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New ‘Smart Tracking App’ for Microsoft 365 Users: Microsoft Lists

Tuesday, May 19, Microsoft launched List, a new “Smart Tracking App” for Microsoft 365 users.

Not to be confused with To-Do, Microsoft’s consumer list app, Microsoft Lists is designed to be the next evolution of SharePoint Lists. SharePoint users have been using lists for years to track issues and organize information, and Microsoft Lists will also work across Microsoft Teams, SharePoint, and Outlook.

Microsoft describes it, List is a tool to “track issues, assets, routines, contacts, inventory, and more using customizable views and smart rules and alerts to keep everyone in sync.”

It features deep integrations into Teams, SharePoint, and other Microsoft products and will launch this summer on the web, with mobile apps slated for later this year.

Lists will feature a bunch of pre-made templates for things like team contacts, event itineraries, business travel approvals, and onboarding checklists.

Microsoft has purposely kept the service pretty flexible so that it can accommodate a lot of use cases like Trello.



Microsoft List Home and Mobile

Microsoft Lists home page in Microsoft 365 and the mobile app

It all starts with List Home, a single place to see and manage all your lists. You can start a list in several ways – easily from scratch or with ready-made templates. In addition, you can also create new lists from existing or by importing Excel table data to jumpstart.

Microsoft Teams

Create, share, and tracklist all from within Microsoft Teams.

Use Microsoft Teams to Collaborate on lists, using flexible like grids, cards, and calendar. This brings content and conversation side-by-side in one integrated experience, and can also either add an existing list to a Teams channel or create a new list directly in Teams and chat on individual list items.

Ready-Made Templates

Get started quickly with ready-to-use list templates

Designed templates tailored to specific use cases like tracking issues, onboarding new hires, handling an event’s itinerary, managing assets, and many more. These templates come with a base structure, formatting, forms, conditional formatting, and everything you will need to get a quick start on the work. There are two other time-saving ways to create lists, by creating a list from an existing list – inheriting structure and formatting; or creating a list from Microsoft Excel – importing the Excel table data while choosing how to best represent the information.

Default Views

Four main news when configuring list: list, grid, gallery, and calendar.

The list is similar to a grid, but without a point and click editing capabilities – it’s the view that existing SharePoint list users will be most familiar with.

Grid is the main style you see when you first create a list – primarily rows and columns that can be configured and reordered.

The gallery is a great way to highlight lists that include images; cards are configurable and display a row of information. While the calendar is showcasing any item with a date associated with it.


Keep everyone in sync with smart alerts by creating rules.

Building rules is as easy as writing a sentence. Once you decide on the outcome, click-fill if/then steps to design your rules. Choose people, status, and value changes to send notifications or programmatically update values elsewhere in the list. Finally, use rules to set reminders to keep everyone informed.


hare the full list or individual list items and use comments to share ideas and provide feedback.

Sharing is a way that is efficient and manageable whether a list is short or long, simple or complex. When you share a list, you can share the entire list with edit or read-only permissions. Or share individual items, where you allow or disable the ability to edit, set an expiration date, or require a password before granting access.