Why Lists? Because Spreadsheets Aren’t Always the Answer
If you’ve ever used Excel to track tasks, projects, assets, or issues — and it worked but felt clunky — Microsoft Lists might just be the upgrade you didn’t know you needed.
Microsoft Lists blends the flexibility of a spreadsheet with the structure of a database and the simplicity of a to-do list app — all tightly integrated with Microsoft 365.
This guide is built for professionals who want clarity, speed, and scale without sacrificing usability.
What Is Microsoft Lists?
Microsoft Lists is a smart, modern app to:
Track information
Collaborate with your team
Organise work using custom views, rules, and alerts
It’s perfect for:
Project task tracking
Asset management
Onboarding checklists
Bug and issue logging
Event planning
Content calendars
Client pipelines
And yes, it’s included with your Microsoft 365 subscription.
Each list is like a table with columns (called fields). You can customise:
Column types: text, number, date, person, choice, yes/no, etc.
Views: list (default), grid (like Excel), calendar, gallery
Colours & icons: visually distinguish types of entries
Filters & groupings: for easier data slicing
Want a status column? Use the Choice field and customise colours.
Step 4: Create Custom Views
Different work needs different angles.
Grid View = Spreadsheet mode
Calendar View = Great for event timelines or due dates
Gallery View = Visual card layout (great for content or assets)
You can also:
Group by fields (e.g., by project phase or owner)
Sort and filter views
Create personal views or share with the team
Step 5: Automate the Repetitive Stuff
Lists integrates with Power Automate so you can:
Get email alerts for new list items
Auto-assign tasks when a new entry is added
Move data to another system when status = “Complete”
Example: Auto-send a reminder email if a due date is 3 days away.
Step 6: Collaborate in Real Time
Because it’s part of Microsoft 365, you can:
Share lists like you would a SharePoint doc
Mention colleagues inside list entries
Add as a tab in Microsoft Teams for fast access
Use permissions to control who can see/edit
No more versioning issues or “who updated this?” headaches.
Common Use Cases for Professionals
Here’s how professionals use Microsoft Lists every day:
Use Case
Example
Project Tracking
Tasks, deadlines, owners, dependencies
Asset Management
Equipment lists, status, assigned to
Client CRM
Lead tracker with status, notes, follow-ups
Content Calendar
Editorial schedule, status, due dates
Issue/Bug Tracker
Ticketing system for support or dev teams
SOP & Checklist Mgmt
Onboarding steps, process tracking
Pro Tips
Use Rules (no-code alerts & automation) to notify users or update columns
Keep columns minimal — clutter kills clarity
Combine Lists + Power BI for visual reports
Use JSON column formatting to create colour-coded dashboards
Final Thoughts
Microsoft Lists hits the sweet spot between “too simple” and “too complex.”
It’s fast, shareable, easy to scale, and deeply integrated with Microsoft 365.
If you’ve outgrown spreadsheets for managing work — or want something more structured than sticky notes and tasks — Lists gives you the flexibility to build your own system, without building a whole app.
Want a head start? Check out our ready-made Microsoft Lists templates for:
