How to use Microsoft Lists? If you have Microsoft 365, there are a handful of useful apps available to you. One of the most useful may be Microsoft Lists.

This is more than just writing down a simple list of items like you could do on Microsoft Word. The Lists app allows you to organize and prioritize for many personal and business tasks including recipe tracking, gift ideas, employee onboarding, work progress tracking, and more. Here’s how to access it.

How to use Microsoft Lists?

Microsoft Lists represents the evolution of traditional SharePoint lists to a more modern form of information management. It facilitates the tracking and organization of tasks for personal users or for teams. Enabling the swift development of lists, grids, and calendars, the Microsoft Lists app presents complex information in a clear and easily digestible format.

The Microsoft Lists application is driven by three principles:

• Simplicity: Start a list easily from scratch or quickly with ready-to-use templates.
• Flexibility: Keep everyone in sync with smart alerts and formatting.
• Integrations: Collaborate directly in Microsoft Teams using flexible views such as gallery, list view, and calendar.

Included in the Microsoft 365 suite, MS Lists is a work tracking app that allows you to create one or several lists containing whatever type of information you need so it’s ready to access whenever you need it.

Microsoft Lists is great not just for personal use but also for team projects. It integrates natively with other Microsoft 365 apps like SharePoint Online and Microsoft Teams, making it a handy tool. Using Microsoft Lists for project management helps teams easily share and track project information by adding lists to channels and site pages.

The Microsoft Lists app provides a number of default list templates, but you can also create lists from scratch, from Excel sheets, or from existing lists. You can think of a list like a database or spreadsheet, and with the ability to customize your view of the data displayed, you can create a list that’s easy to use and exactly suited for your situation.

Here are some example use cases for MS Lists:

• For QA engineers: Track issues, assign them to your team members, and send notifications to close tasks faster.
• For managers: Keep track of the ideas contributed by the whole team in a suggestions page. Share the most interesting articles or videos connected to your project with your team. Use them later to brainstorm new ideas for content creation, product upgrades, and so on. Track all data connected to the event, such as participants, their emails, and their timetables, in an event itinerary.
• For HR and team leads: Introduce new coworkers to relevant contacts, resources, and tasks with the use of an onboarding checklist.
• For chief information officers: Monitor physical assets such as laptops and accessories, their condition, and their checkout dates with the asset manager.
• For general use: Define your own training roadmap with the learning content you have pending.

With ready-made templates, you can quickly create lists in the Microsoft Lists app, Microsoft SharePoint, in the Microsoft Lists mobile app, and directly in Microsoft Teams. And because it’s part of Microsoft 365, you can rely on enterprise-grade security and compliance.

Microsoft Lists: Now open to everyone

Exciting news—Microsoft Lists is no longer just for business and enterprise users. Microsoft issued news in October 2023 that from now on, everyone can enjoy its robust task management features on iOS, Android, and the web, making it even more versatile and user-friendly. Whether planning daily tasks, logging product bugs, crafting detailed schedules, or managing budgets, Lists offers extensive customization and organizational options, even letting you create, share, and export your lists with ease.

Here’s what VirtoSoftware’s CEO, Sergi Sinyugin, thinks of this move:

Microsoft is now turning toward small businesses and personal users, stirring up competition with Google. And that’s a great thing, because ‘Lists’ is a super easy-to-use and versatile app in Microsoft 365, letting users get started with their work in a snap.

Now imagine harnessing the power of Microsoft Lists along with Virto Calendar Overlay and Virto Kanban Board. These apps are designed to streamline your task and calendar management and are completely free for up to five users!

Virto Calendar Overlay: Say goodbye to toggling between different sources for date-specific data. This app unifies them into a single, interactive calendar view, overlaying multiple project timelines and offering a simplified, color-coded overview of your schedules, essential for coordinating multifaceted projects.

Virto Kanban Board: Elevate your task management by converting your lists into a visual kanban board. Get an at-a-glance view of tasks, their statuses, and overall project progression, fostering collaboration and improving overall productivity.

Combine MS Lists with Virto’s Calendar Overlay and Kanban Board to bring your projects to life in a visual and simple way. With Virto’s tools, your team can easily see and manage tasks and schedules, making project management simple. Explore a user-friendly approach that ensures clear and easy team coordination.

How to display multiple lists in a single view

If your lists have dates and times you need to track, use Virto Calendar Overlay. It lets you see all those important dates from different lists in one single calendar view. Imagine having all your key dates, from different projects, in one place. Wouldn’t that make things simpler?

If your lists are for tracking tasks and seeing what is and isn’t completed, Virto Kanban Board is for you. It can turn those task lists into a visual board so you can see where every task is—from “not started” to “completed”—all in one glance!

With Virto Calendar Overlay and Virto Kanban Board, handling your lists, tasks, and dates becomes a breeze, letting you and your team stay on top of things without the hassle.

And the cherry on top is that the full versions of both apps are available completely free for up to five users! It’s a neat, risk-free option for small teams or businesses ready to dive deep into the world of advanced scheduling solutions without spending a penny.

Where are Microsoft Lists stored?

Microsoft Lists are stored in Microsoft’s cloud, specifically within the SharePoint Online environment, as Lists is built on the SharePoint platform. When you create a list in Microsoft Lists, it’s stored in the SharePoint site that you choose when you create the list. If you’re creating a personal list, it will be stored in your OneDrive, which is also part of SharePoint Online but is a personal space rather than a shared one.

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