Create SharePoint lists and filter them effectively: A comprehensive guide

SharePoint lists are a powerful tool within the Microsoft 365 suite that allows you to manage data and information in a structured way. Whether for project planning, tracking expenses or organising events - SharePoint lists offer a wide range of possible uses. In this blog post, I will show you step by step how to create a SharePoint list and apply effective filters. We will also draw on the official Microsoft documentation on SharePoint lists.

What are SharePoint lists?

SharePoint lists are basically digital versions of classic lists. They consist of several rows and columns, with each row representing an entry and each column representing specific information. This structure allows you to organise, edit and analyse data efficiently.

Application examples for SharePoint lists

-Project planning: Track tasks, deadlines and responsibilities.

-Expense tracking: Document and monitor financial expenditure.

-Event management: Organise participant lists and manage registrations, such as participation in a Christmas party.

Create a SharePoint list

Step 1: Access to Microsoft lists

Microsoft Lists is closely linked to SharePoint Lists and offers a user-friendly interface for creating and managing lists. To create a new list, go to lists.microsoft.com and sign in with your Office 365 account.

Step 2: Create new list

1. Use existing lists or create a new one: After logging in, you have the option of selecting from existing lists or creating a new list.

2. Template overview: You will see an overview of various templates. For this example, we choose a Empty list.

3. Name the list: Give your list a meaningful name, e.g. "Christmas party attendance list".

4. Create: Click on Createand an empty list will be available to you within a very short time.

Step 3: Add and customise columns

A list consists of several rows (entries) and columns (information). The Title column is present by default and cannot be deleted, but can be renamed.

1. Rename title column:

-Click on the title column.

-Select Column settings and then Rename.

-For example, rename the column to Name um.

2. Add further columns:

-Click on Add column.

-Select the Yes/No column type to determine whether a person takes part in the event.

-Name the column, e.g. Participation.

-Add another Text column to add information on Allergies and intolerances to collect.

Step 4: Share list

Once you have created and customised your list, you can share it with your team:

1. Manage authorisations:

-Click on the top right on Manage authorisation.

2. Share list:

-Select who you want to share the list with.

-You can either use a Send e-mail directly via SharePoint or the Copy link to list and share it via Outlook or Microsoft Teams.

Add entries to the SharePoint list

Team members can now open the list and add new entries:

1. Add new entry:

-Click on Add new entry.

2. Enter information:

-Fill in the fields, e.g. Name, Participation (Yes/No) and Allergies and intolerances.

3. Save entry:

-Click on Saveto save the entry in the list.

Filter lists for a better overview

Filtering lists is an efficient method for quickly finding and analysing relevant data. For example, you can display only those people who will not be attending the Christmas party.

Step-by-step guide to filtering

1. Open list: Navigate to your SharePoint list.

2. Select column: Click on the arrow next to the column header that you want to filter (e.g. Participation).

3. Apply filter:

-Select the desired filter criteria, e.g. only No can be displayed.

4. Remove filter: To remove the filter again, click on the X next to the filter at the top of the list.

By applying filters, you can quickly adjust the displayed data and filter out the desired information without having to search through the entire list.

Conclusion

SharePoint lists are a versatile tool for data management within Microsoft 365. With the steps described above, you can easily create, customise and share a list with your team. The ability to filter data also ensures clear and efficient data analysis.

Further resources:

-Official Microsoft documentation on SharePoint lists

-Microsoft Learn: SharePoint Basics

Good luck creating and managing your SharePoint lists! If you don't want to miss any more tutorials, visit our YouTube channel and subscribe us for regular updates.