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Amazing SharePoint List Tips and Tricks You Need to Know

Discover the full potential of SharePoint lists with these mind-blowing tips and tricks.

Whether you are a big organization or small, SharePoint is a service anybody can use to make their business efficient. With this site, you can easily manage and share information with other employees effortlessly. If you don’t have proper knowledge of how to use the various features of SharePoint, then it can be a tough job to use this platform’s full potential. So, we have decided to write an article to share some SharePoint list tips and tricks with you. Are you excited to know them? So, let’s begin.

Amazing SharePoint List Tips and Tricks You Need to Know

Amazing SharePoint List Tips and Tricks You Need to Know

You can create many types of sites with SharePoint, such as team sites, communication sites, classic sites, etc. The best thing is it comes with some Office 365 versions. Also, you can purchase it as a standalone service. It uses workflow to provide collaboration tools like lists, libraries, databases etc. Unlike other Microsoft applications, it doesn’t get frequent updates. Despite this fact, SharePoint still has a modern look and is also quite secure. Now, read further to learn about SharePoint Online list tips and tricks.

SharePoint webpage

1. Export Data to Excel

One of the features of the SharePoint list is the function of advanced graphical representation of data. So if you are managing your data in the SharePoint list and need to use the graphical representation feature, you have to export the data to Excel. This is because graphical representation is not available in the SharePoint list.

2. Use Filter Capability

One of the main attractions of the SharePoint list is the filter option. With filtering, you can easily find the information you’ve been searching for in seconds. But that action might take hours to find without this filter option.

3. Integrate with Other Microsoft 365 Apps

You can integrate SharePoint list with other Office apps, which is a powerful and convenient feature. For efficiency, you can integrate the list with Power Apps, Power Automate, and Power BI.

4. Set Permissions

Permission is a feature that makes SharePoint more lucrative and a better solution to many other listing software. The best thing is you can customize the permissions. If some employees don’t need to use the edit option, you can provide them with only the necessary permissions. It is not only convenient, but it lessens the risk of getting important information deleted by a novice employee.

5. Simplicity is Key

The next one on SharePoint list tricks is its simplicity. It is still a powerful tool. However, many can use it in a complex way if they don’t know how to use each tool properly and make things complicated. So we will suggest you not do that and make lists respecting minimalism.

Also Read: Microsoft 365 Copilot: New AI Assistant for Office Apps

SharePoint List Limitations

After learning SharePoint list tips, let us know about its limitations. There are certain limitations of the SharePoint list which you should keep in mind. They are mentioned below:

  • 30,000,000 is the maximum number of items you can add to a SharePoint list. However, you might say that it is more than enough if you are a small organization.
  • 250 MB is the maximum size limit of a list. This can be limiting if you want to add attachments and not just fill the list with words.
  • You might want to hide some columns from some users. But unfortunately, it is not possible to do this in the SharePoint list, which can be a major drawback for some users.
  • If you want to hide some list views for certain users, then it is also impossible to do that.
  • If thousands of documents or items are in a list, some users might get a threshold error when searching the list for a specific item.
  • In lists, generic option names like new item, edit item, check-in, and check-out are available. But you cannot customize the menu as per requirement.

SharePoint Lists Examples

Now let’s give you some SharePoint list examples for widening your understanding of this matter.

1. Course Example List

In the course example list, we can store various data about courses. Enter details like course name, instructor’s name, description, course fee, and course type.

2. Vacation List

In this type of list, you can keep track of the details about the employees’ vacations. Enter details like employee name, the reason for leaving, date of the leave, total period, approved or not, etc.

3. Project Management

If you are running a company, then you will have a project. Also, to manage that project efficiently, you can use a list in SharePoint. Details that can be put in a project management list are project name, start date, end date, assigned to, budget, and duration.

4. Recruitment List/Tracker

If you are an HR, then this list will help a lot. With a recruitment tracker, you can track candidate profiles, interview dates, application statuses, etc. Some details you can add are the candidate’s name, position, application date, interview date, recruiter’s name, candidate’s email address, experience, and skills.

5. Employee Survey List

To run a successful company, you need good employees. We know that it is hard to get good employees. However, do you know what is harder? To retain them! If you want to run a successful company and want to retain that success, then hearing employees’ suggestions and complaints is necessary. To do that, you can maintain a survey list. You can include the details in that list: name, date, salary, health benefits, work culture, performance feedback, work opportunity, etc.

Also Read: How to Resolve SharePoint Edit Web Part Not Allowed

SharePoint Lists Vs SharePoint Libraries

After you get the necessary information about SharePoint, let’s know some differences between SharePoint Lists and Libraries.

SharePoint List SharePoint Library
A list is an option that helps you to store and organize information. A library, also known as a document library, can store documents and files.
You cannot use the check-in and check-out features. You can use this feature.
When we share documents in the SharePoint list, they are not crawled. When you search, they will not be shown in the result. When you add documents to SharePoint Document Library, they are crawled. Thus, you can search for them via the search bar.
We cannot set documents as templates in the modern version of SharePoint List. For document libraries, it is possible to set documents as templates.
It is not possible to add minor versioning. Only major versioning is allowed. Major and minor versioning are available.

Is SharePoint List Better Than Microsoft Excel?

The answer depends on the usage. If you want a simple software experience with flexibility, then you can use a list, which is a better choice. Excel is the better choice if you want some powerful functions like graphs. As we are discussing SharePoint here, let’s know some things that make it better than Excel.

  • It is easy to use, and you don’t have to spend months learning the features of the SharePoint list.
  • It can easily integrate with other Microsoft 365 apps, which makes it more flexible than a spreadsheet.
  • Just like shopping on Amazon, you can easily find the right information using the advanced filter capabilities in the list.
  • In Excel, users can download a particular file, enter data into it, and then send it via email to their boss. This method is not only laborious, but it can cause mistakes too. In the list, though, users can make changes to the data, and there will be only one version of it. There are no copies and no headache of managing multiple files.
  • In Excel, you cannot optimize permissions for every user. You have to give all the permission or nothing, which can lead to problems like deleting important cells, formatting issues, etc. However, you can select the permissions you want to give an employee in lists.

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We hope this article on SharePoint list tips was helpful to you. We also shared some other information that helped you to gain more knowledge about SharePoint lists. If you still have questions, don’t forget to use the comment section, and our team will look after your query. You can also suggest new topics in the comments, and we will write a dedicated article on that. Save our site to your bookmarks for future reference. Thank you for reading.

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