Integrating Microsoft Whiteboard: Connecting the Dots with Microsoft Teams, OneDrive, and More
Why Integrate Microsoft Whiteboard? Streamlined Collaboration – Access Whiteboard directly within Teams meetings. Centralized Document Storage – Save and share whiteboards in OneDrive or SharePoint. Enhanced Productivity – Reduce the need for switching between apps. Real-Time Teamwork – Enable distributed teams to work together effortlessly. How to Integrate Whiteboard with Microsoft Teams Using Whiteboard in a Teams Meeting: Open a Teams meeting and click on "Share Content." Select "Microsoft Whiteboard." Participants can draw, write, and collaborate in real-time. After the meeting, access the Whiteboard from the meeting chat. 2. Creating a Persistent Whiteboard for Teams Channels: Open your Teams channel. Click on the "+" button to add a new tab. Search for "Whiteboard" and add it to the channel. Team members can access and edit the Whiteboard anytime. Saving and Accessing Whiteboards via OneDrive Whiteboards are automatically saved to the cloud for easy access. To find your saved boards, visit whiteboard.office.com or your OneDrive files. Share links with team members for continued collaboration. Leveraging Whiteboard with SharePoint Embed Whiteboards into SharePoint pages for organization-wide visibility. Use it to document brainstorming sessions, strategic plans, and meeting notes. Use Cases for Nonprofits Grant Planning & Proposal Writing – Teams can collaboratively outline proposals in real-time. Board Meetings & Stakeholder Discussions – Share ideas and take collective notes. Training & Workshops – Interactive training sessions using visual aids. Conclusion By integrating Microsoft Whiteboard with Teams, OneDrive, and SharePoint, nonprofits can unlock the full potential of collaborative planning and execution. Whether used for virtual meetings, project management, or brainstorming, these integrations help create a seamless, efficient workflow. Get started today and empower your team with connected, interactive collaboration tools! whiteboard.office.com soon to be whiteboard.cloud.microsoft.comCreate an Internal Support Ticket Hub with Microsoft Lists, Forms & Power Automate
Setting Up the Support Ticket Portal First, we will set up the support ticket portal. This is where ticket requests will populate, be triaged, assigned and managed. It's a central location where the support team members can keep track of their tasks as well as keep the client informed through automated notifications upon status changes. Let's get started! 1. Create the Microsoft List: Navigate to Microsoft Lists from the Microsoft365.com App launcher in the upper left. Select the “+ New list” and choose the “Issue Tracker" template. Fill out the list information (name, description*, color*, icon*, and associate it with a team or save to your lists) and select create to make your form (*optional). In this case, associating the list with a team is required as it is needed for notification purposes later on in the tutorial. Review the list items from the template and customize the list to what your organization needs. Include columns that capture essential details such as issue description, priority level, assigned to, and status. Ensure the list is set up to store all necessary information for managing support tickets. There will be items you need captured from the person submitting the form as well as items to triage, assign, and track the status of the case. 2. Creating the Support Ticket Form In the list menu, select the "Forms" tab to create a new form. Customize the form by removing or unchecking questions that are designed for the support team, leaving only the questions needed from the person submitting the ticket. For example, you’d remove the Priority, Status and Assigned To fields from the form because those items are not determined by the submitter, but by the internal staff triaging the case. Ensure the form captures essential details such as the issue description, associated files, and contact information. 3. Enabling Notifications and Assigning Tickets In the form settings, select the toggle next to "Notify me" so that whenever a new item (support ticket) is submitted, you are immediately notified. This ensures that you don't miss an urgent request. Preview your form Check for changes or adjustments you’d like to make. If everything is good, congratulations! You’ve made your support ticket form! 4. The Workflow Process: Now that your form and list are created you can test out your new form and ticket portal. Grab the link to your new form by selecting the forms button again in the menu. Select the link sign to copy the link. Let's test things out. Fill out the form with information as if you are an employee submitting a ticket about an issue. Refresh and check your Microsoft List to make sure the form responses were automatically added. Triage the case. In the Microsoft List, double click on the form submission list item. Here, the support admin will triage the case by assigning it to a member of the support team, updating the status of the ticket to "In Progress" and assigning it a priority status. When a ticket is assigned, the assigned staff member receives a notification, ensuring they are aware of their new task. If they need to get in contact with the employee that submitted the case, they are able to come to the list item, and check for contact/email details in the email column. Team members can update the status of the ticket to "In Progress" when they start working on it and then to "Completed" once the issue is resolved. These status updates help track the progress of each ticket and ensure timely resolution. Congratulations! You have an internal support ticket portal and form. To further enhance the transparency and efficiency of your internal support ticket system, you can implement additional notifications to keep the requester informed about the status of their ticket. By setting up automated notifications in Power Automate for when a ticket is marked as "In Progress" and "Completed," you ensure that the requester is always aware of the current status of their issue. This not only improves communication but also boosts confidence in the support process, as employees feel assured that their concerns are being actively addressed and resolved. 5. Automating Notifications with Power Automate Create a Flow: From the Microsoft365.com app launcher, open Power Automate. Click "+ Create" and select "Automated Cloud Flow". Choose a flow name and set the trigger to "When an item or file is modified". Configure the Flow: On the canvas, select the trigger to enter the required data. The site address your Microsoft List is attached to and the list or library name. Next, we must add a trigger condition in order for the flow to only trigger when the status column has been changed. In the settings tab add the following trigger condition NOt(equals(triggerOutputs()?['body/Status'], triggerOutputs()?['body/PreviousStatus'])) Return to the canvas to create a new action. Select the + sign under your trigger. In the search menu, search for the condition action. For the value of the condition, we want to choose the Status Value from the dynamic field (the lightning bolt). We want to make sure the condition states “Status Value is equal to In progress”. (Capitalization matters here so make sure the capitalization of “In progress” matches the way it is spelled on your Microsoft List”. In the "True" column of your condition we will add a new action. Select “Send an email (V2) Inside of your action select, “Switch to Advanced Mode” to be able to enter dynamic fields or fields directly associated with your form submission. In the "To" field, select the lightning bolt for a dynamic entry. And select the “Issue logged by Email”. This will add the email address of the form sender to the “To” field and who the notifications will be sent to. In the Subject field type and appropriate title such as “Support Ticket Status Update”. In the Body field type a message to the requester. For example, "Hello, you are receiving this message to notify you that your support ticket for" (dynamically insert the name of the issue) “has been changed to “In Progress”. At this point, the flow now sends notifications for when the status column has been modified to “In Progress. Now, let's do the same and send a notification for when the status has been changed to “Completed”. In the False column, we are going to add another condition. The values for the condition will be the same except where it once said, “In Progress” it will say “Completed”. You want the statement to read “Status value is equal to Completed”. In the true column add the same action for sending an email and fill out the details accordingly. Save and test your flow. Test and Deploy: Test the flow to ensure it works as expected. Select Test and choose Manually. This specific flow is triggered when the status column has been modified to “In Progress” or “Completed”. Test both separately to make sure both works. You will see green check marks and receive a notification to the email you provided earlier when filling out the form with sample data. In this example, I tested the flow by updating the status to “In Progress” so in this case I have green check marks along the left side because that follows the first conditions. The green check marks will follow the right-side path if I choose to test the “Completed” status. Here is a copy of the email that was sent to the inbox. Once satisfied, deploy the flow to automate the notification process, enhancing communication and satisfaction. Conclusion By leveraging Microsoft Lists and Forms, you can create a robust internal support ticket system that streamlines the process of submitting, triaging, and resolving support requests. The integration with Power Automate further enhances this system by automating notifications, ensuring that all parties are kept informed throughout the process. This setup not only improves efficiency but also boosts employee satisfaction by providing a transparent and responsive support system.What’s Included with Microsoft’s Granted Offerings for Nonprofits?
Are you a nonprofit looking to boost your impact with cutting-edge technology? Microsoft is here to help! From free software licenses to guided technical documentation and support, this program offers a range of resources designed to empower your organization. In this blog, we’ll dive into the incredible tools and grants available to nonprofits through Microsoft, showing you how to make the most of these generous offerings. Whether you’re managing projects or just trying to simplify your day-to-day tasks, there’s something here for everyone. Let’s explore what’s possible!Navigating the Cloud: The Differences Between OneDrive and SharePoint
Introduction As a leader, you know how crucial it is to have access to business-critical documents, especially when you're on the go. Cloud storage has become a necessity for any growing organization. You might already be familiar with other cloud applications like Google Drive or Dropbox. So, cloud storage is nothing new to you. However, you may have heard about storage options with SharePoint and wondered what the difference is between the two. Which one should you use, and in what scenarios are they the better options? Don't worry, we've got you covered. We'll explore all of that in this blog. Let's get started! Comparisons Between OneDrive & SharePoint First, we need to talk about the differences between the two applications. SharePoint is built for the purposes of being an intranet site. SharePoint has multiple robust capabilities and features. For starters, SharePoint can utilize document libraries for file storage. See the comparison below to learn more: SharePoint OneDrive Storage Storage Centralized storage for team and organizational files. Personal cloud storage for individual files and documents. Supports large-scale document management and collaboration. Accessible from any device with an internet connection. Integrated with Microsoft 365, providing seamless access to files across various applications. Integrated with Windows, providing a seamless user experience. Sharing Sharing Facilitates real-time collaboration with co-authoring and version control. Easy sharing of files and folders with others. Allows for secure sharing within and outside the organization. Supports real-time collaboration on documents. Provides robust permissions management to control access to files and folders. Provides secure sharing options with password protection and expiration dates for shared links. Syncing & Sharing SharePoint and OneDrive offer syncing and sharing capabilities that enhance productivity and collaboration within organizations. With SharePoint, users can sync files and folders to their local devices using the OneDrive sync app, ensuring that they have access to the latest versions of documents even when offline. This feature is particularly beneficial for teams working on collaborative projects, as it allows multiple users to work on documents simultaneously and ensures that everyone is on the same page. SharePoint also provides robust sharing options, enabling users to securely share files and folders with colleagues both within and outside the organization. Permissions can be set to control access levels, and real-time collaboration is supported, allowing multiple users to edit documents at the same time. On the other hand, OneDrive offers personal cloud storage for individual files and documents, making it easy for users to access their files from any device with an internet connection. OneDrive's sharing capabilities are straightforward, allowing users to share files and folders with others and set permissions to control access. Both SharePoint and OneDrive provide secure and reliable platforms for storing and sharing documents, but SharePoint is more suited for team collaboration, while OneDrive is ideal for individual file management. Best Practices Offline Access: Take advantage of OneDrive's offline access feature to work on files even when you don't have an internet connection. Version History: Utilize the version history feature to track changes and restore previous versions of your files if needed. Workflows and Automation: Leverage SharePoint workflows to automate business processes, such as document approvals and task assignments. Intranet and Communication: Create an intranet site on SharePoint to share company news, announcements, and resources with employees. Conclusion In conclusion, this overview has provided insights into the cloud storage solutions available with your Microsoft Business Licenses. OneDrive is an excellent option for personal storage, enabling employees to access and manage the documents they are responsible for. On the other hand, SharePoint offers a more comprehensive solution for sharing documents across teams, departments, and the organization as a whole. Additionally, SharePoint seamlessly integrates with Microsoft Teams, allowing for direct access to files, folders, and resources associated with SharePoint Sites. For further information on how to implement a storage plan for your organization, please refer to the resources below. Hyperlinks Introduction to SharePoint and OneDrive in Microsoft 365 for administrators - SharePoint in Microsoft 365 | Microsoft Learn OneDrive service description - Service Descriptions | Microsoft Learn Overview of OneDrive in Microsoft 365 - SharePoint in Microsoft 365 | Microsoft Learn OneDrive help & learningSharePoint and Power Apps: Managing Roles and Permissions
One of the key aspects of SharePoint security is managing permissions at the list or item level, which allows you to control who can view or edit the data. This granular control is essential for maintaining the integrity and confidentiality of sensitive information within your organization. By effectively managing permissions, you can ensure that only authorized personnel have access to specific data, thereby reducing the risk of unauthorized access. Whether you choose to restrict access to the entire list for simplicity or use item-level permissions for more advanced scenarios, SharePoint provides the tools you need to keep your data secure. Restrict Access to the Entire SharePoint List This happens in SharePoint itself, not Power Apps. You need to manage permissions at the list or item level: Go to your SharePoint site > Open the List. Click on the gear ⚙️ > List settings. Under Permissions and Management, click Permissions for this list. Stop inheriting permissions (click the ribbon command: Stop Inheriting Permissions). Remove default access groups (like "Members" or "Visitors"). Add a specific SharePoint group or individuals who should have full access —an admin or manager, not end users. End users will only interact with the list through Power Apps — they don’t need direct list access. Please keep in mind that if users need to edit entries, they must have access to the list. Without proper permissions, they won't be able to see or edit the list. The next user permissions option is ideal for users who need to edit their own entries. Use Item-Level Permissions in SharePoint This is only advisable if you can enforce it consistently: Go to List settings > Under Advanced settings. Scroll to Item-level Permissions. Choose: ✅ Read access: Only their own ✅ Create and Edit access: Only their own This works well only if users are submitting forms (e.g., time-off requests) that shouldn’t be visible to others. Prevent Users from Viewing or Editing Power App Code This is configured through Power Apps and Microsoft Admin Center. Limit Who Has Access to Edit the App In Power Apps Studio: Go to File > Share. Remove or do not add users as Co-owners. Instead, share as Users only — give them “Can use” permission. Use Environment Roles (Dataverse or Environment Scope) In the Power Platform Admin Center (https://admin.powerplatform.microsoft.com): Go to Environments > Click your environment > Security roles. Set roles so users: Are not Environment Admins or Makers. Only have User roles in production environments. Summary of What to Check: Task Where Goal Limit list access SharePoint List Settings Prevent users from directly viewing data Use item-level permissions SharePoint Advanced Settings Let users only see/edit their own submissions Limit app editing Power Apps Share Panel Ensure only owners can edit Secure environment roles Power Platform Admin Center Block access to Maker/Admin capabilitiesBuilding a Power App with SharePoint: An Overview
➡️ Next: Setting Up Your SharePoint List Welcome to the first blog in our series walking nonprofit teams through understanding how to build a Power App using SharePoint as the backend. In the Series Introduction blog, we covered what you can expect to learn throughout this journey — from setting up SharePoint lists to customizing your Power App and beyond. If you haven’t read that yet, I recommend starting there to get a full picture of the series and its goals. Whether you're trying to replace spreadsheets, streamline internal processes, or create a lightweight application that works seamlessly within your Microsoft 365 environment — this guide is for you. We’ll break everything down step-by-step in a way that’s accessible to those without a developer background, focusing on real-world nonprofit scenarios. This first post will give you an overview of why Power Apps + SharePoint is a smart combination for nonprofits, some of the things to watch out for, and what to expect in the rest of this series. Why Use SharePoint and Power Apps Together? There are many no-code and low-code tools out there, but for nonprofits already using Microsoft 365, this combo has some big advantages. 💰 Cost and Licensing Advantages If your nonprofit already has Microsoft 365 through a donation or nonprofit license, you likely already have everything you need to get started: SharePoint Online is included with most Microsoft 365 nonprofit plans. Power Apps for Microsoft 365 allows you to build canvas apps that connect to SharePoint Lists without needing premium Power Apps licenses. This means you can often build simple internal tools — like intake forms, event trackers, request systems, or contact databases — without paying extra for software. 🔗 Deep Microsoft 365 Integration Power Apps and SharePoint are both Microsoft products, which means they work beautifully together out of the box. Some examples: Your app can use Azure AD login to show users only their data. SharePoint security settings can control who can read or edit what. You can embed your Power App directly on a SharePoint page or Teams tab. Files, calendars, and Outlook-based automation (via Power Automate) are all easily connected. This makes it much easier to deploy tools within your existing ecosystem. 🔐 Easy Permission Control for Non-Technical Users SharePoint permissions are very customizable, yet easy to manage once you get the hang of it. For example: You can create a SharePoint List where staff can submit requests but not edit each other’s. Supervisors can get extra edit/view access — without editing Power App settings directly. You don’t need IT staff to control who sees what — just basic SharePoint admin know-how. This lets your team manage sensitive data access without complicated role-based systems. 🧱 Simple List Structure with Room to Grow SharePoint Lists are essentially Excel spreadsheets with superpowers. They give you: Columns for different data types (text, dropdowns, people fields, dates, etc.) Built-in version history Attachments Easy filtering and sorting Views for different user roles or purposes And while they’re simple to set up, you can scale them up over time — connecting them to automation (Power Automate), dashboards (Power BI), and more. Common Pitfalls and When Not to Use SharePoint This combination isn’t perfect for every use case. Here are a few things to watch out for: Complex relational data? SharePoint Lists don’t work well for apps with deeply connected tables like you’d see in a CRM. Dataverse is better for those. High-volume apps? SharePoint Lists have a 5,000-item view threshold and slower performance at scale. Consider performance and filtering strategies. Need for public access? SharePoint + Power Apps is great for internal tools. If your audience is external (like a volunteer signup form for the public), you’ll need a different approach. Mobile limitations? Power Apps can be mobile-friendly, but design carefully — SharePoint-connected apps often need tweaking for mobile usability. Watch for delegation warnings. SharePoint has limitations when it comes to how Power Apps can filter, sort, or retrieve large datasets (called “delegation limits”). For most simple apps, this won’t be a problem — but it’s good to design with it in mind. We’ll touch on this later in the series. Still, for internal tools used by staff or trusted volunteers, this setup offers an unmatched combination of power and affordability. What’s Next in This Series? In the next post, we’ll begin building your app by setting up your SharePoint List. That list will serve as your app’s “database,” and how you structure it upfront will shape what’s possible later on. Here’s a sneak peek at what’s ahead: Upcoming blogs: 🗂 Creating Your SharePoint List – how to structure your list for Power Apps 🧩 Building the App with Power Apps – connecting your list and designing the layout ⚙️ Permissions & Publishing – controlling access and rolling it out to users Each blog will include screenshots, plain-language tips, and walkthroughs that align with the accompanying video series — which we’ll link to as it’s released. Final Thoughts Power Apps + SharePoint offers a low-cost, scalable, secure way to build apps that work for your nonprofit team — especially if you’re already in the Microsoft ecosystem. Even if you’ve never built an app before, this series will help you get from idea to launch, one step at a time. Let’s build together! 📚 Explore the Series Series Introduction An Overview of the SharePoint/PowerApps Combination Setting Up Your SharePoint List Building Your Power AppSharePoint: A Game-Changer for Team Collaboration
Microsoft SharePoint Overview on Document Storage for Nonprofits Microsoft SharePoint is a versatile content management platform designed to help organizations manage their information and work together more effectively. For nonprofits, this means less time searching for files and more time focusing on impact. SharePoint is designed for documents that need to be shared across the organization, while OneDrive offers sharing capabilities but is primarily focused on personal document storage. If your nonprofit is currently using OneDrive as a shared document space, migrating to SharePoint could improve collaboration and governance. In this blog, we’ll break down SharePoint’s document storage features, provide practical examples of how nonprofits use them, and outline next steps to get started. Key Features Centralized Document Management SharePoint provides a single location where all your documents can be stored, organized, and accessed. This makes it easy to find and share important files, ensuring everyone is on the same page. Example: Create a document library for each program area—such as Fundraising, Outreach, and Operations—to keep your files organized by function. Real-Time Collaboration With SharePoint, team members can work on documents simultaneously, seeing each other's changes in real-time. This feature is particularly useful for projects that require input from multiple people. Tip: Try co-authoring a grant proposal or annual report with multiple stakeholders working in the same document. Accessibility Being cloud-based, SharePoint allows your team to access documents and information from anywhere with an internet connection. This is ideal for nonprofits with remote or distributed teams. Best Practice: Use the SharePoint mobile app to keep up with documents and updates while working in the field. Integration with Microsoft Office SharePoint works seamlessly with other Microsoft Office applications like Word, Excel, and Outlook. This integration helps to simplify workflows and makes it easier to manage tasks and projects. Pro Tip: Use Power Automate (included in M365) to automatically save Outlook email attachments to the right SharePoint folder. Security and Compliance SharePoint offers robust security features, including permissions management and data encryption. You can control who has access to specific documents and ensure that sensitive information is protected. Scenario: Limit board meeting notes to executive staff, while still allowing wider team access to program documents. Customization SharePoint can be tailored to meet the specific needs of your nonprofit. Whether it's creating custom workflows, designing unique sites, or integrating with other tools, SharePoint offers the flexibility to adapt to your requirements. Example: Build a simple intake form using Microsoft Forms and connect it to a SharePoint list to track community requests. Cost-Effective Another great part of SharePoint is that it is included in Microsoft 365, which means that it is free as a part of your free nonprofit M365 Business Premium licenses. This makes it an affordable solution for managing information and improving how your team works together. Next Step: If you’re not using your nonprofit licenses yet, visit the Microsoft Nonprofit Hub to apply and unlock access to SharePoint. AI Capabilities with Copilot License If your nonprofit opts for a Copilot license, you'll gain access to advanced AI capabilities that can further enhance your use of SharePoint: Automated Content Generation Copilot can help generate content for documents, presentations, and reports, saving your team time and effort. Use Case: Draft a first version of a board update using Copilot and polish it collaboratively in SharePoint. Intelligent Search With AI-powered search, finding the right documents and information becomes faster and more accurate. Copilot can understand the context of your queries and provide relevant results. Try This: Ask Copilot “Where’s our last community event plan?” instead of browsing through folders. Data Insights Copilot can analyze data within SharePoint and provide insights, helping your nonprofit make informed decisions based on the information you have. Use Case: Review engagement metrics on shared documents to see which grant templates are most reused. Task Automation AI can automate routine tasks, such as organizing documents, setting reminders, and managing workflows, allowing your team to focus on more strategic activities. Tip: Use Copilot to summarize weekly meeting notes and auto-tag them by project. Personalized Recommendations Copilot can offer personalized recommendations for content, resources, and actions based on your team's activities and preferences. Benefit: Get suggested templates or files based on your daily tasks—without searching manually. Next Steps Ready to get started with SharePoint? Here’s what to do next: Identify a pilot use case—like organizing HR policies or program templates. Set up your first SharePoint site using a team or communication site template. Train your staff on basic document management and permissions. Explore SharePoint + Copilot features if you're eligible or planning to upgrade. Connect with peers: Join the Microsoft Community Hub to ask questions and learn how other nonprofits are using SharePoint effectively. For additional tips and resources, be sure to follow our Nonprofit Community | Microsoft Community Hub for blogs, updates, and advice on maximizing your nonprofit tools.Building a Power App with SharePoint: Setting Up Your SharePoint List
⬅️ Previous: An Overview of the SharePoint/PowerApps Combination ➡️ Next: Building Your Power App What We’ll Cover Creating a SharePoint list from scratch Choosing column types to match your data needs Setting up lookup columns and choice fields Best practices for organizing and naming columns Preparing your list for integration with Power Apps Creating Your SharePoint List Log in to SharePoint: Navigate to your SharePoint site. SharePoint can also be accessed via m365.cloud.microsoft, signing into your account and then clicking in the upper left corner of the window, select App launcher > SharePoint. (If not in left corner please look for “Apps”) Create a List: Go to the site contents and select "New"> "List". --> 3.Start a New List: Click “New List” and choose a blank list or template. If you have an existing excel or CSV file with columns you have already written, you can also import as well. First choose import from excel Then select a file on the SharePoint site or Upload a file 3. If you have multiple sheets in the file, you can select the table or sheet and choose the column type for each column. Choosing the Right Column Types Below, see the list of options when you are importing from ESV or CSV. Each column in your SharePoint list stores a different type of data. Choosing the right type helps your app work efficiently. Common column types include: Single line of text: For short text entries (names, titles). Multiple lines of text: For longer notes or descriptions. Choice: Predefined options for consistent data entry (e.g., status: Active, Inactive). Number: For numerical data (e.g., quantity, age). Date and time: For dates such as event dates or registration timestamps. Lookup: To reference data from another SharePoint list. Make sure to match your columns to the data you’ll collect. 4. Name Your List: Give your list a name (e.g., "Employee Directory"). 5. Add Columns: Add the necessary columns to your list (e.g., Name, Email, Department). If you imported from a file, feel free to add any more columns you may have needed or adjust the column types by clicking on the Column – Column Settings-Edit. Option B for Step 1: Using Microsoft Lists Open Microsoft Lists: Go to Microsoft Lists or access it via the Microsoft 365 app launcher. 2. Start a New List: Click “New List” and choose a blank list or template. 3. Configure the List: Name your list (e.g., "Employee Directory"). Select the desired color and icon if you wish. Choose whether to save it to My lists (private) or a SharePoint site (team-based). 4. Add Columns: Add custom columns such as Name, Email, Department, etc. Note: Whether you create your list in SharePoint or Microsoft Lists, it can be connected to PowerApps the same way in the next step. Tip: When starting from a SharePoint List that has no data, it is helpful to add one line of test data to see how the fields populate within the Power App. Take the time to add an entry before we begin to create the app. Best Practices for Organizing Your List Use clear and consistent column names (avoid spaces or special characters when possible). Keep your list structure simple—complex relationships can be handled later in Power Apps or Power Automate. Limit the number of columns to only those you need to keep performance smooth. Add columns for auditing if needed, such as “Created By” and “Modified Date.” These can be system generated following the steps below: Click on Add Column-Show or hide columns-Select Column-Apply Preparing Your List for Power Apps Once your SharePoint list is ready: Double-check your columns and data types. Add some sample data to test with later. Avoid complex calculated columns that Power Apps might not support fully. Ensure you have proper permissions to connect the list to Power Apps Conclusion Your SharePoint list is the foundation of your Power App. Taking time to set it up thoughtfully will save you time and headaches down the road, making your app more reliable and user-friendly. In our next blog, we’ll jump into Power Apps Studio to connect your SharePoint list and start building your app interface. Stay tuned! Additional information: Setting Up Views Views help you filter and organize your list data directly in SharePoint. Setting up a custom view lets users see just the data relevant to them. Create views based on common filters (e.g., “Pending Approvals” or “Active Volunteers”) Set a default view that makes sense for most users In this example application, I will create an HR view that displays the fields the HR team will manage first in the list. To add a view, click on + Add View on the top right of the list Best Practices for SharePoint Lists with Power Apps Keep your list simple and clean for better app performance Limit choice columns to fewer than 20 options for usability Avoid using complex column types that don’t work well with Power Apps Regularly maintain and clean your list data to prevent errors Plan your list structure early to avoid major changes later 📚 Explore the Series Series Introduction An Overview of the SharePoint/PowerApps Combination Setting Up Your SharePoint List Building Your Power App
