How to manage Projects using Microsoft Lists?

One of the latest products from Microsoft is Lists. It is, I will say, an upgrade of the old, boring SharePoint Lists, but with a better look and a new found ease to use built in. Microsoft Lists is part of the Office365 suite. It can be found from within a search of your apps, as shown below.


When selected, we end up here:


As you can see, we are on the SharePoint site. We have four options for creating a new list. They are as follows:

  1. From scratch (a blank list)
  2. From Excel
  3. From an already existing list
  4. From a template

For the sake of example, we will use the template, Work progress tracker.


Before we make a final selection (does this template suits us best?), Lists provides a preview of what we will get with the template:


When we hit the Use Template button, we are directed to name this particular list, add a description, and choose a color and icon.


Once we click Create, here we are:


We can then customize the list to accommodate the needs of our project. Let’s say that we need to display the following data points:

  • Task name – we will use Work item for this
  • Description – we will use it as is
  • Task Cost – we will create this field
  • Start Date – we will use it as is
  • Due Date – we will use it as is
  • Assigned to – we will use it as is
  • Progress – we will modify this field

Firstly, we rename Work Item to Task name, as shown.



Next, we will remove fields which we are not going to use (those of Category, Priority, and Notes).



Now, we will modify the Progress field. This field has default values as shown below:


Let’s select Edit.


We want to have the following options without the ability for the user to add any others:

  • Not started
  • In Progress
  • Completed
  • Abandoned

We will modify the values as shown.


Now we must create the new field, Task Cost.



We choose the appropriate currency. I live in Croatia, so I’ve selected Croatian currency (Croatian Kuna).

Finally, we will reorder our fields like this: Task name, Description, Task Cost, Start Date, Due Date, Assigned and Progress:



When we are done with the reordering, we select Apply.


Now, we can begin putting items in our List as shown.




It’s probably not ideal to have to add items one by one, so we use Quick edit:



The result is something like:


Before I conclude this article, I’ll demonstrate how to delete a list:



This is just a little piece of what can be done with Microsoft Lists. Much more can be done with this powerful tool, and it is definitely very, very useful.


About Nenad Trajkovski

Location: Zagreb, Croatia Occupation: Project Manager Interests: Project Management and MS PROJECT He was born in Zagreb, Croatia at 1963. After completing his college he started working on projects in different business areas (banking, manufacturing, automotive industry, distribution, oil companies, etc.) developing and implementing ERP systems into different companies. He has got a lot of experience working with people in different business processes and also possesses great knowledge in information technologies and financial services. Today he works as a business consultant, adn Project Manager in PERPETUUM MOBILE d.o.o. Zagreb. He is a regular lecturer for Project Management in MS Innovation Center in Varaždin, Logosoft Sarajevo in Bosnia and Herzegovina and SEAVUS GROUP in Skopje Macedonia. He was named the best lecturer of WINDAYS 2008 while his lecture was also voted as the best. In addition, he was in TOP 10 lecturers at the MS SINERGY 2009 and MS VISIA 2009, 2010. Shares first place as the best lecturer of KulenDays 2009 and 2010 and PMI Conference 2009 in Zagreb. He is also a regular lecturer in the MS Community. He is a Certified Accountant and a PMP (Project Manager Professional) and a PMI-RMP (Risk Manager Professional), MCP, MCT, and Microsoft Certified Technical Specialist - Microsoft Project 2010. From 01.01.2012 awarded with MVP (Microsoft Most Valuable Proffesional - Microsoft Project)!
This entry was posted in MICROSOFT PROJECT, PMI, Project for the Web, Project for Web, PRoject Management, Project Online and tagged . Bookmark the permalink.

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