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Creating Lists with Microsoft 365 Demo

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Overview
Difficulty
Intermediate
Duration
30m
Students
98
Ratings
5/5
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Description

SharePoint is a useful tool that provides a wide range of settings to manage files and ensure they are kept secure. This course will take you through how to manage and configure those settings and ultimately give you the knowledge to create SharePoint sites, manage their access down to a user level, and allow for external guest access.

Learning Objectives

  • Learn how to plan external sharing settings in SharePoint
  • Learn how to manage access configurations
  • Understand how SharePoint tenant and site settings can be managed effectively

Intended Audience

This course is intended for anyone who wants to implement SharePoint in their operations.

Prerequisites

There are no prerequisites for this course.

 

Transcript

Finally, I want to cover Microsoft lists as they can be a useful tool for organization that communicate across Microsoft 365 and can be directly built in SharePoint or in Teams.

Starting off, here I am in the Microsoft office home page.

If I wanted to make the list from here I could come all the way to the top left for the apps and choose list from that menu or if I don't see it there I can click on maps and find lists from that menu.

I can also do by navigating into a specific SharePoint site that I would like to create a list in hitting new and then hitting list it will go through the same prompt.

Or finally if I wanted to do it within teams I could find the team in the channel that I wanted to create the list in hit the plus button for the tab up here and then choose list from the drop down menu.

It will then create the list and I can save this to directly import list app here to create a new list or add an existing list.

Now, let's go ahead and create our first list I'm just gonna do this for the office home page just to showcase the step by step process and then maybe open up in SharePoint to show you what it would look like.

So I'll go back to the app launcher open up lists and this brings us to our list page.

As you can see I currently have a test list but we're going to go through the process of creating a brand new list.

So we can click on new list and here we have the options to create a list.

We can create a blank list create one using an excel document that we currently have or we could create it using a template from an existing list.

However the nice thing about list is that they all have a bunch of different templates we can utilize to create our list with.

We have issue trackers that are specifically for tracking issues we have employee onboarding lists asset manager list content schedule lists so many different templates to utilize however we are you going to use the issue tracker to showcase what a list can do.

Once you choose the template that you want to utilize for the list it will give you a quick preview of what that list will look like once it's built out.

As you can see I have different columns here for issues the description the priority the status of those issue requests and so on and I can keep going through see each of the different columns and bits of information that will come with that list.

If I wanted to go to the itinerary you can see everything changes or the asset manager I can see photos and asset tags and this kind of gives you a good example of how lists can be utilized.

So we'll actually use the asset manager here because I like the pictures and hit use template.

Once I create the list it will give me an auto name based on the template that I've used we'll just keep that for now I can choose the color and the icon of the list that I want to create.

Since we're doing an asset manager I'll go ahead and leave it as a little clipboard and from there I can choose where I want to save this list.

Now there are three options there's my lists the test group and the demo site.

Now these are two different sites one of which is a team site one of which is a SharePoint site either way it's all going to get shared to SharePoint we'll just go ahead and do the test group for now as that is the teams site that we've created in the past.

So if I click that I then have the option to show in the site navigation which will show it on the left hand rail so we'll leave that and then I can hit create.

Now that we have our new template if I wanted to start building it out I can come on up here to new and start adding devices in the asset manager. 

I can add a photo an asset tag the status of the device and as you can see this is all because of the template that I used to create this. 

I don't have to fill out all this information I'll just fill up the couple bits of information here hit save and once I do all that info will be shown in the list as you can see right there. 

Now if you remember when I created this list I was prompted or asked if I wanted to add this to the site navigation of a SharePoint site which I ended up doing.

We can actually see that if we never get back to the SharePoint site that it's attached to. 

So let's do just that go back to office home page, open up SharePoint and then open up the side that it's attached to.

I believe I attachment to the test group which also happens to be the team site which i'll show case after this but once I open up the sharepoint site we can see on the left hand navigation rail that I do indeed have an asset manager list here and if I click on it I have essentially the same page that I saw on lists page.

Now just like I could do on the Microsoft lists page I have the same option to add new asset make any changes I need to or even edit existing assets directly from SharePoint by clicking on the edit option.

I can do the same thing from Teams.

If we navigate back to teams where we left off we had added the lists tab to the maintenance channel.

If I wanted to attach that list directly into this channel, I can simply click add an existing list.

This will open up the option to either use a SharePoint link or chose a list from the team and as you can see I do indeed have the asset manager that I created that I can simply click on and add the list directly into Teams.

 

Now that I have the list both in Teams and in SharePoint users will be able to use and edit this list as they need.

About the Author
Students
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Courses
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Lee has spent most of his professional career learning as much as he could about PC hardware and software while working as a PC technician with Microsoft. Once covid hit, he moved into a customer training role with the goal to get as many people prepared for remote work as possible using Microsoft 365. Being both Microsoft 365 certified and a self-proclaimed Microsoft Teams expert, Lee continues to expand his knowledge by working through the wide range of Microsoft certifications.