Thủ Thuật Hướng dẫn Can you automate Microsoft lists? 2022
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- February 3, 2022
How to Use Microsoft Lists with Teams: Step-by-Step Guide
Karina Zubova
Wondering how to organize your data? We can imagine how difficult it is sometimes to structure and track information. In this article, we willtalk about a perfecttool for organizing work Microsoft Lists. In addition, we willdiscussall the capabilities of thisapp,the usecases, and its integration with otherMicrosoftapps, including Microsoft Teams. Read to the end to learn how to scaleListswith Microsoft Teamstemplates.
Nội dung chính
- How to Use Microsoft Lists with Teams: Step-by-Step GuideWhatisMicrosoft Lists?How to use Microsoft Lists?Get teams created for each new sales giảm giá with pre-built Lists Tab!Microsoft Lists withPower AutomateLists with Microsoft TeamsExplore how to use Microsoft Teams for Project Management!Microsoft Listswith TeamsUse CasesScale Microsoft Lists with Teams TemplatesRead Related Blog PostsApprove Files with Power Automate and Microsoft TeamsSharePoint and Microsoft Teams: the Differences and LinksThe Ins and Outs of the Microsoft Teams Approvals AppCase Management with Salesforce and Microsoft TeamsHow to Use OneNote with Microsoft TeamsPlanner and Microsoft Teams with Power Automate: 10 ready-to-use flowsVideo liên quan
Table of Contents
- What is Microsoft Lists?How to use Microsoft Lists?
- Create a new ListCustomize your ListCollaborate on Lists with your colleagues
Microsoft Lists with Power Automate
- Use Power Automate TemplatesManage CRMsGet emails notifications
Lists with Microsoft Teams
- Add Lists as a newtabCollaborate on Lists with your teammembers
Microsoft Listswith TeamsUse Cases
- Sales Deal Room CollaborationDocuments ManagementInventory Tracking
How to scale Lists with Teams Templates?
WhatisMicrosoft Lists?
Microsoft Listsis a Microsoft 365appthat can help you organize your work and track all needed information.
First of all, its a system of records: customer data, documents management, links tracking, and much more.With those smart and flexiblelists,youre able to collaborate and share with others any information in a structured way.Manage assets, track issues, collect customers data, and muchmore with smart rules and customizable views. Lets lookatthe unique benefits of Microsoft Lists.
Useful Visualization
Firstly, you can visualize in many ways. Once you get your data into a list, you cansee it in a standard grid viewsimilar toExcel. At the same time, you can also view it in a card formatand a calendar format. You can define what datain a cardis visible or not.
Smart Rules Creation
During a new list creation, you can apply a lot of different smart rules to your Microsoft Lists.For example, you can manage notifications and send the alerts to anyone in your organization if an item is changed.
Easy integration with otherapps
Finally, as a part of Microsoft Products, Lists can be integrated with other Microsoftapps. For example, you can automate processes with Power Automate, create lists in SharePoint,add Lists as a newtab in Microsoft Teams, and much more. We will talk about Microsoft Lists integrations later.
How to use Microsoft Lists?
Open the Listsapp right in your Office 365 environment and you will seethe home page, where you can create a new list. There you will see also yourfavoriteand recent lists. So, there are a few options to create a list.
Create a newListUsetemplates
What we really like is the list creation from existing templates. There you will see different examples according to the use cases. For instance, you can set up an issue tracker, employee onboarding, work progress tracker, and much more.
Lets click into one of them to see how it looks like. If you click through all the several types, you will see the different fields and sections.
Importa list fromExcel
You can also start from an Excel spreadsheet. Thus, when you bring the data, you can define what the dataschema is.
Create fromanexistinglist
If you hadan existing list and you would like to use that as your baseline, you couldreuse all the structure and even business rules.
Start with a Blank list
This is a blank canvas, and with this option, you can designthelist and defineitsstructure.When you click oncreate a blank list, you can give a name and description of your new list. In addition, you cancustomize it by choosing acolorandanicon.
Get teams created for each new sales giảm giá with pre-built Lists Tab!
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Afterthe first settings, you will see a new blank and now you can create a list however you want.At the top, you will see different columns that you can scale according to your needs.
If you click on +Add new column, you will see many different options. Lets say, you would like to add a number. Thisopensa pane where you can set many different attributes for your new column.Forexample,you can define the data type orthe number of decimal places.
There are many different options for a new column. For instance, you can choose the location, any person in your organization, dateand time, link, choice, and much more.The choice column may be very useful for you. For example, you can choose to track the project status.Here you can definewhat your choices are. Type the different choices, definecolorsand easily track any changes
After all column settings, you can add your data. By clicking on+new, you will see a pane and a form where youcanall ofthe data.One more way to add a new item is to edit your list in grid view. This will allow you to edit your listas in Microsoft Excel
CustomizeyourLists
You can customize your lists in different ways. Lets say, in the number column, you would like to really get a sense of how big or smallthis datais.
For thisreason,you can click on the column header and set different column settings.For instance, you can format this column. You can use the data bars to help very quickly visualize how big or small the data are.Explore different conditional formatting to improve your experience with Microsoft Lists.
Collaborate on Listswith yourcolleagues
When the list is ready, you can share it with other people.To do so, justtype in the name or email address of any personin your organization. Also, you can set what type of permission they will have: the full controlor just view permissions.Withthis option, you can collaborate on data with colleagues across your organization.
Microsoft Lists withPower Automate
As you may know, Power Automate allows you to automate work processes and simplify daily activities. There are many options on which flow you can build: from notifications tocomplexbusiness processes tracking. You can read more about Power Automate here
In this case, we would like toshare with youhow you can simplify and automate your data management with SharePoint and Power Automate.
Microsoft Lists is an app based on SharePoint Lists technology. Each of your new lists islocatedonSharePoint Site. Thus, trying to build your automation flow, you will need to search the SharePointitems as a trigger or action. Lets see, on very simple examples, how you can improve your work experience.
Use Power Automate Templates
At the very beginning, you can search for the different Power Automatetemplatesthat someone has already built. For example, you cansend a notification email when a new SharePoint list is added. Use this Template.
Next, you can start an approval process if a new item is added to yourparticularlist. Its a usefulfeatureto manage important documentation quicklyand simplify approval processes. To build this flow, usethe template and connect your Lists with Outlook and Approvalsapp.
Finally, you can move different items from onelist to another. This template allows you to save your time and manage content automatically
ManageCRMs
With Microsoft Lists, you can manage all information about your prospects in one place. In addition, to stay informed on any changes and reduce manual tasks, you can use Power Automate. Build an automated flowusing Dynamics 365 and Microsoft Lists. Thus, each time when a new record is created, it will be automatically added as a new item to your Microsoft List.
Get emailsnotifications
Lets see one more example. Imagine, youre working incustomersupport. Each day youregettingdifferent feedback from your users about thestable functioning of your mobile app.If there is an issue, you will need to fix that in a particular item in your Issues Tracker list. But howwillyour engine department benotified to solve the issue as soon as possible?
To do so,you can create a scheduled Power Automate flow, that will send the email notification each morningwith a condensed report. To build this flow you can connect Microsoft Lists and Outlook and send a customized email with an HTML table inside.
Just set up the data for Scheduled Flow, choose the right data from your Microsoft Lists and customize an email notification.
Lists with Microsoft Teams
As were talking in our blog about Microsoft Teams efficiency, lets explore the benefits from Microsoft Teams and Listsintegration. Microsoft Teams is a great tool that allows you to stayconnected with your colleagues and collaborate on different projects in one place. What we really love here, is the ability to connect any Microsoft or 3rdparty app right to yourTeams channels. And of course, you can add any of your existing Lists or create a new onerightin yourMicrosoftTeams Environment
Explore how to use Microsoft Teams for Project Management!
Send me the Guide!Add Lists as a newtab
Teamstabsgiveallow youto bring in a Team-based List, that existsinside a team SharePoint site or any other. In addition, you can create a new list from a template,fromExcel,orfromscratch.In fact, you will get all capabilities of Microsoft Lists right in your Teamschannel. And dont forget that Microsoft Lists are flexible with smart rules, Power Automation, Actionable Message, etc.
Collaborate on Lists with your teammembers
Here, you can communicate with your team members on the different Lists using achat. Also, you can mention individuals to ask questions, provide feedback throughconversations and start video meetingstodiscusscritical đơn hàng.
So, lets summarize the key capabilities of Microsoft Teams and Lists Integration:
- Add the Liststab to any channel (by choosing an existing list or creating a new onefrom scratch or templates)Add columns of all supported data types (currency, date, numbers, files attachment, etc)Edit the content to perform bulk editoperationsSort, filter, and manageviewsStart conversations and share Listitems directly insideTeamsCreate smart rules and use Power Automate connectors based on Teams Triggers
Microsoft Listswith TeamsUse Cases
Now, we will explore use case examples to see how you can use Microsoft Teams with Lists.
Sales Deal Room Collaboration
Lets say youmanagea sales team. One of the options for how you can track customer information is to enter key leads directly into Microsoft lists (We previously described how to automate the data update process using Power Automate)
So, you can create various columns with useful information, discuss any changes with colleagues right in the Teams Tab. In our example, we have created columns that contain information about:
- Company nameAdditional InformationStartdate ofnegotiationsSale stageBranchOwner, etc
Documents Management
Another way to use Microsoft Lists is to help you organize your documents. Do you know a situation when you urgently need a file, youdefinitely sharedit somewhere in the Teams environment, but it takes too long to find?Trust, atSalesTimwe knowhowthisfeels.
In the marketing department, we create a lot of content every day. Pictures, screenshots of our application, videos, guides, and so on. We got tired of spending a huge amount of time looking for the desired file and we started creating the Assets library, where each file can be sorted depending on many aspects. Below you will see our insider , but we hope that this example will inspire our readersand help someone.
Inventory tracking
Keeping track of production processes is not an easy task. To improve inventory management, you can create the following columns for your Microsoft Lists:
- Product NameCategoryModelStatusSupplierPurchase Date, etc.
Didnt find what you were looking for?
Check out our không lấy phí Use Casecatalogfor Microsoft Teams
Get Catalog for Free
Scale Microsoft Lists with Teams Templates
SalesTimisacollaborative processes managementapp for Microsoft Teams.WithSalesTimyou can improve your collaboration processes scale with:
- Microsoft TeamsCollaborationtemplatesTeams Governancepolicies3rdpartyappsconnection withSalesTimAPIs
HowSalesTimcan help you to scale Lists with Teamstemplates? So, very simply you can build Teams Templates with all needed content: Private and Standard Channels, Files and Folders, Pre-built Planner, Tabs with Apps, and much more.
Allow your end-users to create dozens of teams
Thus, you can just once build the Original Team with all needed content. And of course, you can add any Microsoft Lists as a Tab. Guidelines, Documents Library, and any Lists with all Pre-built structure and smartrules.
Original Team with Lists Tab
Next, you will need to create a template from the original team. During template creation, you can manage Governance Policies, such as Naming Convention, Private Channels Management, and much more.
Teams Template Creation
Aftertemplate creation, it will be automatically added to your own TemplatesCatalog. Create dozens of teams according to your use cases: project management, sales giảm giá room collaboration,new store opening, and much more.
Templates Catalog
And thats it! Next time, instead of manualteamscreation, your end-users will create different teams from your own TemplatesCatalog. As a result, theywill get thefully-provisionedteam with all needed content:
- Standard and Private ChannelsFiles and Folders CloningReady to goPlannerTab with Microsoft Lists is here as well!
Provisioned Team with Tabs Cloning
Sounds good? Start your trial and improve your collaborative processesat scale!
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