CONFIGURING SHAREPOINT LISTS

SharePoint Online lists are powerful tools for organizing, managing, and collaborating on data within an organization. They offer a flexible, spreadsheet-like structure that supports various data types, templates, and customization options to meet diverse business needs. Below is a detailed breakdown of the configuration features for SharePoint Online lists, organized by key functional areas.

Creating and Managing Lists1.1 Creating a List

  • Creation Options:
    • From Scratch: Create a blank list with custom columns and settings. Access via the SharePoint site homepage or Microsoft Lists app by selecting + New > List > Blank List.
    • From Templates: Use pre-built templates such as Issue Tracker, Employee Onboarding, Event Itinerary, Asset Manager, Recruitment Tracker, Tasks, Contacts, Announcements, Surveys, or Calendars to quickly set up lists tailored to specific use cases.
    • From Excel: Import data from an Excel file to create a list with predefined columns and data.
    • From Existing List: Create a new list based on the structure (columns and settings) of an existing list.
    • Naming and Description: Assign a unique name and optional description to the list. The name appears in the site navigation and list URL.
  • Navigation Options: Choose to display the list in the site’s Quick Launch or left-side navigation for easy access.
    • Microsoft Lists App Integration: Create and manage lists directly from the Microsoft Lists app, accessible via the Microsoft 365 app launcher, with options to save lists to personal (My Lists) or SharePoint site storage.
    • Storage Locations: Lists can be stored on a SharePoint site or in personal storage (My Lists) when created via the Microsoft Lists app.
    • Accessing Lists: Find lists via the SharePoint site’s Site Contents page, the Microsoft Lists app, or by using the search box in SharePoint or Microsoft Lists.

Deleting or Modifying Lists

  • Delete a List: Remove a list via List Settings > Delete this list. Requires appropriate permissions (e.g., Manage Lists).
  • Modify List Properties: Update the list name, description, or navigation settings through List Settings accessed via the gear icon.

Configuring List Columns

  • Column Creation: Add columns by selecting + Add Column in the list view or via List Settings > Create Column. Options include:
    • Text (single or multiple lines)
    • Number
    • Currency
    • Date and Time
    • Choice (dropdown, radio buttons, or checkboxes)
    • Lookup (reference data from another list)
    • Yes/No
    • Person or Group
    • Hyperlink or Picture
    • Managed Metadata
    • Calculated (based on other columns)
    • Location
    • Image
  • Column Settings: Configure column properties such as name, description, required fields, default values, and validation rules.
  • Site Columns: Reuse predefined site columns across multiple lists for consistency (e.g., department names with a dropdown list).

Modifying Columns

  • Edit Columns: Modify column settings (e.g., name, type, description) via Column Settings > Edit in the list view or through List Settings.
  • Read-Only Fields: Configure fields as read-only for display in forms (e.g., for AI-generated or bot-added data) using JSON formatters. This is useful for fields like Issue Title or Description in automated workflows.
  • Column Deletion: Remove unnecessary columns via List Settings or the column dropdown menu.

Content Types

  • Enable Content Types: Allow multiple content types in a list to define different sets of columns and metadata for various item types (e.g., customer service issues with specific fields). Access via List Settings > Advanced Settings > Content Types.
  • Custom Content Types: Create and associate custom content types to standardize data structures across lists.

List Views and Formatting

  • Custom Views: Create multiple views to display list data differently based on user needs (e.g., filtered by department or sorted by date). Access via List Settings > Create View or the view dropdown in the list.
  • View Types: Options include Standard, Calendar, Datasheet (Grid View), Gantt, and Custom views.
  • Filtering, Sorting, and Grouping: Configure views to filter data (e.g., show only active tasks), sort by columns, or group by categories (e.g., by priority).
    Grid View Enhancements: Edit data directly in a spreadsheet-like interface with improved scrolling, grouped view editing, and new commands (e.g., redesigned properties pane and right-click context menu).

Formatting Views and Forms

  • JSON Formatting: Use JSON to customize the appearance of list views, columns, and forms (e.g., custom headers, footers, or body sections).
  • Conditional Formatting: Apply rules to highlight items based on conditions (e.g., overdue tasks in red).
  • Form Customization: Configure list forms with custom headers, footers, and sections using JSON formatters. This does not alter list data but changes how forms are displayed.
  • Modern Forms Experience: Enhanced forms with intuitive customization options for better usability on any device.

Versioning and History

  • Enable Versioning: Track changes to list items with major (published) versions. Enable via List Settings > Versioning Settings. Requires Manage Lists permission.
  • Version History: View and restore previous versions of list items to track changes or recover from errors. Access via the item’s context menu (Show More Options > Version History).
  • Version Limits: Set limits on the number of versions to balance recoverability and storage usage.

Approval Requirements

  • Content Approval: Require approval for list items before they are visible to all users. Configure via List Settings > Versioning Settings > Content Approval.
  • Approval Workflows: Set up workflows to automate approval processes using Power Automate or built-in workflow templates.

Permissions and Security

  • Granular Permissions: Set permissions at the list or item level to control who can view or edit specific items. Configure via List Settings > Permissions for this list or item-level settings.
    Audience Targeting: Filter list content based on user context using Office 365 or Azure Active Directory groups. Enable via List Settings > Audience Targeting Settings.

Sharing and Access Control

  • List Permissions: Manage access through SharePoint’s permission model (e.g., Read, Contribute, Full Control). Edit via List Settings > Permissions.
  • External Sharing: Share lists with external users or guests, with restrictions on enterprise features for unlicensed users.
  • Sensitivity Labels: Apply sensitivity labels to list items for compliance and data protection (available early 2024).

Automation and Integration

  • Workflows: Automate actions (e.g., notifications, approvals) using Power Automate flows for generic lists. Custom list templates (e.g., Announcements, Tasks) are not supported.
  • Triggers and Actions: Use triggers like “For a selected item” or actions like “Create a new item” to automate list processes.
  • Copilot Integration: Leverage AI-powered content creation and metadata suggestions via Microsoft Copilot (anticipated for SharePoint 2025).

Integration with Microsoft 365 Tools

  • Microsoft Teams: Create and manage lists within Teams for seamless collaboration. Access via the Lists app in Teams.
  • Outlook: View and update lists (e.g., tasks, contacts) from Outlook for offline access.
  • Power Apps: Build custom forms and apps for lists to enhance functionality. Note that custom forms cannot be moved to different lists or environments after creation.
  • Microsoft Loop: Embed Loop components in lists for real-time co-authoring (anticipated for SharePoint 2025).

Email Notifications

  • Alerts: Set up alerts to notify users of changes to list items via Alert Me in the list’s context menu.
  • Incoming Email Settings: Configure lists to receive data via email (e.g., for issue tracking). Access via List Settings > Advanced Settings > Incoming Email.

Advanced Settings - Indexing

  • List Indexing: Improve performance for large lists by indexing columns used in filters or sorts. Configure via List Settings > Indexed Columns.
  • Metadata Navigation: Enable metadata-based navigation for easier data filtering. Configure via List Settings > Metadata Navigation Settings.

Attachments

  • Enable Attachments: Allow users to attach files to list items. Enable via List Settings > Advanced Settings > Attachments. Note that attachments are not indexed for search.
  • No Mandatory Attachments: Unlike document libraries, lists do not require attachments to create items.

Other Advanced Options

  • Dialog Forms: Launch forms in dialog boxes for a streamlined user experience. Configure via List Settings > Advanced Settings.
  • Offline Sync: Sync lists to local devices using the OneDrive sync app for offline access.
  • REST API Access: Use SharePoint REST APIs for programmatic access to list data, supporting CRUD operations. Construct URIs like https://{site_url}/_api/lists/getbytitle('{list_name}')/items.

List Templates and Customization8.1 Built-In Templates

  • Available Templates: Use templates like Links, Calendar, Survey, Issue Tracking, Announcements, Contacts, or Tasks to quickly create lists with predefined structures.
  • Custom Templates: Save a list as a template for reuse across sites. Access via List Settings > Save list as template.

Customization Options

  • Custom Actions: Add custom actions (e.g., buttons or links) via SharePoint Designer or REST APIs.
  • Branding: Customize list appearance with themes, logos, or JSON formatting for a consistent look across sites.
  • Power Platform Integration: Use Power BI for reporting or Power Apps for custom interfaces to enhance list functionality.

Performance and Scalability - Handling Large Lists

  • Indexing and Views: Use indexed columns and filtered views to improve performance with large datasets.
  • Folder Organization: Organize content into folders for better performance and usability.

Storage Considerations

  • Content Database Size: List size impacts content database storage, influenced by versioning, attachments, and item volume. Plan capacity accordingly.
  • Storage Limits: Education tenants may have storage restrictions. Check the Office 365 Education service description for details.

Latest Features and Updates - User Experience Enhancements

  • Modern List Forms: Improved forms with new customization options for professional data collection, accessible on any device.
  • Grid View Updates: Enhanced editing capabilities, faster page loading, and new navigation options for large lists.
  • Video Pages: Dedicated pages to showcase videos within lists, with configuration options.

AI and Automation

  • Copilot Integration: AI-driven content creation and metadata suggestions (anticipated for SharePoint 2025).
  • Smart Search: Natural language processing and predictive recommendations for list data (anticipated).
  • Domain-Isolated Web Parts: Will be disabled for new tenants by April 2, 2025, and for existing tenants by April 2, 2026.

Best Practices for Configuration

  • Use Templates for Efficiency: Start with pre-built templates to save time and ensure consistency.
  • Leverage Versioning Sparingly: Enable versioning only when necessary to manage storage costs.
  • Optimize Permissions: Use item-level permissions and audience targeting to control access securely.
  • Integrate with Microsoft 365: Combine lists with Teams, Power Automate, and Power Apps for enhanced collaboration and automation.
  • Regularly Review Settings: Periodically check list settings, permissions, and views to align with organizational needs.

Troubleshooting and Support

  • Common Issues:
    • Delegation Limits: Incomplete data retrieval in Power Automate flows due to delegation limits. Check Microsoft Entra ID Conditional Access policies.
    • Search Limitations: List attachments are not indexed for search, unlike document libraries.
  • Support Resources:
    • Microsoft Learn: Access detailed guides and training for SharePoint list management.
    • Microsoft Q&A: Find community-driven solutions for specific issues.
    • SharePoint Admin Center: Configure advanced settings and monitor list performance.
    • Nexus365 User Group (for Oxford University users): Share tips and seek informal support.

This document outlines the full range of configuration features for SharePoint Online lists, covering creation, customization, security, automation, and performance optimization. For the most up-to-date information, refer to Microsoft’s official documentation and the Message Center for upcoming changes.

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