Hands-On Microsoft Lists E-Book

João Ferreira

• Herausgeber: Packt Publishing
• Kategorie: Fachliteratur
• Sprache: Englisch

Seitenzahl: 250

Veröffentlichungsjahr: 2021

Beschreibung

Microsoft Lists is an extremely flexible and powerful platform for creating custom data models. Hands-On Microsoft Lists is an easy-to-read guide for those who want to get started with Lists, as well as those who are already familiar with the basic concepts and want to create custom and flexible Lists that are easily available through a web interface.
This comprehensive introduction to Lists will show you how to get up to speed in no time with the help of practical guidance and examples. Complete with hands-on tutorials and projects, you’ll understand how to use and implement Microsoft Lists effectively. You’ll start by covering all the basic concepts that will help you to build your Microsoft Lists and get the most out of the platform. As you progress, you’ll explore how to customize Microsoft Lists layouts and forms. Later chapters will guide you through integrating Microsoft Lists with the Power Platform. Throughout the book, you’ll work with practical scenarios that you can use daily to improve the collaboration in your organization.
By the end of this Microsoft book, you’ll have learned how to create custom data models to improve the way your data is put together, managed, and consumed in your workplace.

Leseprobe

Hands-On Microsoft Lists

Create custom data models and improve the way data is organized using Lists in Microsoft 365

João Ferreira

Rene Modery

BIRMINGHAM—MUMBAI

Hands-On Microsoft Lists

Copyright © 2021 Packt Publishing

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Packt Publishing has endeavored to provide trademark information about all of the companies and products mentioned in this book by the appropriate use of capitals. However, Packt Publishing cannot guarantee the accuracy of this information.

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To my family, especially my parents, Maria Oliveira and Carlos Ferreira, for their constant support, and my grandparents, for the valuable lessons I learned from them over the years.

– João Ferreira

To my families in Singapore and Germany, for supporting me throughout the years. To my children, Alyssa and Frédéric, for their love and inspiration and for helping me grow every day.

– Rene Modery

Contributors

About the authors

João Carlos Oliveira Ferreira is a Microsoft MVP, in the Office Development and Windows Insider categories. With a degree in computer science, João has been working with Microsoft Technologies for the last 10 years, mainly focused on creating collaboration and productivity solutions that drive the adoption of Microsoft Modern Workplace. A true tech enthusiast, book author, and author of four blogs, he writes weekly about SharePoint, Microsoft Teams, and Microsoft Lists.

Last year I had the pleasure of publishing my first book with Packt and never thought that it would be possible to get my second title published just 14 months after the first one.

None of this would have been possible without the support of my family, my girlfriend, Francisca Peixoto, and my friends, who gave me confidence and helped me to keep up the writing pace.

Thanks to Rene Modery, who made the two-handed writing process a breeze; thanks to everyone at Packt who taught me so much about the book-writing process and offered valuable suggestions that ultimately will make you a Microsoft Teams hero.

Lastly, I want to thank my friend, David Ramalho, for assuming the technical reviewer role for this book and for providing valuable insights that helped to improve this book.

Rene Modery is a Microsoft Office Apps and Services MVP, working as an APAC Digital Workplace Project Manager in Singapore. For more than 15 years, Rene has lived and worked in Europe and the Asia Pacific in various regional and global roles. The main focus of his work nowadays lies in Microsoft 365 and the Digital Workplace, especially in providing guidance and change management for regional projects and initiatives. He is a regular speaker at user groups and conferences and generally likes to share his knowledge and experiences with others.

This is the first book I have had the pleasure of publishing with Packt, and I would like to thank everyone on the Packt team who helped with their guidance and support during the writing.

Thanks also go to my co-author, João, who was a great help and guide during the writing process, and who regularly supported me in getting chapters completed.

Lastly, I want to thank my wife, Wenna, and my family for their support. None of this would have been possible without having some dedicated time for writing, often at the expense of spending time together. Thank you for letting me contribute my knowledge and experience to this book.

About the reviewer

David Ramalho is a Microsoft MVP in Apps and Services, a SharePoint developer, a content creator, and the owner of the SharePoint-tricks blog. He has worked with Microsoft technologies for 4+ years with a primary focus on SharePoint and Microsoft Teams. That has allowed him to earn experience that has led to him sharing blog posts that help users to improve their Microsoft 365 experience. He also holds a few Microsoft certifications, including Teams Administrator Associate.

Table of Contents

Preface

Chapter 1: Getting Started with Microsoft Lists

What is Microsoft Lists?

How can I access Microsoft Lists?

Microsoft Lists on the web

Microsoft Lists on Microsoft Teams

Microsoft Lists on mobile

Lists on SharePoint

Getting familiar with Microsoft Lists' user interface

Microsoft Lists on the web

Microsoft Lists on Microsoft Teams

Microsoft Lists on mobile

Lists on SharePoint

What does a list look like?

Summary

Chapter 2: Creating Your First List

Personal lists and team lists

Creating a blank list

Creating a new list from the Microsoft Lists app

Creating a new list in a SharePoint site

Creating a new list in Microsoft Teams

Adding and maintaining columns on a list

Adding columns to a list

Editing and deleting columns from a list

Creating a list from Excel

Creating a list from an existing list

Maintaining list data

Adding items to a list

Editing items in a list

Deleting items from a list

Summary

Chapter 3: Microsoft Lists Core Features

Modern and classic list features

What are the out-of-the-box Microsoft Lists features?

Column types

Lists views

List forms

List item comments

List item attachments

List rules

List sharing

List templates

Edit mode

Where is Microsoft Lists data stored?

Summary

Chapter 4: Collaborating on Microsoft Lists

Managing access to your list

Sharing a list

Sharing a list item

Reviewing and modifying access

Collaborating with others through comments

Managing notifications through alerts and rules

Using the Alert me functionality

Using rules to get informed about changes

Tracking item changes through list versioning

Summary

Chapter 5: Creating Microsoft Lists Views

What are Microsoft Lists views?

Default Microsoft Lists views

Managing custom Microsoft Lists views

Creating a view

Editing and deleting a view

Summary

Chapter 6: Customizing Microsoft Lists

Technical requirements

Understanding Microsoft Lists formatting

WYSIWYG formatting

JSON formatting

SharePoint Framework formatting

Column formatting

Supported column types

How to format a list column

WYSIWYG formatting options

JSON formatting

How to create and apply your own JSON column formatting

Learning from examples

Summary

Chapter 7: Customizing Microsoft Lists Views

Technical requirements

Understanding Microsoft Lists view formatting

How to format a list view

WYSIWYG formatting options

JSON formatting

How to create and apply your own JSON view formatting

Learning from examples

Conditional view formatting

Tile layout

Formatting a view group header and footer

Summary

Chapter 8: Customizing Microsoft Lists Forms

Technical Requirement

What is a Microsoft Lists form?

How to customize a Microsoft Lists form

Showing or hiding columns in a form

Showing or hiding form columns conditionally

Learn by examples

Formatting a list form's header and footer

Formatting the form body

How to create a Microsoft Lists custom form using Power Apps

Publishing the Power Apps form to your list

Modifying the form applied to the list

Summary

Chapter 9: Integrating Microsoft Lists with the Power Platform

Exploring the Power Platform

Learning Power Automate and Microsoft Lists

Understanding Power Automate triggers

Understanding Power Automate actions

Implementing a sample notification flow

Exploring Power BI and Microsoft Lists

Creating dashboards using Microsoft Lists data and Power BI

Learning about Power Virtual Agents and Microsoft Lists

Summary

Chapter 10: Microsoft Lists for Admins and Advanced Users

Technical requirements

How to manage Microsoft Lists as an administrator

Managing Microsoft Lists via PowerShell

Overview of PnP PowerShell cmdlets for Microsoft Lists

Performing a mass-update of data via PowerShell

Creating copies of a Microsoft list

Summary

Chapter 11: Extending Microsoft Lists Using SPFx

Technical requirements

What SPFx is and how to get started

Creating a SharePoint Framework extension

Building a field customizer extension

Building a view command set extension

Summary

Other Books You May Enjoy

Preface

Microsoft Lists is a new application added to the Microsoft 365 ecosystem to help users track, share, and organize their work.

Released as an evolution of SharePoint lists, Microsoft Lists is a lightweight database that you can use to build and customize data according to your business requirements without the need to worry about the rules of the more complex relational databases.

If you've never used SharePoint lists before, this book will teach you everything about them, covering the new and old features that made SharePoint one of the most trusted collaboration platforms in the world.

Who this book is for

Professionals who work with Microsoft 365 tools such as SharePoint and Microsoft Teams and want to improve how data is structured, managed, and consumed inside an organization will benefit from this book. For administrators with permission to manage access to Microsoft Lists, this book will give them all the basic concepts, suggestions, and best practices they need to ensure good governance. Basic knowledge of SharePoint and Excel is assumed.

What this book covers

Chapter 1, Getting Started with Microsoft Lists, provides an introduction to Microsoft Lists. It explains the historical background (SharePoint lists) and gives a short overview of the possibilities and functionalities. The chapter sets the stage for the subsequent chapters and ensures that you have a basic understanding of Microsoft Lists before moving on to more detailed topics.

Chapter 2, Creating Your First List, guides you through the creation of your first lists. It starts by explaining the different entry points for creating a new list. We then proceed to describe the list creation process, showing how to create new blank lists and how to leverage existing list templates. At the end of the chapter, you will know how to create lists.

Chapter 3, Microsoft Lists Core Features, covers all the default features of Microsoft Lists. We will provide a detailed explanation of all the out-of-the-box features, such as personal lists, shared/team lists, and list templates. This chapter will also explain where the Microsoft Lists data is stored.

Chapter 4, Collaborating on Microsoft Lists, teaches you how to collaborate with other people on your lists. You will learn how to invite others, see who has access to your list, and how to add comments to list items.

Chapter 5, Creating Microsoft Lists Views, takes your basic knowledge about how to create lists and moves forward into the more advanced features of filtering and formatting list data.

Chapter 6, Customizing Microsoft Lists, is where you will learn how to customize how your data looks in a list, by formatting several data types using JSON and by following the provided examples.

Chapter 7, Customizing Microsoft Lists Views, shows you how to customize list views to make the information stored in a list stand out, using JSON and the provided examples.

Chapter 8, Customizing Microsoft Lists Forms, covers the default list forms and explains how to modify them using the options in the Microsoft ecosystem to meet your business needs.

Chapter 9, Integrating Microsoft Lists with the Power Platform, is about how to automate business processes without writing code, making use of the Power Platform. You will be able to create actions based on data that is added, modified, or deleted from Microsoft Lists. Additionally, you will learn how to visualize your data with Power BI.

Chapter 10, Microsoft Lists for Admins and Advanced Users, will give you the tools you need to disable/enable Microsoft Lists features if you are an administrator in your organization or an advanced user.

Chapter 11, Extending Microsoft Lists Using SPFx, is where you will learn how to extend the default features of Microsoft Lists using SharePoint. With the use of list view command set extensions, you will be able to bring your business logic to Microsoft Lists and complement the OOB features.

To get the most out of this book

The Microsoft 365 platform, which Microsoft Lists is a part of, is constantly changing and growing. Microsoft does not add new features and functionalities on a predefined schedule, such as every 6 months, but rather provides these improvements in a very fast-paced manner. Therefore, when you look at Microsoft Lists today, it may look and behave slightly differently compared to yesterday, as new changes may have been published.

For this book, this means that the content presented here is correct at the time of writing, but we expect things to change. To give you an example, the Microsoft Lists menu through which you can access Power Automate flows was changed during the writing of Chapter 9, Integrating Microsoft Lists within with the Power Platform. While it is a relatively small change, where the corresponding menu items are now located within the Integrate section instead of Automate, this also meant that we had to update several text and image references.

If your version of Microsoft Lists looks and behaves slightly differently from what is described in this book, it is most likely due to the constantly evolving nature of Microsoft Lists. If you are interested in seeing recently published changes, as well as what Microsoft is currently working on, please visit https://roadmap.office.com to see the public roadmap for all of Microsoft 365. You can search for microsoft lists to see only those roadmap items that are related to Microsoft Lists.

If you are using the digital version of this book, we advise you to type the code yourself or access the code via the GitHub repository (link available in the next section). Doing so will help you avoid any potential errors related to the copying and pasting of code.

Download the example code files

You can download the example code files for this book from GitHub at https://github.com/PacktPublishing/Hands-On-Microsoft-Lists. In case there's an update to the code, it will be updated on the existing GitHub repository.

We also have other code bundles from our rich catalog of books and videos available at https://github.com/PacktPublishing/. Check them out!

Download the color images

We also provide a PDF file that has color images of the screenshots/diagrams used in this book. You can download it here: https://static.packt-cdn.com/downloads/9781801075046_ColorImages.pdf.

Conventions used

There are a number of text conventions used throughout this book.

Code in text: Indicates code words in text, database table names, folder names, filenames, file extensions, pathnames, dummy URLs, user input, and Twitter handles. Here is an example: "If you want to disable a specific template, you can provide the template's ID as part of the DisableModernListTemplateIds parameter while executing Set-SPOTenant."

A block of code is set as follows:

"txtContent": "@currentField.title"

"txtContent": "[$Address].Address.City"

When we wish to draw your attention to a particular part of a code block, the relevant lines or items are set in bold:

"txtContent": "@currentField"

"txtContent": "[$Author]"

Any command-line input or output is written as follows:

Get-SPOTenant | select DisablePersonalListCreation

Bold: Indicates a new term, an important word, or words that you see onscreen. For example, words in menus or dialog boxes appear in the text like this. Here is an example: "Select SPFx Columns from the site columns dropdown."

Tips or important notes

Appear like this.

Get in touch

Feedback from our readers is always welcome.

General feedback: If you have questions about any aspect of this book, mention the book title in the subject of your message and email us at [email protected].

Errata: Although we have taken every care to ensure the accuracy of our content, mistakes do happen. If you have found a mistake in this book, we would be grateful if you would report this to us. Please visit www.packtpub.com/support/errata, selecting your book, clicking on the Errata Submission Form link, and entering the details.

Piracy: If you come across any illegal copies of our works in any form on the Internet, we would be grateful if you would provide us with the location address or website name. Please contact us at [email protected] with a link to the material.

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Chapter 1: Getting Started with Microsoft Lists

Microsoft Lists is a new application that's been added to the Microsoft 365 ecosystem to help users track, share, and organize their work.

If you are one of the 200 million users already using SharePoint, the transition and adoption of Microsoft Lists will be a breeze for you. This is because this new application makes accessing the lists you know and love easier than ever before.

If you've never used SharePoint Lists before, don't worry – this book will teach you everything about it. We will do this by covering both the old and new features of Lists that made SharePoint one of the most trusted collaboration platforms in the world.

In this chapter, we will start with the basics by covering the following topics:

What is Microsoft Lists?How can I access Microsoft Lists? Getting familiar with Microsoft Lists' user interfaceWhat does a list look like?

What is Microsoft Lists?

If you are familiar with SharePoint, the concept of lists won't be new to you. In reality, Microsoft Lists is an evolution of the original SharePoint Lists, which became a separate application for aggregating all the new lists that are created with Microsoft Lists, as well as all the preexisting lists that were created with SharePoint.

Microsoft Lists was designed to help you track and organize your work, thus giving you a holistic view of all the lists you have on the sites you have shared with your teams, as well as your own personal lists.

If you are not familiar with the concept of lists yet and are starting from scratch, think of Microsoft Lists as a lightweight database that you can build and customize according to your business requirements, without the need to worry about the rules of more complex relational databases.

Lightweight databases aren't just used to store and share data – they are much more powerful than that. For example, you can use them to build custom workflows on top of data automating business processes for you and your teams.

We can also use them to format information by using custom views, formatting, and filters – all the information you need is literally one click away.

How can I access Microsoft Lists?

To get started with Microsoft Lists, first, you need to know how to access the application.

Lists is available for a variety of platforms, and you can use it through any of the following:

A web browserA Microsoft Teams applicationA mobile application

Each version has its own layout, but they all follow the same design language. This makes using Microsoft Lists across all platforms very natural and intuitive.

Microsoft Lists on the web

Microsoft Lists is available as a web app and can be accessed directly from a browser from the Microsoft 365 context. Currently, there are no direct links to access the application, so to access Lists, you must do the following:

From your Microsoft 365 environment, click on the app launcher icon located at the top-left corner. You can do this in any application. Clicking on this icon will open a list containing all the Microsoft 365 applications you have access to.Locate the Lists icon and click on it:

Figure 1.1 – Accessing Microsoft Lists – web version

After a few seconds, the app will open and leave you on the Microsoft Lists landing page.

If you want to share the new awesome application you've just discovered with your colleagues, make sure you instruct them to open Lists by following the instructions described here. The link to the application is unique for each user. You must combine the respective URL with the user's personal email, like so: https://contoso-my.sharepoint.com/personal/joaoferreira_contoso_com/_layouts/15/Lists.aspx.

You can save this link in your browser's bookmarks for quick access, but keep in mind that if you share it with any other users from your organization, all they will see is a 404 error page.

Microsoft Lists on Microsoft Teams

Microsoft Lists is available as a Microsoft Teams app that can be used in the context of your teams as a tab. This version of Microsoft Lists was designed with collaboration in mind and despite being a bit different, you can still use the same list features you can find in the web version.

To use Microsoft Lists in the context of Microsoft Teams, do the following:

Open Microsoft Teams and select the team channel where you want to add a list.Once in the channel, click the + icon to add a new tab.If the Lists app is not visible immediately, use the search bar to locate it. Once you can see the Lists icon, click on it to add the application:

Figure 1.2 – Accessing Microsoft Lists – Microsoft Teams version

On the pop-up that appears, click on the Save button.

The main difference you will find between Microsoft Lists on the web and Microsoft Lists on Microsoft Teams is that the app will not work as a central repository for all your lists; instead, it acts as a container for individual lists.

Microsoft Lists on mobile

As an application that aims to help you track and organize your work in modern workplace environments, Microsoft Lists is also available on mobile devices so that you can access your data on the go.

If you have a smart phone or tablet with iOS on it and want to have Microsoft Lists just a tap away, do the following:

Open the application store on your mobile phone.Search for Microsoft Lists and install it. Once the application has been installed, open it and provide your Microsoft 365 credentials.Once you've successfully authenticated, you will see the same information you can see in the web version but adjusted to a smaller screen size.

Note: At the time of writing this book, Microsoft Lists for Android is not available yet. However, it is planned to be released by the end of 2021.

Lists on SharePoint

As we mentioned at the beginning of this chapter, Microsoft Lists is an evolution of SharePoint Lists, which means that lists can also be accessed directly from SharePoint.

Compared to the Microsoft Lists application, SharePoint only lets you view the lists that exist in the context of the SharePoint site, making the experience a bit more limited.

To access your lists from SharePoint, you must do the following:

On your SharePoint site, click on the cog icon in the top-right corner. From the menu, click on Site Contents. Site Contents is also available from the quick launch menu on your SharePoint site.After a few seconds, you will land on the Site Contents page of your SharePoint site. Here, you will find document libraries and lists in the same location:

Figure 1.3 – Lists on SharePoint

Now that you know how to access Microsoft Lists, let's look at the application in more detail.

Getting familiar with Microsoft Lists' user interface

In this section, you will become familiar with the layout of Lists on the four platforms where it is available.

After completing this section, you will have the foundations to move on and start learning how to create and manage your own lists.

Microsoft Lists on the web

The following screenshot represents the web version of Microsoft Lists. Its main components have been identified with numbers:

Figure 1.4 – Microsoft Lists main screen – web version

Let's look at these components in more detail:

New Lists: This button allows you to create new lists on the platform. New Lists has several options, all of which will be explained in detail in Chapter 2, Creating Your First List.Favorites: The Favorites section allows you to mark the lists you use the most and pin them to the top of the page. Besides being displayed at the top of the page, favorites lists are displayed differently from regular lists. While regular lists are represented as a square with an icon and a background color, favorite lists are represented in a rectangular card.

To add or remove a list from your favorites, all you have to do is click on the star in the top-right corner of the list tile, as highlighted in the following screenshot:

Figure 1.5 – Adding/Removing lists from favorites

View Selection: As we will see in Chapter 2, Creating Your First List, you can create team and personal lists; this view selection allows you to select between them.

a) Recent Lists: This option displays the most recent lists in the system and aggregates personal and team lists in the same view.

b) My Lists: This option only displays your personal lists.

Filters: The filter option allows you to refine the view selection even further. Here, you will find the following options:

a) Recent lists filter:

All Recent lists: This option displays all your lists organized in chronological order.

Recent lists I created: This option displays all the lists created by you,organized in chronological order.

b) My Lists:

Name A-Z: This option displays your personal lists, organized alphabetically from A to Z.

Name Z-A: This option displays your personal lists, organized alphabetically from Z to A.

Newest: This option displays your personal lists, organized chronologically from the newest to the oldest.

Oldest: This option displays your personal lists, organized chronologically from the oldest to the newest.

List grid: This section displays all your lists according to the selections you made via the View selection and the Filters section.List search: Located at the top of the page, this option allows you to easily discover any lists in your Microsoft 365 ecosystem. You can search by the name of the list. This works globally in all the locations that you have access to:

Figure 1.6 – Microsoft Lists search results

Microsoft Lists limits

The Favorites and Recent lists both have a maximum limit in terms of the items they can display. You can favorite up to 30 lists, while the Recent list will just display the first 100.

As you have already seen, the Microsoft Lists landing page is easy and intuitive to use. However, there are certain aspects that we haven't covered yet. You should become familiar with them before you start using the application.

The following screenshot shows a list on the Microsoft Lists landing page, with all the main components highlighted. For reference, we are using a screenshot representing a Favorite and a Regular list:

Figure 1.7 – List representation with highlighted components

Let's look at these components in more detail:

List name: This is the title of the list defined by the user. List location: This is where the list is stored. Personal lists that are only available to you are displayed with the My Lists label, while team lists are displayed via the name of the SharePoint site where they are located. Favorite: This button allows you to add or remove a list from the Favorite section. When a list is not one of your favorites, you can only see the start icon's outline and only appears when you hover over the list card. Favorite lists display the star in a solid color, and it is always visible.Open actions:… only appears when you hover over the list cards. Once you click on them, it opens the list actions menu, which allows you to Customize and Share the list. In the case of recent lists, it also allows you to remove it from the recent list gallery. This option also allows you to delete personal lists. The following screenshot shows all the options that are available in the action menu:

Figure 1.8 – More actions menu

List Icon: The icon, along with its background color, are used to define the list for better identification, as we will see in Chapter 2, Creating Your First List, there are 12 icons and 12 different colors that can be combined when a new list is created, or its properties are modified. Last modified date: This value is only available in the lists that are not in your favorites and displays the date when the list was last modified.

Microsoft Lists on Microsoft Teams

The Microsoft Lists experience for Microsoft Teams was adapted to collaboration work, and the application looks and behaves a bit different than the web version. In this section, we will teach you how to use it and what the application looks like when you add it to one of your teams.

The following screenshot shows the first screen you will see once you add the application to one of your teams. The main components have been identified with numbers here:

Figure 1.9 – Microsoft Lists main screen – Microsoft Teams version

Let's look at these components in more detail:

Create a list: This option opens a new page where you can create a new list on Microsoft Teams. This list will be stored in the context of the team where the app was added. There are several options available here, all of which will be explained in detail in Chapter 2, Creating Your First List.Add an existing list: This option allows you to add an existing list to the tab.