How to manage Projects using Microsoft Lists

April 13, 2021

One of the latest products from Microsoft is Lists. It is, I will say, an upgrade of old, boring SharePoint Lists, with has much better look and is much easier to use. 

Microsoft Lists is part of Office365, and it can be found here: 

and when we choose it, we will be taken to the landing page: 

As we can see we are on the SharePoint personal site. When we want to create new list there are four ways to do it:  

  1. From scratch – a blank list 
  1. From Excel 
  1. From an already existing list 
  1. From template 

In this article we will use a template which suits us best: Work progress tracker. 

Before we can make a final decision (for example, does this template suit us best), we will see a preview of what we will get with the template: 

When we hit the Use Template button, we need to give a name for this particular List, and we can add a description, as well as choose a color and Icon: 

Once we click Create, we will see the empty List: 


Since we are running our project, we can customize this List for our own needs. Let’s say that we want to have: 

  • Task name – we will use Work item for this 
  • Description – we will use it as is 
  • Task Cost – we will create this field 
  • Start Date – we will use it as is 
  • Due Date – we will use it as is 
  • Assigned to – we will use it as is 
  • Progress – we will modify this field 

First, we will rename Work Item to Task name: 


Next, we will remove the fields which we are not going to use: Category, Priority and Notes: 

  Followed by: 

Now, we will modify the Progress field. This field has default values: 


We want to have: 

  • Not started 
  • In Progress 
  • Completed 
  • Abandoned 

and we do not want that the user can add any other value beside those ones. So, we will modify those values: 

Now we must create the new field, Task Cost: 


We chose Croatian currency (Croatian Kuna), because the author of this article lives there! 

Finally, we will reorder our fields like this: Task name, Description, Task Cost, Start Date, Due Date, Assigned and Progress: 


And when we are done with reordering, we are going to apply: 

Now, we are set for work. 

We can put items in our List like this: 


Usually, we will not want to add items one by one. So, we can use Quick edit: 


and we can have something like:  

For the end of this article, let’s see how we can delete the list: 


This is just from scratch, a little piece of what we can do with Microsoft Lists. Much more can be done with this powerful tool, but it is definitely very, very useful.  

Collaboration means two-way communication!

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