SharePoint - How To Create A List.pdf

SharePoint harePoint Lists About & How...

SharePoint harePoint Lists About & How to Create a SharePoint List About SharePoint Lists A SharePoint list is a collection of rows and columns built directly into an SPS team site that is designed for tracking, managing, or displaying data. It is similar to an excel spreadsheet or a simple data base. Examples of why you may want to create a list could include to display contractors or supplies with supporting information or cataloguing your teams’ services. This guide will demonstrate how to create a simple list from scratch. Let’s start by accessing our SPS team site… Navigate to your SPS team site (in this example we will be using SPS-SharePointAdvancedTraining). SPS Team Site screen displays: Click +New. SPS Team Site screen displays: Click List. Next, we need to decide whether we want to create a list from scratch, create a list from an existing Excel spreadsheet (which we can upload) or use one of SharePoint’s templates. In this example we will be creating a list from scratch. © LiveWest, Digital Learning Team 1 March 2023  SharePoint SharePoint List Create a List screen displays: To create a list from an existing Excel spreadsheet: Click From Excel. SharePoint templates display here. Click Blank list. List Naming screen displays: Enter your list name into the Name field. Complete the Description field (Optional). Click Create. The Blank List screen displays: Note: The new list displays in the site’s navigation bar. We can see our blank list has been created and a ‘Title’ column displays. This is a default column and needs to be used to record the title of the particular item you are listing, for example if you’re producing a list of suppliers the suppliers name would be entered here. Let’s rename the ‘Title’ column… Guide continues onto next page… © LiveWest, Digital Learning Team 2 March 2023  SharePoint SharePoint List The blank list screen displays: Click the word ‘Title’. The blank list screen displays: Hover over Column settings. Click Rename. The Renaming screen displays: Rename your column. Click Save. Blank List screen displays: The column has been renamed. We’re now ready to start adding our required columns… © LiveWest, Digital Learning Team 3 March 2023  SharePoint SharePoint List Blank List screen displays: Click Add column. Blank List screen displays: The Create a column menu displays. This shows all the column types available to use. For more information on a column type: Select a type. A description then displays on the left- hand side. Select the required column type (in this example we are selecting ‘Text’). Click Next. Guide continues onto next page… © LiveWest, Digital Learning Team 4 March 2023  SharePoint SharePoint List Blank List screen displays: The column settings panel displays. Depending on the column type selected will determine the settings required in this panel. Complete the relevant column setting fields (in this example we have only added a column Name). Click Save. Blank List screen displays: Our ‘Text’ column has been created and displays. We can now continue building our list. Let’s add another column… Blank List screen displays: Click Add column. Guide continues onto next page… © LiveWest, Digital Learning Team 5 March 2023  SharePoint SharePoint List Blank List screen displays: Select the required column type (in this example we are selecting ‘Choice’). Click Next. Blank List screen displays: The column settings panel displays. Depending on the column type selected will determine the settings required in this panel. Complete the relevant column setting fields (in this example we added a column Name and added 3 choices). Click Save. Blank List screen displays: Our ‘Choice’ column has been created and displays. Let’s add one more column… © LiveWest, Digital Learning Team 6 March 2023  SharePoint SharePoint List Blank List screen displays: Click Add column. Blank List screen displays: Select the required column type (in this example we are selecting ‘Location’). Click Next. Blank List screen displays: The column settings panel displays. Depending on the column type selected will determine the settings required in this panel. Complete the relevant column setting fields (in this example we have only added a column Name). Click Save. © LiveWest, Digital Learning Team 7 March 2023  SharePoint SharePoint List Blank List screen displays: Our ‘Location’ column has been created and displays. Once you have added all your required columns, you can then begin adding data to your list. Let’s add some data… Blank List screen displays: Click New. Blank List screen displays: The New Item side panel displays. This panel allows us to add the required data to our list. It uses the columns we just created as information fields which need completing. Complete the fields. Click Save. Guide continues onto next page… © LiveWest, Digital Learning Team 8 March 2023  SharePoint SharePoint List List screen displays: Our row of information displays. Repeats the steps on the previous page to continue adding rows of data and building your list. List screen displays: Addition features: You can also share your list with colleagues or export to Excel. That’s It... We have successfully created our list. The list can be edited as frequently as required, with the information changed as often as needed. © LiveWest, Digital Learning Team 9 March 2023