What is SharePoint List

In this SharePoint tutorial, We will discuss what is SharePoint list. Also, We will cover these below topics as:

  • What is List in SharePoint
  • Out Of Box List Templates
  • SharePoint List Limitations
  • Create a list in SharePoint Online (Announcement List)
  • Create a Custom List in SharePoint Online
  • Add columns in the list
  • Insert/Update/Delete Items
  • Edit name of a SharePoint list
  • How many columns can you have in a SharePoint list
  • How to hide a column in SharePoint
  • How to Hide multiple columns in SharePoint
  • How to delete a column from SharePoint list

What is SharePoint List

  • Microsoft SharePoint list provides flexible ways to store and organize information so that your team members as well as the other site users can use securely and effectively.
  • Microsoft SharePoint list has the following basic elements that are as follows:
    • Items: List items is like a record in table in the database.
      • For example a single employee details.
    • Fields: List fields are used as columns in a table.
      • For example Name, email address, phone numbers, etc.
    • Views: List views are created to display the data

You can also watch a video on SharePoint list.

Out Of Box List Templates

Microsoft SharePoint provides various types of lists that are as follows:

  • Announcements List: The announcement list that is used to share the news and status and also provide the reminders.
  • Contacts List: Contacts list is used to manage contact information.
  • Links: Links list is used to post hyperlinks to the webpages.
  • Discussion boards: Discussion boards list is used as an online discussion forum.
  • Calendar: Calendar list is used to save the team events, meetings, etc.
  • Tasks: Tasks list is used to track information about the company project.
  • Promoted Links: Promoted Links list is used to set images to the links and can organize them.
  • Project tasks: Project tasks list is used to store the task information.
  • Issue tracking: The issue tracking list is used to track the issue of any project.
  • SurveySurvey list is used to collect the feedback of the users.
  • Custom: The custom list is used to create its own list schema.
  • External lists: External list is stored outside the SharePoint but you can use this to read and write within the SharePoint.
  • Custom list in Datasheet View: Custom list in Datasheet View list is used to create a blank list similar to custom list but it displays the list by default in the datasheet.
  • Status list: The status list is the special form of a SharePoint list and it gives the result without the need for any calculations.
  • Circulations: Circulations list is used to send the information to the employees in the organization about the policies of the company.
  • Microsoft IME Dictionary list: Microsoft IME Dictionary list is used to store the different types of character values in the SharePoint.
  • PerformancePoint Content List: PerformancePoint Content List is used to storing the dashboard information.
  • Languages and Translators: Languages and Translators list is used with the translation management workflow in a translation library.
  • KPI List: KPI List is used to measuring the key performance indicator to evaluate the progress of the goals.
  • Import Spreadsheet: Import Spreadsheet is used to create a list with existing spreadsheets.

SharePoint List Limitations

  • In the SharePoint list, you can store only up to 30 million items, and when a list view shows more than 5000 items then that is the list view threshold error.
  • The maximum value of list row size can be only up to 8000 bytes per row.
  • The maximum number of security scopes in a list should not exceed 50,000.
  • By default, when a list is deleted the threshold is 100,000.

Create a list in SharePoint Online (Announcement List)

Here, I am going to explain how to create an Announcement list in SharePoint.

  • Open your SharePoint Online site and Click on the Settings icon at the right-hand side of the page.
  • Select Add an app to create an Announcement list.
Announcement list
  • Select Announcement list app from the apps you can add option.
how to add Announcement list
  • Then in the next dialog box provide a Name for your list and click on Create to add the custom list.
how to add Announcement list in Sharepoint
  • Once you click on the Create button, it will redirect to the Site Contents page where you can see the list. Click on the List name to open the list.
how to add Announcement list in Sharepoint online

Add Item to the SharePoint Announcement List

Now, the list has been created, we will see how to add an item the SharePoint list.

  • Click on New to add item.
add Announcement list in Sharepoint online

In the New item window, provide the details to announce the message.

  • Title: Provide the name to your list item.
  • Body: Click on the Pen icon to type the information about the announcement.
  • Expires: Click on the Calendar icon to set the expiry date of the message.

Click on Save.

Announcement list in Sharepoint online

Here, you can see the Announcement list item is created in the list.

Announcement list in Sharepoint

Create a Custom List in SharePoint Online

In the above steps, we saw how to create a list using a list template in SharePoint. Now, I am going to explain how to create a custom list in SharePoint.

I will show you two ways to create a list in SharePoint Online modern site.

1st Approach

  • Open the SharePoint site in which you want to add a list.
  • In the SharePoint Site, Click on New >> List.
Create Custom List in SharePoint Online
  • From the Create list window, To create a list company for the employees provides the below details:
    • Name: Provide the name to the list.
    • Description: Give a description of the list.
    • Show in site navigation: Select the checkbox to show the created list in the left navigation otherwise you have to go to Settings >> Site contents.
  • Click on Create.
How to Create Custom List in SharePoint Online
  • In the left navigation, you can see the created list if you select the Show in site navigation option.
  • If you are not selected the Show in site navigation at the time of list creation.
  • Click on Settings >> Site contents to open your created list.
How to Create List in SharePoint Online

Here, you can see created list in the SharePoint site.

How to create list in sharepoint

2nd Approach

Also, you can create a list from the SharePoint Site Settings option.

  • Click on the Settings icon at the right-hand side of the page.
  • Select Add an app to create a Custom list.
Create list in Sharepoint
  • Select Custom list app from the apps you can add option.
How do i create custom list in sharepoint
  • Once, Adding Custom List window will open.
  • In Name, type a new name as you want it to appear in headings and links throughout the site.

Click on Create to add the custom list.

How to add custom list in sharepoint

Add columns to SharePoint list

I have created another list as Company and I will show you how to add columns into the list.

  • Open the SharePoint list where you want to add columns. Click on Add column to add columns in the list.
  • Select a type of column (data type) that you want to create.
Add column in sharepoint list

In the Create a column window, provide the below details to create a column.

  • Name: Give the column name.
  • Description: Give a description about the column.
  • Type: Select the column type from the drop-down menu.

Click on Save.

How to add column in sharepoint list

In Company list, you can add different types of columns to store the employees details that are as follows:

  • First Name: This column name is Title that you can rename as first name and column type is Single-line of text by default.
  • Last Name: Select column type Single-line of text for the last name of the employee.
  • Address: Select column type Multiple-lines of text to give the address of the employee.
  • Location: Select column type Location to give the employee location (city, state, etc).
  • Available: Select a column type Available in which you have to click on the radio button(Yes/No) to select employees is available or not.
  • Managers: Select a column type Managers to choose the manager under which the employee assigned.
add column in sharepoint list

Here, In the below screenshot you can see the columns added in the SharePoint list.

How to add column in sharepoint online list
  • Also, you can also create a column from list setting page. Open the list then click on Settings >> List settings.
  • In the settings page, click on Create Column.
How to create column in sharepoint online list
  • Under Create column window, provide the column name and select the type of column.
  • You can also set the Additional Column Settings options according to your need.

Click on OK.

create column in sharepoint online list

Here, you can see the added column in the below screenshot.

create a column in sharepoint  list

Insert/Update/Delete Items

Steps to Add items in the created list:

  • Click on New to add items in list.
add items in sharepoint list

In New item window, provide the below details to add items in the list:

  • First Name: Type the employee’s first name.
  • Last Name: Type the employee’s last name.
  • Address: Type the address of the employee.
  • Location: Give the location of the employee.
  • Available: Select Yes/No from the radio button employee is available or not.
  • Managers: choose the manager from the drop-down list.

Click on Save to save the items in the list.

Add items in sharepoint

Here, you can see the added items in the below screenshot.

how to Add items in sharepoint list

Steps to Delete items from the created list:

  • Select an item that you want to delete from the created list.
  • Click on three-dots.
  • Select Delete to delete the item from the list.
how to delete items from sharepoint list

Steps to Update items in the created list:

  • Select an item from the created list.
  • Click on three-dots.
  • Select Edit to update an item in the list.
how to edit items from sharepoint list
  • From the edit window, update the items in the list.
  • Click on Save to save the changes.
how to edit item in sharepoint online list

Here, you can see the updated items in the below screenshot.

how to edit items in sharepoint list

Edit name of SharePoint list

  • Open a SharePoint list that you want to edit.
  • Go to Settings >> List Settings.
Edit name of sharepoint list
  • In List settings, select List name, description and navigation.
how to edit name of sharepoint list
  • Now, click on Name option then edit the name of your SharePoint site.
how to edit name of sharepoint online list

Here, In the below, the screenshot edited name will appear but the internal name will be the same as you have given at the time of list creation.

how to rename the sharepoint list name

How many columns can you have in a SharePoint list

In SharePoint list you can add up to 48 calculated columns (8 per row * 6 row maximum = 48).

Column TypeMaximum ColumnsSize per column(bytes)
Single line of text25530
Multiple lines of text35022
Choice (menu to choose from)25530
Number (1, 1.0, 100)55014
Choice (multiple selections)35022
Currency ($, ¥, €)55014
Date and Time55014
Lookup (information already on this site)75010
Yes/No (checkbox)10007
Person or Group75010
Hyperlink or Picture12760
Calculated (calculation based on other columns)25530
GUID35022
Integer75010
Managed Metadata19060 bytes for the first, 40 bytes for each subsequent

How to hide a column in SharePoint List

  • Go to the SharePoint list in which you want to hide the column.
  • Select the arrow from any column and then select Column settings >> Hide this column.
hide columns in sharepoint

How to Hide multiple columns in SharePoint List

  • Go to the SharePoint list in which you want to hide the column.
  • Select the arrow from any column and then select Column settings >>Show/hide columns.
hide multiple columns in sharepoint
  • In Edit view columns window, you can select which column you want to hide and which you want to show in your SharePoint list.
  • Click on Apply.
hide multiple columns in sharepoint list

How to delete a column from SharePoint list

  • Go to the SharePoint list in which you want to delete the column.
  • Select the arrow from any column and then select Column settings >>Edit.
How to delete a column from SharePoint list
  • In Edit column window, click on Delete to delete the selected column.
How to delete a column from SharePoint online list
  • Also, you can delete the column from settings option Settings>> List settings.
  • Go to Columns and then select a column that you want to delete.
  • Once, Edit column will open.
  • Click on Delete to delete the column.
delete a column from SharePoint online list

You may like following SharePoint Online tutorials:

In this Office 365 tutorial, We discussed SharePoint lists. Also, We covered these below topics as:

  • What is List in SharePoint
  • Out Of Box SharePoint List Templates
  • SharePoint List Limitations
  • Create a list in SharePoint Online (Announcement List)
  • Create a Custom List in SharePoint Online
  • Add columns in the list
  • Insert/Update/Delete Items
  • Edit name of a SharePoint list
  • How many columns can you have in a SharePoint list
  • How to hide a column in SharePoint List
  • How to Hide multiple columns in SharePoint List
  • How to delete a column from SharePoint list
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