How to use Microsoft Lists

If you have Microsoft 365, there are a handful of useful apps available to you. One of the most useful may be Microsoft Lists.

This is more than just writing a simple list of items like you would in Microsoft Word. The Lists app allows you to organize and prioritize many personal and business tasks, including recipe tracking, gift ideas, employee onboarding, work progress tracking, and more. Here’s how to access it.

How to track information with Microsoft Lists

To open Microsoft Lists, click the Microsoft 365 icon or find it on your computer and open it.

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Select “Applications” in the menu on the left side.

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Within the application options, click on “Lists” and a web browser window will appear with access to Microsoft Lists.

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Within the listing portal, click the purple button at the top that says “New Listing.”

Within the listing portal, you'll click the purple button at the top that says

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This will open a box where you can choose to start from a list you already have somewhere else or start from a blank page.

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You can also use a pre-made Microsoft template.

Alternatively, you can choose to use a template that Microsoft has previously created.

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When you select one of these templates, it will show you a preview. At the bottom, click the “Use Template” button.

When you select one of these templates, it will give you a preview. At the bottom, click the button

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Add columns by selecting the columns tab at the top and choosing the column type. Options include text, choice, date and time, multiple lines of text, person, number, yes/no, hyperlink, image, and search.

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Change the look of your list by clicking the plus button at the top right next to the “All Items” tab.

Change the look of your list by clicking the plus button at the top right of the list, next to the tab

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Choose one of four view options to help organize your list.

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If you like the list in traditional list view and would like to sort your information, click the “Title” tab at the top left for a drop-down menu of sorting options.

If you like the list in the traditional list view and want to sort your information, click the tab

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If you’d like to share this list with coworkers, volunteers, family, or anyone else, click the Manage Access button at the top right.

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This will open an access management window where you will click the share button.

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Another window will open allowing you to enter the name or email address of the person you want to share with or copy the link to give to those who will need to access the list.