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

Written: 06/11/2020 | Updated: N/A

A quick one today. I was looking over the SharePoint Roadmap pitstop for October and saw that there are now two List controls available: these are the ability to disable personal lists and the ability to disable List templates. Since I am giving talks on Lists next week at no less than three events either side of the Atlantic then I thought it would be good to cover this and get ahead of the curve. The first is the ability to disable personal lists. Personal lists are your own lists, they are stored in OneDrive and when creating a List you would select ‘My Lists’ from the dropdown within the Web App. They are not available in Teams since Lists in Teams are a different type of Lists called Teams Lists. These are housed in SharePoint and are meant to be shared with other members of the Team. The ability to disable personal Lists can simplify, or hone, the purpose of Lists insofar that by disabling personal, you are keeping them within SharePoint, within a Team context and away from individuals. Imagine that a really important List was located in someone’s OneDrive and then that user left the organisation? Secondly, moving onto the ability to disable List templates this one makes complete sense: whilst they could be found helpful, they could also be – depending the organisations perspective – a hinderance since people could be confused by them. Imagine it from an end users perspective: Are these the Lists meant to be used? Did my organisation create these templates? Administrators may wish to turn them off which could, in a sense, make it easier for those who are creating Lists to simply start from scratch, import or clone. A nice pair of adds. I look forward to more in the future!

This blog will cover

  • Installing SharePoint Powershell Module
  • Disabling and Enabling Personal Lists
  • Disabling and Enabling List Templates

Please note that at the time of writing these features are rolling out and may not show in your tenant even if you have executed the shell commands without issue. All you would need to do after executing the commands is wait for the functionality to be in your tenant where the change will occur

Please note that at the time of writing there has been reports of the powershell cmd Set-SPOTenant -DisablePersonalListCreation $true disabling the ability to create lists in Teams. This is currently with the product group and a workaround is to use the web app for the creation of Lists in Teams (create in Lists web app, add existing in Teams), or to simply set the command back to $false and wait until Microsoft has applied the fix

WHY WOULD WE DO IT?

  • To exclusively use Team Lists
  • To remove redundant templates and focus on other methods of creating Lists

PREREQUISITES

In order to build the call queue you will need

1.) Administrator permissions to install SharePoint Powershell Module and run Powershell Commands (Global Administrator or SharePoint Administrator). Version 16.0.20518.12000 and above work

2.) Office 365/Microsoft 365 licence, with SharePoint and Teams enabled to test that it worked

HOW – INSTALLING SHAREPOINT MODULE AND CONNECTING

1.) Go to https://www.microsoft.com/en-us/download/details.aspx?id=35588 and select Download

2.) Select Open File

3.) Tick I Accept the terms in the Licence Agreement and then Install

4.) Select Finish

5.) To open the SharePoint Online Management Shell command prompt, from the Start screen, type Sharepoint, and then click Run as Administrator under SharePoint Online Management Shell

6.) This will open the session

7.) Enter the following commands to initiate the session. You will be asked for admin credentials during the process

$adminUPN=”<adminUPN”

$orgName=”<OrgName>”

$userCredential = Get-Credential -UserName $adminUPN -Message “Type the password.”

Connect-SPOService -Url https://$orgName-admin.sharepoint.com -Credential $userCredential

8.) You are now ready to go to start adding your list controls

An alternative to downloading and installing the module this way is to simply run a windows powershell session as administrator and run the following command

Install-Module -Name Microsoft.Online.SharePoint.PowerShell

HOW – DISABLING PERSONAL LISTS

1.) Having connected to the shell session, run the command

Set-SPOTenant -DisablePersonalListCreation $true

Personal Lists have now been disabled. My Lists will no longer appear when creating a List as shown in the difference between the screenshots before and after the disable command was run

To re-enable Personal Lists simply run the command

Set-SPOTenant -DisablePersonalListCreation $false

HOW – DISABLING LIST TEMPLATES

The following List templates have the following template ID’s. Note whilst there are 11 in Teams, there is only 8 in the web app (Incidents, Patients and Loans being the difference).

  • Issue tracker: ‘C147E310-FFB3-0CDF-B9A3-F427EE0FF1CE’
  • Employee onboarding: ‘D4C4DAA7-1A90-00C6-8D20-242ACB0FF1CE’
  • Event itinerary: ‘3465A758-99E6-048B-AB94-7E24CA0FF1CE’
  • Asset manager: ‘D2EDA86E-6F3C-0700-BE3B-A408F10FF1CE’
  • Recruitment tracker: ‘3A7C53BE-A128-0FF9-9F97-7B6F700FF1CE’
  • Travel requests: ‘C51CF376-87CF-0E8F-97FF-546BC60FF1CE’
  • Work progress tracker: ‘B117A022-9F8B-002D-BDA8-FA266F0FF1CE’
  • Content scheduler: ‘9A429811-2AB5-07BC-B5A0-2DE9590FF1CE’
  • Incidents: ‘E3BEEF0B-B3B5-0698-ABB2-6A8E910FF1CE’
  • Patient care coordination: ‘0134C13D-E537-065B-97D1-6BC46D0FF1CE’
  • Loans: ‘7C920B56-2D7A-02DA-94B2-57B46E0FF1CE’

1.) Disable a template by running the following command

Set-SPOTenant -DisableModernListTemplateIds ‘<TemplateID>’

You can disable single templates, or all of the templates by running the commands

The templates are now disabled in the web app and in Microsoft Teams

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To enable the templates after you have disabled them use the following command referencing the template ID’s above

Set-SPOTenant -EnableModernListTemplateIds ‘<TemplateID>’

Our job here is done. This gives a bit more granular control over lists and the lists experience. It would be good to see them in the SharePoint Admin Centre in the future, as well as more controls such as disabling ways to create Lists (I.e. from Excel), the ability to create your own org templates and the ability to set this as a policy on particular sets of users within the organisation

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