees except guests" to then have the owners of the site create the list and everyone can consume it. Hope that helps, Microsoft-Lists_icon_white-bg.png Thanks, Mark Kashman (Lists PMM @MKashman)

Microsoft

Hi @Tony Calabrase - I've an update for you since the posting of this blog (May 19, 2020). We'll begin rolling out this month (July 2020) - with more details in this previous reply to a similar comment. Our goal is to provide early disclosure for customer change management opportunities; can't wait for you to try Lists. Microsoft-Lists_icon_white-bg.png Thanks, Mark Kashman (Lists PMM @MKashman)

Microsoft

Muchas gracias, @Pchlorenzo. Estamos encantados de entregárselo pronto. Microsoft-Lists_icon_white-bg.png Thanks, Mark Kashman (Lists PMM @MKashman)

Microsoft

Hi @kdougherty67 - that's a good question. Looping in my colleague, @HariniSaladi to review. The Lists app in Microsoft 365 aims to show people their recent lists they have create or interacted with. I do not know if "recent" would be triggered if the individual "accessing the list" does so from a Power Apps app. Microsoft-Lists_icon_white-bg.png Thanks, Mark Kashman (Lists PMM @MKashman)

Microsoft

Hi @Valerie Fahel-Schaffer - yes, your app that connects Power Apps and a SharePoint list will continue to work. And feedback from your comment and @kdougherty67 above helps us understand customer preferences in governing your end result. Microsoft-Lists_icon_white-bg.png Thanks, Mark Kashman (Lists PMM @MKashman)

Microsoft

Hi @HFBKPG & @Andrew Woo - please see my earlier reply on same - that should help; and apologies for the "summer" reference (lesson learned).

Microsoft-Lists_icon_white-bg.png Thanks, Mark Kashman (Lists PMM @MKashman)

Microsoft

@lucacolasanto - I don't think out of the box, and possible there is a solution the community might know. Looping in @Chris Kent who may be able to review your scenario - which may be a combined solution with Planner via Power Automate flow - and something for us to consider for future. We are planning to address list lookup scenarios beyond what's possible today .

Microsoft-Lists_icon_white-bg.png Thanks, Mark Kashman (Lists PMM @MKashman)

Microsoft

Hi @Miladalavi1800 - a few answers for ya:

- Lists & Planner; please review my previous comment reply.

- More on Microsoft Lists from a SharePoint perspective; mainly, a list is a list is a list -- we've one lists product in Microsoft 365 with multiple entry points that interact with the same platform backend.

Microsoft-Lists_icon_white-bg.png Thanks, Mark Kashman (Lists PMM @MKashman)

Senior Member

@Mark Kashman thank you so much for the reply. Linking across multiple lists is a key feature for me since a lot of the items in my company have a 1:n relationship. (I can't speak for others but that seems to be something that people like about Airtable and Notion as well.) With that said, this is looking great so far and I'm looking forward to sinking my teeth in and adopting it for my business once I've played around with it.

Frequent Contributor

@Mark Kashman wrote"the new date/time picker has been revamped to be both more performant and provide great options for how it appears per regional format/preference. I believe it's a local setting selection per list, not derived off of other systems or services. Thanks, Mark Kashman (Lists PMM)"

 

This may not be a sufficient solution. Users outside the US already have to make manual changes to local settings on EVERY SharePoint site, EVERY Team, EVERY Private channel, EVERY Form, to fix incorrectly-formatted dates. This is not good enough as it takes a lot more technical expertise than most of our users have to find and correct those settings. This is such a huge step back from Windows API behaviours, that it makes moving things to Microsoft 365 cloud services less attractive because of all these "gotchas" which are expensive to fix, and are wasteful of resources as they have to be fixed in every non-US implementation around the globe instead of being fixed at the source.

Very promising. I love that idea. When we can test it? And when this will rollout in Europe? 

New Contributor

Hi

2 questions, Approvals and Dynamic Lists - will these both be supported in the new App? would be so good to be able to deliver a simple (in app) approval process, and similarly with Dynamic Lists (which i just noticed in my tenancy :) - will this be supported as it would make the potential applications so much more scalable...
Thanks

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‎May 06 2021 11:46 AM
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