Kansas State University

Microsoft Lists is a simple yet powerful app that helps you organize, track, and collaborate on tasks and information. It integrates seamlessly with Microsoft 365, making managing work across your existing tools easy.

Why use Microsoft Lists?

• Boost productivity: Reduce manual tracking and let Lists do the heavy lifting.
• Improve collaboration : Keep everyone aligned with a central source of information.
• Stay flexible: Customize lists to match your unique workflow.
• Enhance visibility : See project progress at a glance with different viewing options.

How to Use Microsoft Lists for workflow organization

Create a list

1. Open Microsoft Lists from Office 365 or within Teams.
2. Click New List and choose a template or start from scratch.
3. Give your list a name and add relevant columns like task name, due date, status, and owner.
4. Click Create to finalize your list.

Customize your list

1. Click Edit Columns to add or modify fields.
2. Use conditional formatting by selecting Format Current View to highlight priorities.
3. Apply filters by clicking Filter to sort and find information easily.

Collaborate with your team

1. Click Share and enter the email addresses of team members to give them access.
2. Assign tasks by adding their names in the Owner column.
3. Use comments and @mentions in the list details to keep communication clear.

Automate workflows

1. Click Automate and choose Create a rule to set up automatic notifications for list changes.
2. Use Power Automate by selecting Integrate > Power Automate to create approval flows or auto-assign tasks.

Stay on track with views and filters

1. Click View and choose Create new view to switch to calendar, grid, or custom view.
2. Apply filters by clicking Filter and selecting the relevant criteria.
3. Save views for quick access by clicking Save As after setting up your preferred display.