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3 min read

How the improved Microsoft Lists can improve your productivity

Are you ready to embark on a digital adventure that will transform the way you organise, collaborate, and manage tasks? Say hello to Microsoft Lists, your trusty sidekick in the world of productivity! In this playful yet informative blog, we’re going to dive into Microsoft Lists and discover how it can supercharge your workflow and make your life a whole lot easier.

What is Microsoft Lists?

Before we start, let’s answer the most fundamental question: What is Microsoft Lists? Imagine if your to-do lists, project trackers, and data repositories all came together in one dynamic and interactive platform – that’s exactly what Lists is all about!

Microsoft Lists is a highly versatile application within the Microsoft 365 ecosystem, and it is included in your Business Premium licence. It empowers users to create, share, and manage lists, track various types of information, from simple tasks to complex projects, and collaborate with colleagues. But Lists isn’t just about creating a dull spreadsheet-like catalogue; it’s a vibrant and customisable playground for your data.


Your Lists Playground: Getting Started

Ready to jump into the Lists playground? Great! Here’s how to get started:

1. Find Lists:

If you’re using Microsoft 365, you already have access to Lists. Simply sign into Microsoft 365, go to the Microsoft 365 app launcher and select Lists.


2. Create a List:

Once you’re in, it’s time to start creating your first list. You can start from scratch or choose from a range of templates, including issue tracking, asset management, and even event planning. Templates are your ticket to quick productivity!


3. Customize It:

Make it your own! Customize your list by adding columns, renaming fields, and defining your data types. Whether you need checkboxes, dates, or drop-down lists, Lists has got you covered.

4. Populate Your List:

Add your data with ease. Just type or copy-paste your information into the rows. Lists also supports importing data from Excel, SharePoint, or even an existing list.

5. Share and Collaborate:

Lists thrives on collaboration. Share your list with colleagues, collaborators, or friends. You can set permissions and define who can edit or view your lists, ensuring security and privacy.


Playful Features: What Sets Lists Apart

Now that we’ve set the stage, let’s explore some of the most playful and powerful features that make Microsoft Lists your ultimate productivity playground:

1. Conditional Formatting:

Spice up your lists with colours! Use conditional formatting to highlight important items, overdue tasks, or specific data conditions. Everyone loves a bit of conditional formatting right?.

2. Rules and Alerts:

Lists isn’t just a passive observer; it can actively notify you when something important happens. Set up rules and alerts to receive emails or notifications when specific conditions are met. No more missing deadlines!

3. Charts and Graphs:

Data visualisation has never been this fun! Lists can automatically generate charts and graphs based on your data, helping you spot trends and patterns at a glance.

4. Integrations:

Lists plays well with others. You can integrate it seamlessly with other Microsoft 365 apps like Teams, Outlook, and Power Automate. This means you can manage your tasks, projects, and data all from one central hub.

5. Mobile Access:

Take your Lists playground with you wherever you go. The mobile app ensures that you stay connected and productive even when you’re on the move.


Playtime with Lists: Real-World Applications

Now that you’re acquainted with the fantastic features of Microsoft Lists, let’s explore some real-world scenarios where it can be your go-to tool:

1. Project Management Extravaganza :

Lists can be your project manager’s best friend. Create a list for each project, track tasks, deadlines, assign team members, and visualise progress with charts. It’s the perfect simple tool for a successful project.

2. Event Planning Party:

Planning an event? Lists can be your event coordinator. Create a list for guest invites, track RSVPs, manage to-do lists, and even keep an eye on the budget. Your event will be a hit!

3. Inventory Jamboree:

Small businesses, rejoice! Lists can be your inventory manager. Keep track of products, stock levels, reorder points, and suppliers, all in one organised place.

4. Issue Tracking Fiesta:

Quality control? Lists can be your issue tracking superhero. Log and categorise issues, and keep everyone in the loop with automated alerts.

5. To-Do List:

For personal productivity, Lists is your best friend. Create a list of your daily tasks, set deadlines, and use conditional formatting to prioritise your most important to-dos. Goodbye, procrastination!

Tips and Tricks: Becoming a Lists Maestro

Now that you’re well-versed in the world of Lists, let’s wrap up with some pro tips to become a Lists maestro:

1. Use Templates Wisely:

Templates are there to make your life easier. Don’t hesitate to explore and adapt them to your needs.

2. Master Column Types:

Understanding column types is key. Use them to represent different data types (text, numbers, dates, etc.) accurately. You can even do Excel style calculations in them!

3. Stay Organised with Views:

Views help you filter and sort your data. Create different views for different purposes, whether it’s for your eyes only or for sharing with your team. Lists can be displayed as simple Lists, Calendar, Galleries or even Kanban style boards.

4. Experiment with Flow:

Power Automate (formerly Flow) can automate repetitive tasks, like sending notifications or updating records. Experiment with it to save time and effort.

5. Stay Updated:

Microsoft constantly updates Lists with new features. Keep an eye on announcements to make the most of this ever-evolving tool.

Microsoft Lists is more than just a tool; it’s your ultimate playground for productivity. Whether you’re managing projects, organising events, or simply keeping track of your to-dos, Lists can be your versatile companion. So, dive in, explore, and unleash your inner Lists maestro. Your newfound productivity awaits in this exciting digital playground!

If you’d like to learn more about the productivity power that you can unleash from Microsoft 365 then get in touch today.

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