Introduction

Microsoft Lists is an application within Microsoft 365 that provides teams with the ability to track information, organize work efforts within your department or manage your workflows to increase efficiencies in your processes. Learn more about Microsoft Lists.

Session Agenda

This Lunch and Learn will provide a foundation to using Microsoft Lists in your work. During this session, the following topics were covered:

• Accessing and creating a list including from scratch or template
• Importing data from Excel
• Adding columns to list and the different column types
• Creating views and filtering list information
• Creating notifications
• Restoring information from the Lists Recycle Bin

Questions

At the conclusion of this session, the following questions were asked by attendees:

1. What's the difference between MS Lists, MS To Do, and MS Planner? When should you use MS Lists instead of one of the other MS to-do list making tools? And is there any integration with To Do, Planner, Project, and/or Outlook tasks? Can a list item created in Lists automatically create a corresponding Planner task?
   1. Microsoft ToDo and Planner provide defined project management tools that provide users with the ability to customize how they tracker their work. Lists provides similar functionality such as task management and project boards but far more options to customize the List to meet the needs of your project. There is also the ability to connect a list to To, Planner, Project as well as Outlook Tasks through the use of Power Automate. This would allow you to automatically create a corresponding Planner task from Lists! If you would like assistance or have additional questions about using Power Automate with Lists, reach out to Michael Marmon to schedule a consultation.
2. Are there any tutorials for the Power Automate features?
   1. There are some Power Automate training resources on the IT Website. Additionally, IT Communications is composing another Lunch and Learn in January to provide insight into using Power Automate in your work!
3. If the list is shared with multiple people, is there a way to track changes to the list and author names associated with the changes?
   1. There are a couple of methods for tracking changes to a List when it is shared with other users. One is to configure the version history to track the changes and provide the ability to reset to previous versions. You can also set the Created By and Modified By fields to highlight changes by users.
4. Do you have tips for transitioning from SmartSheets to Lists?
   1. The preferred approach for transitioning a SmartSheet to a List is to export the SmartSheet and its data to Microsoft Excel. With the exported Excel, you are able to use the Import to Excel option within Microsoft Lists to create a new list containing this historical information. Remember to map your columns to ensure that the data appears correctly in Microsoft Lists. If you would like assistance or have additional questions about transitioning from SmartSheet to Lists, reach out to Michael Marmon to schedule a consultation.
5. Is there an integration between CoPilot and lists?
   1. It is possible to integrate CoPilot with Microsoft Lists as a data source within CoPilot studio.