Using SharePoint lists

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What are SharePoint Lists?

SharePoint Lists are a way to organise, manage, and share data in a tabular format within the SharePoint platform. They are similar to spreadsheets but offer enhanced collaboration, integration, and customisation features. Lists can be used to track tasks, manage inventory, collect data through forms, and much more. Each list consists of rows (items) and columns (fields) that you can customise according to your needs.

Introduction to Lists

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How do I access a SharePoint List?

Note: You must have the necessary permissions to access a SharePoint List. If you cannot find or open the list, contact the owner of the SharePoint site the list is stored on. Alternatively, contact the IT Service Desk for support.

1. Log in to SharePoint: Lists are typically accessed via the SharePoint site they’re stored on. Log into SharePoint and navigate to the relevant site. If you’re unable to find the site, try using the search field at the top of the SharePoint homepage.
2. Navigate to the List: Use the site’s navigation menu or search bar to find the specific SharePoint List you need. Select the item from the site navigation to open the SharePoint list.

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How to access the list views

You can create custom views of libraries and lists to organise and show items that are most important to you (like certain columns), to add filtering or sorting, or to have a more engaging style. You can create a personal view (that only you can see) or, if you have permissions to do so, you can create a public view for everyone who uses the list to see.

Many lists have other views besides the default view that you see when you first go to the list.

1. Locate the View Tabs: At the top-right corner of the List interface, you will see tabs representing different views. These views may show/hide columns and set pre-configured filters. To see all items in a list, select the All items tab.
2. Select a View: Click on the tab of the view you want to access.

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How to filter columns

1. Access the Filter Menu: Left-click a column header in your SharePoint list then choose Filter By.

2. Apply Filters: A window will appear on the right-hand side. Select the desired filter options then choose Apply.

3. Clear Filters: To clear all filters, select ‘Clear filters’ in the top-right corner. Alternatively, select a list view such as ‘All items’.

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How to edit a single item

1. Edit Item: Right-click on a list item then choose ‘Edit’.

2. Make changes: A window will appear allowing you to update the list item fields. Please note that the edit form can be customised and may not show all editable fields.

3. Save Changes: After making the necessary changes, click ‘Save’ to update the item.

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How to use Edit in grid view

1. Choose ‘Edit in grid view’ from the list options. Editing a list in grid view is similar to working with an Excel spreadsheet.

2. Double click the field you wish to edit then make the necessary changes. You may wish to use Copy (Ctrl & C) and Paste (Ctrl & V) shortcuts to apply the same value to multiple items simultaneously.

3. To save your changes, select ‘Exit grid view’.

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How to share the list

1. Open the List: Navigate to the list you want to share.
2. Share Option: Click on the ‘Share’ button located at the top of the SharePoint list interface.

3. Invite People: Enter the email addresses of the people you want to share the list with. You can also add a message if needed.

3. Set Permissions: Choose the permission level (e.g., “Can view”, “Can edit”) for the invitees.

4. Send Invitation: Click ‘Send’ to send the invitation. The recipients will receive an email with a link to the list. If you’d prefer not to send an invite, select ‘Copy link’ instead then send the link to your recipient manually.

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