MICROSOFT LISTS IN M365

A list in Microsoft 365 is a collection of data that gives you and your co-workers a flexible way to organize information. You can create lists in:

  • the Lists app in Microsoft 365—Starting from the Lists app in Microsoft 365, you can quickly create a list from scratch or get inspired by ready-made templates View your recent and favorite lists no matter where they’re stored. Learn to get started with Microsoft Lists in the app.
  • Microsoft SharePoint—Create a list in a SharePoint site. Unlike SharePoint document libraries, lists are not created by default when you create a site. Add them wherever you need to.
  • Microsoft Teams—lists are now available in Teams. Learn to get started with Lists in Microsoft Teams.

Add a list to a Teams channel

  1. Go to the Teams channel where you want to add a list. 
  2. Select the Add a tab icon, select Lists, and then Save.
    The plus symbol on the toolbar lets you add a tab to the current Teams channel.  

Those steps add a new Lists tab to the Teams channel. From there, you can:

Create a new list from a template

You can create a new list from scratch, from Excel, or use the columns and formatting from an existing SharePoint list. Or you can choose from one of our ready-made templates, as described here:

  1. Select a template that matches your scenario.
  2. Scroll through the template to see the default columns that come with it.
  3. Select Use template.
  4. Give the list a name and description.
  5. Choose a color and icon, if you like.
  6. Select Create.

The list is created with the same columns that are in the template. 

Add an existing list to a Teams channel

  1. Select Add an existing list.
  2. Paste the URL for the list you want, or choose from one of the list names shown to you.

Add a new list to a Teams channel

  1. Go to the channel of your choosing and select Add a tab  Add button  at the top of the page.


2. In the Add a tab dialog box, select Lists (you may have to use Search to locate it), and then select Save.


 Note: If “404 FILE NOT FOUND” appears on the screen after you select Save, you’ve likely encountered a known issue that the engineering team is currently working on.

3. Select Create a list on the Teams page.

4. Here you’ll see your options for list creation.

To create a list from scratch

  1. Select Blank list, and then select Save.
  2. Enter a list name. If you’d like, also enter a description and choose a color and icon.
  3. Select Create.

To create a list from a template

Templates offer pre-formatted lists for common info-tracking situations. 

  1. Under Templates, select a template to view.
    Determine if it generally matches your needs. You will, of course, be able to make changes to the template you choose.
  2. If the template looks good, select Use template at the bottom of the page.
  3. On the next page, enter a list name. If you’d like, also enter a description and choose a color and icon.
  4. Select Create.

To create a list based on an existing list

Use the column headings, views, and formatting from another Teams list as the basis of your new list.

  1. Select From existing list.
  2. Select a team, select a list, and select Next.
  3. Enter a list name. If you’d like, also enter a description and choose a color and icon.
  4. Select Create.

To create a list from Excel

When you create a list from Excel, the worksheet headings become columns in the list, and the rest of the data becomes list items. For related information, see the SharePoint article Create a list based on a spreadsheet.

  1. Select From Excel.
  2. Locate and select the Excel file you want to use and then select Next.
  3. Follow the instructions on the Customize page.

Add a list from a different team or SharePoint site

If you have an existing list and the necessary permissions, you can add the list as a tab in a channel so everyone who visits the channel can easily view it. Only lists that are stored in SharePoint can be added—personal lists are not supported.

Note: When you select Add an existing list you will see only “standard” lists in the bottom half of the page. To check whether a list is standard, go to the team’s SharePoint site and select Site contents on the left. In the contents list, the Type column indicates “List” for the standard lists.

Add a list from another channel in the same team

  1. Go to the channel of your choosing and select Add a tab  Add button  at the top of the page.
  2. In the Add a tab box that opens, select Lists (you may have to use Search to locate it), and then select Save.
  3. Select Add an existing list.
  4. On the next page, under Select a list from the site, select the list you want to add. The selection includes all the lists in that team that you have access to.

Add a list from a different team

  1. Provide the channel with a related list from a different team that you’re a member of.

Note: Adding an existing list from a different team doesn’t automatically give your team members access to the list. For more information, see Lists in SharePoint in the admin article.

2. In Teams, go to the team site containing the list you want to add and open the list.

3. At the top left of the list, select three horizontal dots  and then select Open in SharePoint.


4. Copy the URL of the SharePoint page.

5. Go to the channel that you want to add the list to and select Add a tab  Add button  at the top of the page.

6. In the Add a tab box that opens, select Lists (you may have to use Search to locate it), and then select Save.

7. Select Add an existing list.

8. On the Add an existing list page, paste the SharePoint URL under Paste a link to a SharePoint list to pin.

Add a list from SharePoint

Your team will be able to view and comment on the list, but not edit it. 

Note: SharePoint custom list views are not transferred to the list in Teams. The list will appear in the default view.

  1. In SharePoint, locate the list you want to add and copy its URL.
  2. In Teams go to the channel of your choosing and select Add a tab  Add button  at the top of the page.
  3. In the Add a tab dialog box, select SharePoint Lists (you may have to use Search to locate it), and then select Add a list from any SharePoint site.
  4. Under Paste a link to a SharePoint list, paste the URL you copied in step 1 and select Save.

How you can learn more about Microsoft Lists

  1. Microsoft Lists Help & Learning: https://support.microsoft.com/en-us/microsoft-lists?ui=en-US&rs=en-US&ad=US
  2. How to add or edit list items: https://support.microsoft.com/en-us/office/add-or-edit-list-items-0c973f02-a84b-4fa2-bd2b-b9312791e038
  3. How to get started with Lists in Teams: https://support.microsoft.com/en-us/office/get-started-with-lists-in-teams-c971e46b-b36c-491b-9c35-efeddd0297db
  4. How to create a list in SharePoint: https://support.microsoft.com/en-us/office/create-a-list-0d397414-d95f-41eb-addd-5e6eff41b083
  5. How to edit list settings in SharePoint: https://support.microsoft.com/en-us/office/edit-list-settings-4d35793b-246e-42a3-990c-563a83795b7f
  6. How to delete a list in SharePoint: https://support.microsoft.com/en-us/office/delete-a-list-2a7bca5b-b8fd-4e5b-8f4b-2ac034f3070d
  7. How to create a column in a List or Library: https://support.microsoft.com/en-us/office/create-a-column-in-a-list-or-library-2b0361ae-1bd3-41a3-8329-269e5f81cfa2
  8. How to turn on Notifications for List changes that have been made: https://support.microsoft.com/en-us/office/turn-notifications-on-for-list-and-list-item-changes-85ca9280-f4b1-485a-a49e-a593ffa62e39
  9. How to control access/permissions to lists that have been made: https://support.microsoft.com/en-us/office/customize-permissions-for-a-sharepoint-list-or-library-02d770f3-59eb-4910-a608-5f84cc297782
  10. How to create a List based on a spreadsheet: https://support.microsoft.com/en-us/office/create-a-list-based-on-a-spreadsheet-380cfeb5-6e14-438e-988a-c2b9bea574fa