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Written: 23/08/2020 | Updated: N/A

By definition, extensions are small software modules for customizing and personalising applications. They are typically used with browsers, such as this office browser extension for Edge which gives the user direct access to Office files right out of the browser. A good extension can improve functionality, fill functionality gaps or even create greater synergy between applications. Having already reviewed the Share To Teams extension in EDGE back in December when Joao Ferreira created it, I was very much intrigued last week when Joao released another extension for Microsoft Lists in order to share both Lists and List Items into Teams. As I had recently written on Microsoft Lists in a two part Fundamentals series, I thought this would be a nice extension of that series. I can’t begin to convey how much I respect guys like Joao who push the envelope of apps we work with on a day to day basis in order to make them better, and our lives a little bit easier

This blog will cover

  • Installing the extension
  • Sharing a List from Microsoft Lists to Microsoft Teams
  • Sharing a List Item from Microsoft Lists to Microsoft Teams

There are other features of this extension, such as opening a SharePoint List in Microsoft Lists and sharing a list item from SharePoint to SharePoint however this blog will focus on the features between Lists and Teams

WHY WOULD WE DO IT?

  • To share a List with the Team
  • To share a List Item with the Team

PREREQUISITES

To set this up

1.) To install the extension, access to and permission on the app catalogue site in SharePoint. Recommended to be executed by an administrator.

2.) There needs to be an app catalogue site in your SharePoint Online environment. If there isn’t, one needs to be created. The end result should be that app catalogue site ought to be under site collections: it can take 10-15 minutes to provision. It is generally recommended to leave the app catalogue for 2 hours to complete setup before adding/provisioning

3.) To use the app, you will need SharePoint and Teams licences: usually provided with an Office/Microsoft 365 Licence

HOW – INSTALLING THE EXTENSION

1.) Download the Lists Extension from Joao’s page. This should be a Zip file called ListsExtension.zip

2.) In your downloads folder, Extract the sppkg file from the zip

3.) Login to https://login.microsoftonline.com and select Admin

4.) Select SharePoint from Admin Centres

5.) Select More Settings and then Open under Apps

6.) Select App Catalog

7.) Select Distribute Apps for SharePoint

8.) Select New (+)

9.) Add the sppkg file and then select Ok

10.) Tick Make Solution Available to all Sites in the Organisation and then select Deploy

11.) The extension is now deployed

12.) Validate by going to Lists, selecting a List and then the options to Open in SharePoint and Share List to Teams should now appear at the top of the List

HOW – SHARE A LIST TO TEAMS

1.) In the List, select Share List to Teams

2.) In the popup window, select your Teams Channel and add the message you will send to the Team around the List link generated. Select Share once complete

3.) The link to the list has now been shared with the Team

4.) This process is very simple to push out to Teams. In order to make sure that members of the Team can access the List, ensure that you set the permissions on the List prior to sending out. This is a simple process of selecting the details pane icon at the top right of the List, selecting Manage Access and giving team members either read or edit permissions

If you do not do this, then having shared the list, when members click on the Link they will be taken to a blank list and will not be able to see the list data

HOW – SHARE A LIST ITEM TO TEAMS

1.) In the List, select an item and then select Share List Item to Teams

2.) In the popup window, select your Teams Channel and add the message you will send to the Team around the List link generated. Select Share once complete

3.) The link to the list has now been shared with the Team

4.) Like sharing a List to Teams, sharing a List item is also very simple, and in order to make sure that members of the Team can access the List item, ensure that you set the permissions on the List prior to sending out. In the case of List Items, members of the team will only see the List Item which has been linked within Teams, however, it is easy to get to the List from the List Item via the navigation as shown below

THE VALUE OF SHARING LISTS AND LIST ITEMS

There is a lot of value in sharing lists and list items in Teams. It could be for be for members of the Team to procure items in an itinerary or follow a set of set of steps for an event. It could be for members of the Team to edit the list items’ statuses when they have been completed or add items, for example a list of customers they have called regarding the latest commercial offer.

This is a nice extension which has been written by Joao. It is a pragmatic extension and Joao has been clearly thinking about how Lists will be used day to day moving forward. One of the things I like is that rather than the native share which would email the user, this is about communicating the share through Teams, where the Team will be working. In the future, I think if the extension can leverage the subject line (accessible in Teams via formatting) and mentions, then this will take it to another level

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