How to create SharePoint list?

Posted on by Bhupendra Singh by in SharePoint, Technical

A SharePoint list is a collection of data that offers a flexible way for you and your co-workers to organize information. SharePoint list use tables in SQL server databases or excel spreadsheets with columns, fields, or properties. These lists can also contain one or more attached files.

Lists make it easy to create and share information with anyone on your network. They also keep everyone in sync with smart rules and collaboration features. SharePoint owners can customize SharePoint Lists based on their specific business needs.

Users can create SharePoint lists in several ways: import from an Excel spreadsheet, migrate from an existing SharePoint list, or leverage the SharePoint templates available. Microsoft SharePoint provides the following eight default list templates.

1. Issue tracker

2. Employee onboarding

3. Events itinerary

4. Asset manager

5. Recruitment tracker

6. Travel requests

7. Work progress tracker

8. Content scheduler

How to Create SharePoint List

1. Go to the site collection where you want to create the list.

2. From the top right click on the ‘Gear’ icon and select ‘Site contents’.

Sharepoint Site list

3. From the site contents page click on the ‘+ New ’

Ads New List

4. From the ‘Create a SharePoint list page, select one of the following options:

a. Blank list: Choose this option to start from scratch. Give your list a Name, Description(optional), and select any other options you want. The list will save to ‘My lists’ unless you choose one of your SharePoint sites or Teams from the ‘Save to’ When you finish selecting options, click ‘Create’.

b. From Excel: Choose this option to create a list based on an Excel spreadsheet.

c. From the existing list: Choose this option to save time and create a new list based on the columns in another SharePoint list. Your new list will start with the same columns but will not have any data.

d. Templates: Select a template, such as an ‘Issue tracker,’ to see what columns the template has. You can then scroll through sample data to see what to include. Select the templates that fit your specific needs. Click the ‘Use Template’ button

Use Template

5. Once you create the list, you can open it. If required, you can add new columns by selecting ‘+’ or ‘+Add column’

Add Column

6. You can share the list with your co-workers. Determine their access level by choosing either “Full control, Edit, or View” permissions.

Share List

7. You can export the list to an excel file.

8. You can integrate the list with Power Apps and Power Automate integration as needed.

Integrate with Microsoft Powerapps

Final thoughts!

SharePoint lists are an important feature that helps organize your work and track key information. It has integration with Microsoft PowerApps, Microsoft Power Automate, and Microsoft Teams which make it more powerful. SharePoint has an iOS and Android app which helps users to work remotely on their list. With these simple steps- you can create SharePoint lists all by yourself.

If you have any questions or doubts regarding Lists, feel free to connect with our Office 365 experts. Email us at [email protected] to request a free consultation.

Frequently Asked Questions (FAQs)

To create a list in Microsoft SharePoint, go to your SharePoint site, click New, select List, choose Blank list or template, give the list a name, and add columns. Once created, you can start adding items and organizing data directly in the SharePoint list.
To create a SharePoint list from Excel, open your SharePoint site, select New → List → From Excel, upload your spreadsheet, and map the columns. SharePoint automatically converts the Excel table into structured columns and rows within the new list.
Open the SharePoint list and click Add column at the top of the list view. Choose a column type such as text, number, date, or choice, configure the settings, and save. The new column will immediately appear in the list for storing additional data.
To create a custom view, open the SharePoint list, select View options, and click Create new view. Configure filters, sorting, and columns to display, then save the view. Custom views help organize and display SharePoint list data based on specific criteria.
Open the list settings in SharePoint and select Permissions for this list. Stop inheriting permissions from the parent site if needed, then assign access to users or groups. This allows administrators to control who can view, edit, or manage list items.
You can automate SharePoint lists by creating workflows in Microsoft Power Automate. Open the list, select Automate, choose Create a flow, and configure triggers such as when an item is created or modified. Automation can send notifications, approvals, or update data automatically.
To share a SharePoint list, open the list and click Share. Enter the email addresses of the users or groups, select the permission level, and send the invitation. The recipients will then be able to access the list based on the permissions assigned.
To create a template, go to List Settings, select Save list as template, give it a name, and enable the option to include content if needed. The template can then be reused to quickly create new lists with the same structure.
Bhupendra Singh

About Author

Bhupendra Singh

Bhupendra is a Digital Transformation Expert and Microsoft 365 Consultant who helps organizations modernize the way they work using the Microsoft 365 suite of services. As a Microsoft Certified Teams Administrator Associate, with credentials in Microsoft 365 Fundamentals and the Microsoft Service Adoption Specialist assessment, he combines technical expertise with adoption strategies to drive meaningful business change.