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Microsoft

Microsoft Lists iconMicrosoft Lists icon

[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 - more availability insight in the FAQs section below]

 

At Build 2020, we introduced Microsoft Lists, a smart information tracking app in Microsoft 365. Today, we’re thrilled to announce Microsoft Lists begins roll out to Microsoft 365 business customers worldwide, starting this month with the Lists app in Microsoft 365 and next month with the Lists app in Microsoft Teams.

 

 

We are excited to share more details in the blog sections below:

  • Create and use Microsoft Lists within Microsoft Teams
  • Make lists smarter to get more done in Microsoft 365
  • Lists for every team and every situation (customer stories)
  • Want to learn more? (upcoming webinar, AMA, and new The Intrazone podcast episode)
  • Frequently asked questions (FAQs)

 

Create and use Microsoft Lists within Microsoft Teams

Starting a list is easy. Create and manage lists from any browser by clicking Lists in the Microsoft 365 app launcher. Get going quickly with one of our ready-made templates for issue tracking, asset management, employee onboarding, and more. Review the Microsoft Lists “Look Book” to learn more about the ready-made templates.

 

Create a new list inside Teams with conversations side-by-side. The above shows using the Asset manager template.Create a new list inside Teams with conversations side-by-side. The above shows using the Asset manager template.

For Microsoft Teams users, simply add a list to a channel or create a new list directly in Teams. The Teams mobile app also gets a Lists update so you can view any list you added a tab in Teams – even on the go. Available later this year on iOS, the new Lists mobile app enables customers to create, view, and manage all their Lists from their mobile devices.

 

Make lists smarter to get more done in Microsoft 365

Keeping track of information is part of everyday life. Writing things down or using spreadsheets works for simple things. But when you’re dealing with hundreds or thousands of items and need to coordinate with others on your team and mapped to recurring business processes, it can quickly get overwhelming. And as the global pandemic has made remote work the new normal for many of us, we’re also facing the added challenge of staying in sync while staying at home.

 

Easily create a new list from the Lists home using one of many ready-made templates. The above shows using the Event itinerary template.Easily create a new list from the Lists home using one of many ready-made templates. The above shows using the Event itinerary template.

We built Lists to help you save time and reduce hassle. As simple to use as a spreadsheet, Lists helps you easily track any information, invite others to collaborate, and use rules to keep everyone in sync – in addition to being able to customize forms and flows with the Power Platform. It’s a simple, smart, flexible way to track information and get more done.

 

Lists for every team and every situation

Millions of people use SharePoint lists and libraries every month in Microsoft 365 to track issues, manage inventory, report status, onboard new hires, build out event agendas, manage FAQs, and more. With flexible columns, forms, and views, you can build your own solution to meet your specific needs without knowing how to code.

 

For example, Lauren Taylor, the vice principal of Manitou Park Elementary School in Tacoma, Washington, created a custom list to track students’ reading abilities. Now teachers can quickly determine what each student needs without going through spreadsheets or reams of paper.

 

Assistant school principal, Lauren Taylor, works with students (Manitou Park Elementary School in Tacoma, WA). [Photo by Scott Eklund/Red Box Pictures]Assistant school principal, Lauren Taylor, works with students (Manitou Park Elementary School in Tacoma, WA). [Photo by Scott Eklund/Red Box Pictures]

 

The Jim Henson Company created a list to track celebrity and production visitors at their Los Angeles studio. What used to be a manual process done on a clipboard, this new approach using lists has saved time, giving security guards a simple, mobile-friendly way to track current visitors, flag unexpected guests, and make decisions more quickly.

MSLists-GA_005_JimHenson.jpg

 

Avanade, a global professional services firm with 29,000 employees, now can rapidly prototype, iterate, and publish solutions that better connect employees with critical information, without expensive planning, development, and IT maintenance costs.

With corporate data available on their mobile devices, Avanade sellers are now more productive and better able to serve and attract clients.With corporate data available on their mobile devices, Avanade sellers are now more productive and better able to serve and attract clients.

 

Fully integrated with Microsoft 365, Lists works seamlessly with other apps, such as Excel, SharePoint, Power Apps (custom forms), Power Automate (customer flows) and Power BI, enabling our customers to build powerful information tracking solutions at a fraction of the time and effort it typically takes to create custom apps from scratch.

 

Example productivity app utilizing a list-item view form customized using Power Apps to bring in additional data from Power BI – all as a tab in Microsoft Teams.Example productivity app utilizing a list-item view form customized using Power Apps to bring in additional data from Power BI – all as a tab in Microsoft Teams.

 

Want to learn more? (webinar, AMA and podcast)

On-demand WEBINAR | 'Working with Microsoft Lists'

 

  • TitleWorking with Microsoft Lists
  • Description: Learn how to get started with Microsoft Lists from the Microsoft Lists engineers themselves. Start a list from a template, add your information, and then use conditional formatting, rules, and key collaboration features to make the list your own - to make it work across your team. Lots to learn. Lots of demos. Lists AMA directly after for all your questions.
  • Original air date: Wednesday, August 5th, 2020 at 9am PST (12pm EST; 5pm CET) [60 minutes]
  • Presented by: Harini Saladi, Miceile Barrett, Chakkaradeep Chandran and Mark Kashman

 

AMA | “Microsoft Lists AMA” within the Microsoft Tech Community

This was a fast-paced hour Ask Microsoft Anything (AMA) within the Microsoft Tech Community. You can review all questions and answers about Microsoft Lists, SharePoint list, Lists + Teams integrations, Lists + Power Platform integrations, and more.

 

  • WhatMicrosoft Lists AMA
  • Where: Go to the Microsoft 365 AMA space within the Microsoft Tech Community site

 

PODCAST | The Intrazone episode “A home for all your lists”

We chat with Harini Saladi (Lists senior program manager) and Lyndsey Gill (Lists designer) about Lists home, the eight ready-made templates and the new list creation experience:

 

 

To learn more about Lists throughout the year, please visit our updated Microsoft Lists resource center for blogs, demos, videos, podcasts, and more.

 

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

 

Thank you,
Seth Patton, General Manager, Microsoft 365

 

Frequently Asked Questions (FAQs)

Q: When can I expect to see Lists app and the Lists app in Teams for my Microsoft 365 tenant?

A: The new Microsoft Lists home page and associated eight ready-made templates began roll out on July 28th, 2020 - first to Targeted Release customers (targeting 100% TR roll out by end of August 2020), and then continuing roll out to broader Standard Release environments – 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.

 

Q: What will happen to SharePoint lists moving forward?

A: Your investments to date in SharePoint lists carry forward. We are building off the 20+ years of innovation within SharePoint and taking steps to make them even more accessible within other apps. The tens of millions of people using lists today will see new list capabilities like updated user experiences, creation in Teams, improved Quick Edit and more. Learn more about how Microsoft Lists evolve from SharePoint lists.

 

Q: What subscriptions do I need to use Microsoft Lists?

A: Lists is available through Microsoft 365 or Office 365 subscription plans where SharePoint is included. Learn more about Microsoft 365 business plans.

 

Q: How does Lists differ from Microsoft To Do and Planner?

A: 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.

67 Comments
Occasional Contributor

Great looking product, can’t wait to try it out!

 

I do worry about the many many task and project management solutions under the M365 umbrella. While I understand the apps are purpose built, I feel that Lists is the ideal solution that can be consumed in a checklist form or Kanban form. Think of Wrike where the same list of information is available in different views within the same app. Picking the right tool for the job is becoming cumbersome as there might be a feature or two in one product that isn’t available in the other and data is not shared.

Senior Member

Good move. Will be good to understand if the current limitations with Lists are going away? Like 5,000 view limits, number of items in a list etc. 

Microsoft

Thank you for the feedback, @Chaz Weber. I'll ensure the feedback gets back to the right people. I can visualize the organizing usefulness of a Kanban view, similar to our coming calendar view that helps visualize lists with items that contain date columns to track and drive decisions. Thanks for the product kudos and "views" feedback. We want to strike the balance of standard/desired views and ability to configure and customize per what's right for your information and the people that consume it. Cheers, Mark Kashman (Lists PMM)

Occasional Contributor

@Mark Kashman The feedback is more than a Kanban view but more of providing a single task platform that provides a consistent feature set but mold to the user's preference and use case. Lists should be able to power something like To-Do, Planner, and Lists itself without using completely separate services for each one. Its a disjointed experience and leads to further consumer confusion around Microsoft products. 

Microsoft

Hi @jagsridharan. The current boundaries of lists does not yet change. Microsoft Lists is based on the common power of the SharePoint lists platform, one that has been evolving from a limits perspective over the last few years. In the interim, please review the following two pertinent support articles, "Manage large lists and libraries in SharePoint" and "Living large with large SharePoint lists and libraries" (this last one helps busy a few myths with best practices. Appreciate the product kudos and interest in limits. Cheers, Mark Kashman (Lists PMM) 

Senior Member

Thanks @Mark Kashman for the update. I am waiting for the day when we don't have to consider the limits when architecturing the applications. Something, like utilising the power of Azure CDS etc. from within SharePoint.

Occasional Contributor

Great news. I look forward to get hands on this!

 

A few questions:

  • Will Microsoft Lists app in Microsoft 365 and Teams be the only way of getting all the features or will all the same features be available from SharePoint itself since Lists will be based on SharePoint?
  • Will we have the same features in any SharePoint site, even if it is not a Group-Connected site like a standalone SharePoint site (both a modern standalone site with it's own site collection or and older classic or modern subsite). It would be great if all the same features would be available thought SharePoint without any limitation
  • About the 5000 itens limit, is the SharePoint product team working on effectively removing the limitation? The limitation exists because of product design decision and a SQL Server limitation and the way SharePoint stores data in a single table in each site collection content database, forcing table locks to be done every time a query to a SharePoint List or Library is performed. I know that work is being done but what I mean here is actually reimplementing the way SharePoint stores and queries data in the content database (splitting data in separate tables and avoid table locks for instance). Is it planned or already being made some work at this level and if yes when will it be rolled out?

Thanks

Regular Visitor

Hi.

What a coincidence, I am in a process to create checklist for my accounts team. I'm looking forward to use lists. 

Kudos to Microsoft

New Contributor

This is awesome, we use airtable as our main tool for our organization. If this can do even 2/3 of Airtable(and it looks like its going to be so much more) then we'll make a full switch. It's going to be great to fully integrate airtable in Teams. Can't wait!

 

By the way, is there any way to get Lists early? Like get in a beta test phase or something? I really need to see how it's going to play out for us, and having the vast experience with Airtable, I am pretty sure I can bring in some awesome improvement ideas and feedback.

Frequent Visitor

I am also looking for access, even if beta, ASAP.  

Microsoft

Hi @Miguel Lopes Isidoro - a few answers for you :)

 

1. Lists, no matter where you access them from, will have the same set of capabilities, design look and feel and options for customization. This includes lists you already use and any new ones you create going forward. There is only one lists product in the service and it now has a number of new entry points.

 

2. Yes. You can use lists in group-connected sites or standalone, be it a team site or communication site.

 

3. Lists currently support up to 30M items per list. And regarding the 5000 item view limit, please refer to my comment reply here. We aim to provide great scale, performance and user experience - always reviewing and planning updates.

 

Thanks, Mark Kashman (Lists PMM)

Microsoft

Hi @Paresh7 - glad to hear it. Soon you can check "create checklist" off your list. :) - Mark Kashman (Lists PMM)

Microsoft

Hi @GoceR - we can't wait that you can't wait! Wait, what? No don't wait. OK, wait a few more days, and then don't wait - do it! We don't have a public beta, and Lists is right around the corner. The new Microsoft Lists home page and associated eight ready-made templates will begin roll out by end of July 2020 (soon), 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. OK, back to waiting, and then - promise - no waiting.

 

We've also updated all roadmap items on the Microsoft 365 public roadmap to reflect current release planning.

 

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

Microsoft

Hi @Robd328 - see above comment reply - it has all the deets you'll need to understand Lists roll out and release timing in the coming weeks.

Occasional Contributor

This should be rolled out  not before the new list feature bug  solved  "import from Excel" because new Edge does not support Active X.

Occasional Contributor

Hello @Mark Kashman thanks for the reply. Both articles you mentioned are interesting and contain very useful information for handling and planning large lists. Thanks for sharing!

 

What I would like to have however is for end users and developers to be able to access SharePoint Lists and Libraries without having to worry about these best practices that are very important given the 5000 itens list view threshold.

 

This is what I would like:

  • End users be able to see all items in a List or Library without ever the List View Threshold being an issue
  • Developers and solution architects as my self to be able to design solutions that don't have to be more complex because we know the 5000 list view threshold exists. All APIs, namely CSOM and Rest APIs or any other APIs that access SharePoint data should be able to query Lists with 30 millions (not returning this amount of data but querying it)

I don't know any enterprise solution that has this limitation. With SharePoint Lists being the best Back-office I know for custom solutions and SharePoint libraries be part of one of the most complete document management systems I know, this limitation should simplify not exist at all. Because of this limitation, many times we must store information elsewhere or implement more complex solutions (that customers have to pay for) to workaround the 5000 list view threshold. 

 

I love SharePoint, I really do but I always see new amazing features being rolled out at an incredible pace but this limitation is part of SharePoint for more than 10 years and Microsoft despite some good efforts to address the limitation was not yet able to solve the problem at it's heart. 

 

I know this is a huge undertaking but  end users, developers and solution architects would thank you If this limitation was completely removed because it doesn't makes sense. I believe this can only be achieved by changing the way SharePoint stores and queries data in SQL Server since having all data from a site collection stored in the same table (AllUserData) is not the best architectural design.

 

Please solve this limitation for good! We love SharePoint and this is the single most annoying limitation that the product has!

 

I hope you can understand where I am coming from!

 

Is what I am asking possible and in Microsoft roadmap for the product? If yes, when can we expect these changes?

 

The solution can be completely different from what I am suggesting, the important thing would be to have this limitation completely removed from this amazing platform.

 

Edit: where do Microsoft Lists fit with the announcements of Data Flex for Power Platform + Teams? It seems to me that MS is going very fast towards Teams and Power Platform and would like to know in which cases solutions using Lists and SharePoint as a developnent platform should be considered after this annoucements? When to use Lists and SharePoint and when to use  Power Platform + Teams + DataFlex? So many options, so much more difficult to choose from :).

 

Thanks

Senior Member

Pretty exciting! Good Article, thank you.

 

Just wondering to know that is Microsoft Lists is based on the platform of the SharePoint list? or on the Microsoft Dataflex (Formerly known as CDS)?

Just in case if it is based on the SharePoint list platform so is it create the SharePoint site as well? when creating a new list? i.e. as MS Teams create.

I've been waiting so long for this. I hope I get it soon.

Visitor

Hi @Mark Kashman . Will Microsoft Lists have a new set of API's via the Graph or will they leverage the existing REST API's that currently exist? If they are new do you have any a time frame on when they might be available? 

Frequent Contributor

eagerly awaiting... will be a great feature to wow clients with little effort!

Occasional Visitor

Will Lists be relational, for example can I relate tasks to list items or contacts to tasks and list items?

 

Thanks, this is going to be a very powerful tool.

Frequent Visitor

Will Lists allow for multiple tabs per List? Similar to Excel workbooks? 

 

Will lists allow for lookups across said tabs/tables ? 

 

WILL Lists allow for linked columns from other tables?

 

What are the full relational capabilities? 

 

Am I correct in that this would be HIPAA compliant as per o365 as a whole? 

 

Is there a Full feature doc you can point me to? 

 

We are evaluating moving from another platform (Airtable) that serves all purposes aside from proper governance and HIPAA Compliance, so this would all be key.

 

Thanks 

Visitor

Can you please share the Limitations of the MS List?

Contributor

Where can i switch it off to perform a staged rollout? 

"Lists is available through Microsoft 365 or Office 365 subscription plans where SharePoint is included"

So will it be an extra entry in the license overview or will it available if SharePoint is available?

Occasional Visitor

Been waiting for months now, so when will it be available??

Maybe there should been clear release dates when talking about an APP so we don't spend our time looking everywhere on internet and into 365.

 

Thanks!

Occasional Visitor

This is a good improvement! Will it not have the 500 - 2000 limitation and Delegation issue we now have with Sharepoint + Power Apps?

Frequent Visitor

I would love to know if we will be able to set view/edit permissions on column level. This has been a recurring issue for compliance departments in all the companies I've worked in so far, that use SP lists to manage and approve work items related to regulations. How much did SharePoint User Voice influence feature development? I look forward to trying out Lists will probably repeat these questions in the AMA.

 

Cheers!

Occasional Visitor

What permissions will be required to create a list in a Teams Channel?

 

I am concerned that every user of a Team might be able to create a list, which might lead to some governance issues. I would be keen to hear about the controls around list creation.

Frequent Visitor

I have been trying to get an answer here in multiple ways and have not been able to get it yet. I will simplify my question as best I can below: 

 

If a user interacts with a sharepoint list via a power app, will this list now show up under “recent” in this new lists app

 

If this is true we need to abandon one of our power apps as we are using sharepoint as the back end for it and there is some sensitive information in these lists that we cannot have users gaining access to. We currently have it so the only way they can see the lists is through the app and the app filters the list to show them only their data. We are using it for a vacation request application. Currently if they had the full URL to the list they could technically get there but we have decided as a company that this was good enough as nobody will ever figure that out. However if they now open this new app and it just shows up there in recent this will be a big problem for us. Hoping the development team can provide me with a definitive answer here!  

 

Frequent Contributor

if you haven't seen elsewhere, browse to your OneDrive and replace /onedrive.aspx with /lists.aspx and pow! you're in!

Frequent Visitor

I finally see the icon for lists. I click and it takes me to my firms sharepoint site, blank screen. Any ideas? 

Regular Visitor

@Mark Kashman - I am a part of the TR group in our organization. I see Lists in my app launcher and when I clicked on it, it took me to a new window and url but the whole thing was blank. Any idea why that keeps happening, regardless of what platform or browser I'm using? Truly can't wait to start using this so any help would be greatly appreciated!

Frequent Visitor

@Warwick Ward Can you explain your onedrive.aspx to lists.aspx hack? Does it work on company SP sites? I just tried it on mycompany.sharepoint.com/.../onedrive.aspx and the page just turned blank :D

Frequent Contributor

@Warwick Ward Indeed, POW I'm in!

I recently (Just after the announcement of the GA) changed our organization release preference to Targeted Release and  The app doesn't show in my app list, however, with this hack from Warwick Ward, I was able to access Lists.

Occasional Contributor

The app showed up in our tenant this week.  When anyone selects to open it just comes up with a blank page which it looks like others on here are seeing as well.  Dev tools shows a 500 error.  We are having to hold off on pushing forward until this is resolved.

Frequent Visitor
Still blank when clicked. My url shows /lists.aspx 
Regular Visitor

We are in the same situation: blank page

Regular Visitor

And now, the icon disappeared from the portal. 

Frequent Visitor

@JUrbina agreed, poof!

Microsoft, come on, lets get it together.  
@Mark Kashman - Please provide some transparency as to where we are w targeted roll-out.  The silence is deafening..

Senior Member

@Robd328 

There is an FAQ on this page directly the comments section that provides rollout dates information and much more.

HTH 

Microsoft

Hi @Heiko Fuhrmann - there is a new, modern way to import from Excel that is a part of the create experience. When you get Microsoft Lists, you'll see the from Excel button to create a new list, and the tech is already available today:

 

A quick step-by-step ‘how to’

  1. From within your SharePoint site, click the upper-right gear icon and select Site contents*
  2. At the top of the Site contents page, Click New > List
  3. Click the From Excel tab
  4. Enter a name for your new list
  5. Click Upload file to select from your local device or pick from files already in Microsoft 365
  6. Update the column type headers; for example, change "Number" to Date and time; choice fields work, too, automatically aggregating unique values.
  7. Click Create to import the Excel table data and create a new SharePoint list

Note: You can analyze SharePoint list items from a view of the list to Excel – to work with the data in a spreadsheet; simply click Export to Excel. Note: Excel creates an Excel table with a one-way data connection based on a web query file. To bring a fresh copy of the SharePoint list to Excel, select Refresh All on the Data tab from within Excel. Changes made to the Excel table will not be sent to the SharePoint list. Learn more how to export to Excel from SharePoint.

Microsoft

Hi @Muzammil_Hussain - Microsoft Lists is an evolution on SharePoint lists (you can learn more here from the SharePoint perspective). Dataflex is a continuation of CDS with an improved app building experience in Teams; more here on Dataflex & Power Virtual Agents.

 

When you create a new list, you choose to create a personal list which stores the list in your personal Microsoft 365 storage (like files for OneDrive) and to create a new list in an existing team site (whether it's connected to Teams or not). A new list doesn't trigger the creation of a new site, you either create it from within the site, or from the Lists app in Microsoft 365, you choose which site/team to create it in.

 

Thanks, Mark Kashman (MS Lists PMM)

Microsoft

Hi @demarcorick - same Lists API already in Microsoft Graph. The Lists developer story remains the same as Microsoft Lists is based on the same SharePoint lists platform technology; more here from a SharePoint perspective. Thanks, Mark Kashman (MS Lists PMM)

Microsoft

Hi @rmwarren - much of this could be accomplished with Power Automate integration. And we are working to improve our list lookup capabilities, innovating beyond what is possible today. Thanks, Mark Kashman (MS Lists PMM)

Microsoft

Hi @Robd328 - answers to your questions:

  • Multiple tabs  | MK: Good feedback. The team is reviewing how to optimize space and aggregate information for various use cases. I'll pass along.
  • Lookups | MK: We are working to improve our list lookup capabilities, innovating beyond what is possible today
  • Linked columns | MK: [see last one above]
  • HIPAA compliant | MK: Yes.
  • Is there a Full feature doc you can point me to? MK: Top-level docs are here with more coming as we expand roll out: https://aka.ms/MSLists/help 

Hope that helps, Mark Kashman (MK) [MS Lists PMM]

Microsoft

Hi @SacheeT - same as has been for SharePoint lists. Microsoft Lists is an evolution on SharePoint lists and we will continue to invest and innovate on user experiences, lists scale, performance, etc. - you can get up to speed on all list thresholds here. Thanks, Mark Kashman (MS Lists PMM)

Microsoft

Hi @StephanGee - take a look at my previous comment about similar. And appreciate the feedback. - Mark 

Microsoft

Hi @JulienCherblanc - great to read your excitement. We updated a number of things beyond what was first published to raise awareness that roll out has begun for Targeted Release customers. Please scroll up to the updated information at the top of this blog and in the FAQs section. We, too, updated the related roadmap items marking them as "Rolling out" and pushed out a related tweet; and for admins, we're on track with what we shared via Message Center. Our aim is to balance admin awareness to best plan and minimize delivery windows between initial disclosure and beginning of release. 

Thanks, Mark Kashman (MS Lists PMM)

Microsoft

Hi @annaz - we do not yet support column-level permissions, and it's a known ask. UserVoice helps a lot and influences much of what you see in product over many years. Look forward to seeing you on the AMA. Thanks, Mark Kashman (MS Lists PMM)

Microsoft

Hi @PeteL993 - the controls exist the same as you would govern a SharePoint site, much of which is governed by not only who can create a site, but what level of permissions they have on the site. For Teams, common permissions are based on owners and members of Microsoft 365 Groups - in which case everyone who is a member or owner could create a list, same as they could contribute new files and post to the conversation. Groups does not yet have a "visitor" role as of today. Hope that helps, Mark Kashman (MS Lists PMM).