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Harnessing the Power of SharePoint Lists in Microsoft 365

August 30, 2023
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Harnessing the Power of SharePoint Lists in Microsoft 365

SharePoint is a versatile, web-based collaborative platform that seamlessly integrates with Microsoft Office. Although primarily known as a document management and storage system, SharePoint offers a multitude of features such as lists, calendars, and blogs. This article delves into SharePoint lists and explores their potential in Microsoft 365.

SharePoint Lists: An Overview

SharePoint lists are data repositories that can serve various purposes. They can store and manage diverse information, such as contacts, tasks, issues, inventory, and more. Customizable to suit organizational requirements, SharePoint lists can be accessed and edited by authorized users worldwide.

Real-World Applications

SharePoint Lists boast a wide array of applications that prove beneficial to organizations. Here are some examples:

✅ New Employee Onboarding List

A new employee onboarding list can be created to manage and track the onboarding process for new hires. The list can include information such as the employee's name, job title, department, start date, and onboarding status. Additionally, it can contain a checklist of tasks that need to be completed during the onboarding process, such as setting up IT equipment, completing orientation training, and meeting with team members.

This list can be shared with HR, IT, and the new employee's manager, who can access and update the list to track the progress of the onboarding process. By providing a centralized location for managing onboarding tasks, a SharePoint List can help streamline the process, ensure that important steps are not overlooked, and improve the overall onboarding experience for new employees.

Employee onboarding template

✅ Issue Tracking List

Organizations can establish an issue tracking list to monitor and manage software bugs, feature requests, or customer complaints. This list may contain details such as issue name, status, priority, and description. Authorized users can access the list, stay informed on issue statuses, add new issues, or update existing ones as needed.

Issue tracker template

✅ Expense Report List

An expense report list can be created to manage employee expenses, containing information like employee name, expense type, date, and amount. Authorized users can access this list to review expense reports, approve or reject them, or submit new reports.

✅ Integration with PowerApps

PowerApps integration enables organizations to create custom applications for managing and interacting with list data. Custom forms, dashboards, and workflows can be developed with PowerApps to automate processes and enhance productivity. For instance, a custom form can be created to add new contacts to a contact list, or a custom dashboard can be designed to monitor task statuses in a task list.

✅ Contacts List

A contacts list can store information about customers, vendors, or partners, including their name, phone number, email address, and company. Authorized users can access the list to view or edit the information or add new contacts.

✅ Task List

Task lists can be established to manage team or individual tasks. Lists can feature details such as task name, due date, priority, and status. Team members can access the list to view their assignments, mark tasks as complete, or add new tasks.

✅ Inventory List

An inventory list can be used to manage stock levels and product information, containing details like product name, SKU, quantity on hand, and reorder level. Authorized users can access the list to monitor current inventory levels, update stock levels, or add new products as necessary.

Maximizing SharePoint's Potential

SharePoint Lists are powerful tools for managing and storing information in Microsoft 365. By adapting these lists to organizational needs, authorized users can access and modify them from anywhere in the world. Consequently, organizations can streamline processes, enhance communication, and boost productivity by harnessing the power of SharePoint Lists.

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