This blog is part of a series on Teams. For more articles, check back often

Written: 13/09/2020 | Updated: N/A

Last week we looked at the real Fundamentals between Microsoft Teams and Microsoft Lists – how to add a List as a Tab in a Team, how to create Lists from blank, from excel, from existing lists or from the templates Microsoft provide. In addition to adding an existing list into Teams we also looked at how to quick edit, how to export a List to excel, how to delete a list and how to restore that deleted list. We are now going to dive a little deeper into the List itself and look at what more we can do

This blog will cover

  • How to share a List via Direct Access
  • How to remove access to a List via Direct Access
  • How to share a List Item via a Link
  • How to remove access to a List Item via a Link
  • How to move a column
  • How to show or hide a column
  • How to filter by column
  • How to ensure columns require information
  • How to group list items
  • How to use conditional formatting rules to columns or entire rows
  • How to switch between list view and current view
  • How to save current view

There is some really nice functionality here, and it’s pretty rich in terms of what we can do. This should allow us to create some awesome Lists within Teams in the future

WHY WOULD WE DO IT?

  • To use Lists in Teams
  • To create rich insightful Lists which have impact within Teams

PREREQUISITES

1.) Teams Licence and a SharePoint Licence: usually within Office/Microsoft 365 Licence

2.) Lists to be allowed within the users app permissions policy and permissions (for the member) to be able to add apps

HOW TO SHARE THE LIST VIA DIRECT ACCESS

This is to share a whole list with an individual inside or outside the organisation via Direct Access – in other words without adding a user to the team or giving them guest access. In order to do this for users outside the organisation, sharing permissions need to be set in the SharePoint Admin portal within the Microsoft 365 Admin Centre (if you do not have permission to do this please contact your administrator)

1.) In the List within Teams select the information icon (top right) and then select Manage Access

2.) Select the Add Icon (+)

3.) Enter the email address of the user who you wish to give direct access to. If they are outside the organisation it will state below the email address. Choose whether to give the user Full Access, Edit Permissions or Read Permissions and then select Grant Access

4.) Access has now been confirmed as granted. The user receives an email to access the list where they can logon and access via the web app experience

HOW TO REMOVE ACCESS TO A LIST VIA DIRECT ACCESS

This is to remove the user from having direct access to the list

1.) In the List within Teams select the information icon (top right) and then select Manage Access

2.) Select the dropdown arrow next to the user and on the dropdown select stop sharing

HOW TO SHARE A LIST ITEM VIA A LINK

This is to share a single list item with someone inside or outside the organisation without having to give the user access to the team or guest permissions. Again, whether you can share with users outside your organisation is defined by permissions in the SharePoint admin centre. Note, in addition to being able to share list items via a link you can also give the user direct access to the list item and would run through the process in the same way as direct access to a List above. Also note, at the current time you can’t share a link for an entire list, only for a list item

1.) Select the list item, select more options (…) in the title field and then select manage access

2.) Select Share on the manage access menu next to Links giving access

3.) Enter an email address and define the link settings. This includes who you can send the link to and if it allows editing. Once done, select Send

4.) The link has been sent. Like sharing an entire list, an email is sent to the recipient who accesses the list item via a web app experience

HOW TO REMOVE ACCESS TO A LIST ITEM VIA A LINK

This is to remove the user from having access to the list item via a link

1.) In the List within Teams select the information icon (top right) and then select Manage Access

2.) Remove the user under the links section

HOW TO MOVE COLUMNS

How to move columns in a list. This could be useful to change up the view of the list or if you need to order columns in a specific order

1.) The first way is to simply click on and drag the column in the list to where you want the column to be

2.) The second way is to select the arrow next to the column name, select column settings and then select move right. This option may be needed if there are many columns in your list where it is difficult to drag and drop

HOW TO SHOW OR HIDE A COLUMN

This is how to show or hide a column in a list. The view may need to be changed up or compressed, or may not be needed for the task at hand

1.) Select the arrow next to a column name, select column settings and then select show/hide columns

2.) Select the columns to show or hide and then select apply at the top of the edit view column menu

3.) The new view is then saved to the existing All Items view. Repeat the process to unhide any columns you may have hid

HOW TO FILTER BY COLUMN

This is how to filter the list by column, this may be needed in order to filter specific information we need to identify or review, or to highlight a subset of the list

1.) Select the arrow next to a column name, select filter by

2.) Select a filter and then apply. Here shows a filter for the country column where the filter is needed to identify German MVP’s

3.) The filter is then applied and the specific items in the list are identified

HOW TO ENSURE COLUMNS REQUIRE INFORMATION

This is how to ensure that columns require information. In specific scenarios there is information which is absolutely required before users can add the list item. This also ensures all the data which is needed is in the list

1.) Select the arrow next to a column name, select column settings and then select edit

2.) Select More Options in the edit columns menu

3.) Ensure that the require that this column contains information slider is on and then select save

4.) Now when adding a list item the box for the column will be marked with a red asterisk to show that information in this field/column is required. This is also true in quick edit

HOW TO GROUP LIST ITEMS

This is how to group list items together. This is ideal in scenarios where you want to define the list items into groups by their characteristics

1.) Select the arrow next to a column name, select Group by. This example here is for a column called country, hence the command is ‘Group by County’

2.) The list items are now grouped by country

3.) To remove, simply select Group by again and the list will revert and take the list items out of groups

HOW TO USE CONDITIONAL FORMATTING RULES TO COLUMNS OR ENTIRE ROWS

This allows us to use conditional formatting rules on columns or entire rows to make them stand out visually and classify them in terms of colour and formatting. This could help us make items easily identifiable in a list or help us make decisions

1.) Select the arrow next to a column name, select Column Settings and then format this column

2.) Let’s apply this to a column – let’s specify this as the county column

3.) Select Add Rule

4.) I have now added a rule that if the country is equal to Sweden then the field in the country column will be blue. Once done I select save

5.) I now add another rule that if the country is equal to Germany then the field in the country column will be red. Once done I select save

6.) This helps me know right away from visual prompts who is from Sweden and who is from Germany

7.) However, we can apply this to whole list items too. Select the arrow next to a column name, select Column Settings and then format this column

8.) Change the apply formatting to Entire Row and then select conditional formatting

9.) Now add a rule again. As before, I have set a rule which states is the country is equal to Sweden set the colour blue. The whole row is now changed to blue for users who are based in Sweden. Once done, select save

10.) Rinse and repeat until you format the list as you need. This example gives on which is colour coded

With formatting columns note you can also use rules to set icons with list item fields. With visual colours and icons this is very easy to have lists with RAG statuses. To note, you do not get icons when formatting entire rows. It is also important to remember where you have applied the formatting rules (I.e. which column) as this will be where you will edit or remove them

HOW TO SWITCH BETWEEN LIST VIEW AND COMPACT VIEW

This is how to switch between list and compact view. This is good view in order to fit more list items onto the screen

1.) Select All Items and then select Compact List

2.) The list is now compact without any separators. Select List under All Items to switch back

HOW TO SAVE CURRENT VIEW

This is how to save a view. We may, from time to time, want to save a different view from the all item view. We may also want to have that different view as the default view. For example I may want to have this list to have A-Z of country by default

1.) Select the arrow next to the column name and select A-Z, this then gives an A-Z view of the list

2.) Then go to All Items and select Save View

3.) Set a name for the view and whether this should be a public or private view. Select Save

4.) This list has now been saved and is in All Items. To set the view as default select Set current view as default

It can be set back again by going to All Items, selecting the All Items view and again selecting set current view to default

Our job here is done

We’ve covered a lot in this one. We’ve really dug into some great granular functionality Lists has within Teams. We’ve looked at sharing Lists and List Items, we’ve looked at moving, showing, hiding and filtering columns. We’ve looked at enforcing information into columns and grouping list items. As well as looking at formatting columns and rows, we’ve rounded up by how to switch between list and compact list as well as how to create new views and new default views. Understanding all of this will allow you to go on and create some great Lists within Teams and build on top of those fundamentals we learnt last time

The third and final part of Microsoft Teams Loves Microsoft Lists will go on to look at some of the great flows we can create under the hood to mesh these two great apps together, as well as work with other apps

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