Microsoft Lists for Beginners - Simplify Your Life

imagine this it's the busiest day of  the month you're juggling five different   projects all at once barely holding  on I want to show you how you can use   Microsoft list to keep yourself organized  and stressfree no matter what your workload is if I'm thinking about reasons why somebody  would want to try Microsoft list it would be   these three it's going to allow you to track work  relay information and simply visualize data and   it's super easy to use and can do it all in one  place also it connects to other apps in Microsoft   365 like teams or SharePoint and I really like  how it can you can use Microsoft power automate   just to automate task automatically so I'm going  to show you how to do this step by step through   this tutorial here today first I want to show  you how to get Microsoft list for free if you   don't have a Microsoft 365 account I do have a  Microsoft 365 account and I could just sign in   right here with it or access it through my normal  homepage for Microsoft 365 which I'll show you in   a moment but I'll put this link Down Below in the  description and I want you to click on this if you   don't have an account click try it now and you're  going to see that they have a limited 200,000   accounts that you could test out Microsoft list  on and this is a first come first serve basis so   make sure you sign up right away and then you can  follow along step by step with today's tutorial   but for me I'm going to go over to my Microsoft  365 account I'm already logged in here so I'm

going to go ahead and I could click up top here  to the app launcher and we can see list so this   is what the icon looks like for list I could  open it right here if it doesn't show up there   we can go to the apps and if uh we go to all apps  you're going to see all the apps that you have uh   with your Microsoft 365 account so I'm going to  be using list right here if it's your first time   when you uh enter this go to this Microsoft list  uh you'll be kind of notified for a download you   can download the app to put it on your computer  it's a very light program if I look down below you   can see that I actually have it on my taskbar it  works exactly the same so you can work online or   on the app down below and I just wanted to point  out too there is the app for mobile everything   will move across to it that you can operate there  or here but let's get started with creating our   first new list I'll be mainly working from within  the Microsoft list app here today and showing you   those step-by-step instructions but after I do  that I am going to show you how this also works

in Microsoft teams now we're going to start with  a new list and it's a simple click right here when   this comes up you're going to get a few different  options on how you want to start your list I'm   going to be showing you from a blank list so you  understand how to set up everything yourself but   other great ways would be from an existing list  if you already had one from Excel or a CSV file   so with Excel if it had all the different columns  in it those would become the columns inside the   list now down below I'm going to just click on  one of these as an example they have lots of   templates that uh you could just click and use  right away and they give a little uh gives you   a little idea how a list works so if I click on  content scheduler which would be a good one for   me with making YouTube videos what you can see is  that they have all these different columns across   uh the top here as I just go through and the  templates going to just give me all these ones   set up with the uh different type of dropdowns  that you can pick in here but the information   the content inside won't be in here it will just  be the uh the different headers across the top so   I click use this template but for our purposes  today what we're going to do is go new and just   go from a blank list so what's the name going to  be of this list in this example let's say that   the team at the office has been working super hard  and I want to create a movie night and I'm going   to go and create an office movie night planner  with Microsoft list here and the next thing is   we could add a description to this so what is  the description going to be well it's going to   be about planning and this night so we'll say  plan and organize a movie night for the office   team we can go ahead and choose the color of our  choice here so let's go with a green here we can   go and pick an icon so I'm just going to choose  this one right here the bug why not uh now you   can also save this to different locations I only  have the one place under my list here then we just   go ahead and click create now we're all ready to  start creating columns and then specifying what   type of data goes into each of those columns  right before we do that I just want to point

out this new feature in Microsoft list here this  forms I really like it because after I go ahead   and create my list I could turn it into a form  and send it to people and then it makes an easy   way to enter that data and it all gets collected  back here so make sure you stick around to that   part of the video so that you can see how that's  done but now let's go over to this right here   they already created a column for us called title  and I can just see it's of type text here I could   leave it for that I could because for movies title  would make sense but I want it to be called movie   instead so I'm going to drop down and notice this  is where we can do some sorting and we can filter   uh group and all these different ones I want to  go to column settings here and I'm going to click   rename so rather than it be called title I'm just  going to call it movie just like that so I can go   ahead and hit save and quickly adjust it let's go  ahead and add a new column now and I'm just going   to click on this add column and you're going to  see right away we have to pick a choice of what   type of data this is going to be this is the text  which is the same as this movie night one over   here I want a date and time so people can pick a  date and time for this movie or if it indicates   when this is so we pick date and time and we go  next and then we can go through and fill in more   information about this so let's give this a name  and I'll just call this date and if that wasn't   enough information I'll just give it a little bit  of a description the N date of the date of   the movie night now you can see I can change the  type here so if I need it I made a mistake you   know what I need a different type of information  to go in here I can quickly make that change I can   include a time so I'm going to turn this on here  I could turn it friendly format and we have all   these different options that we have so if I drop  down you can see if I want to have a default value   on it and there's always more options that we can  open up and then you can get precisely what you   want in that column but for this works for  me I'm going to go ahead and hit save and now I   have two columns I have movie and date and we can  see what type is in it by looking at the little   calendar here so on the next one what I want to  add is the genre so this is going to be a drop-   down a choice so if I go and click add column  here's Choice here and as I go through this   tutorial I'll try to add as many as I can here  to get show you the different options but let's   go next here what's going to be the name here and  this is just going to be genre here now if I want   to give a description I can I don't really need  that but this is where I can do the choices   here so I can go and if I wanted to edit here so  let's say in this case if we like our comedy so   I'll just say comedy here and maybe we have I'll  click in this one and we'll say drama and we'll   do action here so we have a few different options  and I better spell that correctly and I can add   more so if I go and say you know what sci-fi  is a popular one here so I'll just add sci-fi   and we'll add one more here but you get the idea  we'll call this one horror oops better spell that   one correctly as well so we have horror and we  have all these different options if you wanted to   change any of these or even the color notice how  I can quickly make those changes and I can change   the order by dragging them around uh again always  check at all the different options that you have   when you have uh you know these different types  that you pick but now I can go ahead and hit save   and we're going to have our new column and when  I uh drop down you can see all the different   options of filtering and sorting are through each  of these if you wanted to change the order of the   columns you can quickly do this by clicking and  holding and dragging and move you can see how you   can just move the order back and forth like that  the other thing is if you wanted to edit a column   or delete the column if I just do the drop down  and go back to column settings I can do the edit   and I have all the options there and notice that  delete is right down here if you wanted to remove   it but now I want to go ahead and add a few more  columns here and the next one's going to be about   the runtime how long is this movie going to be so  in a case like that if I hit add column this is   going to be a number and if I choose number I'm  going to hit next and then I can go and do the   same type of information I don't have to put the  description here and you can see all the different   options now if you were putting in a dollar amount  you can select the symbol that would come with it   or a percentage you can go ahead and select that  as well I don't need that for this example I'm   just going to go ahead and hit save the other  thing that's really important to me to for the   other everybody to know where are they going to  host this is it going to be in a conference room   or maybe a different room so I'm going to go and  add another column here and this time it's going   to be a short uh text amount so I think as this  this one will do notice that we do have multiple   lines of text so if I go and have text selected I  can just go and put location maybe I want to make   sure um give a little bit more information about  how they would describe it so I can put where the   movie will be example conference room one and I'm  just going to leave everything the same there now   the other thing I just want to point out you  can change if something was uh you can just   pull the width of the columns too as well if you  needed to adjust them now I'm going to go ahead   and just fill in a bunch of information and then  I'll come back and explain the couple different   columns that I've added I have all my columns in  place and I've actually switched over to the app   just to show you how everything works the same uh  I added available seats so this is just a number   and that the person would enter how many seats  available how many people are SVP back this is   another number snacks provided this is just a yes  no so that's the only choice it'll be a checkbox   where it's going to be a yes no answer and then  we have special request which is a multi-line   uh answer and then this one is organizer this is  going to be connected to the organization with   the members that once we start filling out a name  it will just populate that way and this one over   here we can put maybe a URL to the movie uh that  people can check it out and we have status uh is   this confirmed or cancelled and that's just going  to be a choice similar to the other ones now I can   go ahead and start filling this out for myself  but if I was going to send this out and I knew   there was different people in the organization  that we're going to plan this movie night I'd   have to share this with them so I can click share  up here and I can quickly add people uh people's

names and you'll see from the organization I can  add them and then I can give them different uh   if they can edit the list they can edit  items and or they can only view so depending on   what you want and you can send the message there  as well but let's say I'm going to go and start

adding the information to this if I click new here  now this and enters the entry becomes like a form   that I can just run through at this point makes  it easy to add so let's say the first movie that   we want to plan is going to be Inception and we  can go ahead and pick a date on this so if I go   and say well you know it's going to be in a couple  of weeks and we're going to do this at uh 7 not 7   a. m. that would be a little ridiculous we'll say  700 p. m. we don't know how many people will show   up for this uh but uh we can say this is sci-fi  we can go ahead and give it a runtime this is 148   minutes this one and location well the location  we happen to have a large place we can do this   and this is going to be in the main Auditorium and  we have 50 seats available so far so if I was the   one filling this out I know 35 people have RSVP so  people can check uh back and send me a message if   they want to have more special request well  this one case it's a larger one we need a little   bit of a good sound system here I can I'm the  organizer for this one so I can start typing my   name and add it here remember if it's someone else  that person's name they can just start um adding   it like I could type Ashton here who's part of  the organization and then that person would be   the organizer on it so in this one I'll be the  first one and what's the URL and I'm just going to   go in place a YouTube uh video trailer that they  can watch there you can see there's alternative   text status and I'm going to say since I know  already 35 of 50 people have gone this is planned   I'll pick on this one no attachments and I'll hit  save now take a look at this you can see that the   list goes through here all that information is  added the other way I could go ahead and enter   information if I go to edit in Grid view this is  where I can add new items across each of the row   so now let's go ahead and enter another one in  and I'll say this is going to be Mad Max Fury   and we're going to go with this will be we'll say  action when's the next date well if I press the   calendar here I get the option and this will be in  June we'll start planning maybe monthly we'll go   around uh the 12th of June this time and I'll hit  uh the time and we'll say at 6:00 p. m. we'll go   okay and then the run time on this one is going to  be 1:20 in this place are we going to place this   in let's say we have a basement Hall this time the  available seats are going to be 40 and everybody's   excited about this movie so we already have people  a month ahead uh with the rsvb count the uh snacks   yes they're provided is there any special request  in this one so I can still just copy paste that   information or type it in uh over here this  time the organizer if I uh start typing let's   say Ashton he's going to be here and I'm going to  go and get my URL and just paste it in here and   hit the check mark and is this planned yes at this  rate of everybody coming we'll make sure that this   is planned so which way works the best for you  does it go better to hit the new or just go from   the grid view if you want to exit out of grid view  just click it again you can see how it goes back   and forth so I kind of like the G the grid view  when I'm entering that but the form makes it nice   and easy I wouldn't added a few  more movies here just so we had some more data and

I'm going to show you how you can do some customiz  customization to the columns and let's take a look   at runtime if I drop down here and we have totals  at the bottom I can choose to say well do I want   a sum of all those minutes or maybe I just want  to know the average length and if I click it it   quickly gives me an average this is a lot like  Microsoft Excel I could go down again totals and   maybe it's the maximum one I want to find out and  you can see how it matches Inception up top if I   want to turn it off just go back to none if I went  over to the genre column here I could drop down   and I could actually Group by genre the different  columns will give me a few different options of   what I can do again you can go back click it  again and the check mark goes back you can do   some formatting to the columns that will help  with visualization so if I click down and this

time I'm going to go to column settings we can  go format this coln column so if I go format this   column maybe I want to have some data bars so if  I click this gives me a quick visualization   I can look at and see in a hurry that Inception is  the longest movie and that the Grand Budapest is   the shortest one so that's a nice way to visualize  data if I click it again it goes away the another   thing you can add is conditional formatting to  set up a rule so if I click on that maybe we'll   do a let's go ahead and add a rule cuz right now  I don't have any if I click add a rule I could   say choose a column we'll say runtime and what's a  comparison let's just say is greater than and I'm   going to choose a value of 120 so if I want the  color so if I change the color and let's go this   color notice now that 148 and 147 are highlighted  if I was going to go and say a different one is   equal to 120 then only one will show up so it  allows you to go through and create these rules   that you can as these lists get longer you can  see how this can really help you uh visualize   the data if you like the rule you can hit save  uh and then that will state and if I close it   if I go back again to that so if I go to format  this column and I can manage the rules here if I   want it gone I can just use this the ellipses here  and delete the rule and hit save uh on it so just   some ways that you can visualize the data another  important thing that you might like uh to add is   an automation so in this case I have different  people that are organizing it maybe they need to   receive an email automatically if I move up to the  top where it says automate and drop down there's   rules up here as well I can go ahead and create  a rule that when a new item is created so this   is going to be a new row if I select this when a  new item is created send an email and if I click   in here I want an email sent to the organizers  so they know so if I was the one creating the   list then they would get the email saying hey  they're the organizer and here's the information   so I could click on this and hit create so here's  the new rule I can have uh rules available it's on   and I could turn this off I just CLI exit out of  this so now I have these rules I could go back and   manage the rule and you can see right here when an  item is created send email to organizer so it's a   nice way to make sure that nothing is nothing is  forgotten when these different items are added   to the list now I've talked about how you can use  your filtering and everything just going through   this point or even sorting we do have a few  different views and quick filters over here so if

I click the filter you can just quickly see if I  want to see which ones I created or Kathy you can   just make those choices just by that quick click  the other thing you can do a group   by this was similar what I showed you in genre  before if I click genre it groups them in genre   if I click it on again I can exit out you can  also create views so if I was going to go and   add a view this way maybe I want a view of the  of the genre here and I could go and pick a board   and pick a column and go ahead and hit create  it goes ahead and creates a board this way so   there's different views different ways you can  view the information that gets collected here if   I go back to all items you can see genres here uh  if I drop down I can delete that view as well so   this makes it a nice way to visualize everything  now remember I was talking about the form so I'm

back to the online version uh of it inside the  on the app you won't see the forms there but   online I'm going to go ahead and click this what  this does it's going to take the information from   the list that we created so I'm going to click  new form and I can go and give it a title so if   we say office movie night I could go ahead and  describe what the forms about but I can go and   uh just simply click off the ones I want to have  uh on this form so you can see everything's just a   quick check so if I didn't want the RSVP count or  the snacks provided all those things when I send   it won't be there so the nice thing is so I can  go through customize any of this I can drag them   around into different orders on this I can add  new Fields here I can continue down the themes I   can choose a different color and we have a setting  here that where we don't want to accept responses   or we can turn it accept responses or turn it off  and then there's the confirmation message so when   they're submitting so maybe I want to send this  out to everybody and I want everybody to plan a   movie night over the next uh year or maybe there's  a group of people and I could send this out and   then they could start picking the movie in the  place and organizing it because then I can go to   send form copy the link and I could send this out  I can also do a preview of this here so this will   show me what's going to be sent out so you can see  hi Jamie keep since I'm the one logged into here   and it shows the email but all that information  is there and then I just have to go through and   submit it so this is a great feature uh to have  when you're collecting data for the list in here   so I'm just going to go ahead exit out and then  that form will be saved take a look at this up   here integrate notice that with Microsoft list  you can connect it with power apps where you can   create an app power automate to create flows and  Automation and you have powerbi for visualization   of data so these are you can have them all  connected together if you're looking to learn more   about these different apps by Microsoft I'll put  a link to those down below in the description and   up above in the card now if you're getting out of  this if I just go back and click on Microsoft list   up top it brings me to the main page and this is  where you can see we have the one that we created   I could start it if I had lots of uh important  list and different ones if I want my important   ones up there I can quickly start it or you can  unstar we have the option with the Ellipsis where   we can go back to our settings if we wanted it to  be a different color or a different icon we could   go through and just make those changes quickly  and it adjusts and we notice that we can remove   from the recent list as well now I said at the  beginning that I'll talk about Microsoft teams

and how this can be put into Microsoft teams  so if I just go and open up Microsoft teams and   I'm just in uh one of my teams here we can add a  list to this right up top so if I go and say add   a tab we can go and connect list so you can do a  search for list up here and then what allows you   to do is have that list right inside Microsoft  team so if you're working together this is a   great opt option to have to keep everything on  track with the project so I could go ahead and   hit save now I'm going to have a list placed in  here and I can create a list in here or use add   an existing list so all these different options of  adding all the things they just showed you right   inside Microsoft teams I hope this has given you a  good understanding on how Microsoft list can work   for you take advantage if you have Microsoft  365 to be using it and connecting with   those other apps to keep everything organized  and the stress levels down thanks a lot for   watching this week on teachers Tech I'll see  you next time with more Tech tips and tutorials