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About this lesson
Display a list from Microsoft Lists as a tab in Microsoft Teams.
Exercise files
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5.05 display-lists-in-teams - Exercise.docx43.4 KB 5.05 display-lists-in-teams - Exercise solution.docx
127.7 KB Sales.xlsx
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Quick reference
Display Lists in Teams
Select an existing list or create a new list within Teams.
When to use
We add lists to Teams to make it easy for team members to view and update lists of information.
Instructions
Earlier in the course, we saw how to use Microsoft Lists to create lists of information in Microsoft 365. Those lists can be added to Microsoft Teams to make it easy for all team members to view and edit the lists.
Add the Lists App to Teams
- Go to a channel in Teams
- From the left-hand menu, click Apps
- Search for 'Lists'
- Select Lists and click Add
Alternatively,
- From the left-hand menu, click the three dots
- Search for 'Lists'
- Select Lists and click Add
- Click Add to a team
- Choose the team to add the Lists app to
By default, you will only see the General channel for each team in the drop-down. To save the list to a different channel, we need to search for it.
- Click Set up a tab
- Click Save
Add an Existing List
Once the Lists app has been added as a tab to a channel in Teams, we can choose if we want to create a new list or add an existing list to the tab.
- Click Add an existing list
If you don't see any existing lists it means you don't have any lists within this particular team. However, we can add any list by using the link to the URL much like when we add a SharePoint site.
- Open Lists from the App Launcher
- Choose a list
- Press CTRL+C to copy the URL
- Go back to Teams
- Press CTRL+V to paste the URL
- Click the arrow or press Enter
The list will be added as a tab in Teams:
The list is now shared with all members of the channel.
Create a New List
We don't need to have an existing list to add a list to Teams. We can create one 'on-the-fly'.
- Go to a Teams channel
- Click the plus (+) button
- Click on Lists
- Click Save
- Click Create a new list
- Click Blank list or Choose a Template
- Click Use template
- Give the template a name and description
- Click Create
Hints & tips
- Templates are not populated with information. They simply contain column headers relevant to the template subject.
- 00:04 In a previous lesson, we saw how we can use the Lists app in
- 00:08 Microsoft 365 to create useful lists of information.
- 00:12 And of course, as you might expect, Lists is integrated with Microsoft Teams.
- 00:17 So we can easily share any lists that we've made with Team channels and
- 00:22 Team members, or we can create brand new lists from directly within Teams.
- 00:28 As I said, Teams is very much a collaboration hub.
- 00:31 And a lot of the time, you don't actually have to leave Teams,
- 00:34 in order to work with other parts of Microsoft 365.
- 00:37 So let's take a look at a couple of examples,
- 00:40 of how we can import an existing list and share it with the Team channel,
- 00:45 and also how we can create a new list from directly within Teams.
- 00:49 So I have Teams open and currently, we clicked in the sales and
- 00:53 marketing team in the Marketing Team channel.
- 00:57 Now, when it comes to adding an existing list, so a list that you've already
- 01:01 created, there are a couple of different ways that we can go about this.
- 01:05 If we cast our eyes over to that left-hand menu,
- 01:08 all the way at the bottom, we have a little apps icon.
- 01:12 Now, if we click on this, we can then search for the Lists app.
- 01:16 So let's click in the search field.
- 01:18 Let's type in lists, and there you can see the app.
- 01:24 Notice that we have an Add button so we can add it to our Teams.
- 01:28 Now, I'm not going to do that right now because I just want to show you a couple
- 01:31 of other ways that you can get to your applications.
- 01:33 Now, aside from clicking on Apps,
- 01:35 you could also click on the three dots just above.
- 01:38 That's going to open up a mini search pane and again we can simply type in lists and
- 01:42 there is the app that we want and we can click on Add.
- 01:45 So let's do it this way, first of all, let's click on Add to add lists.
- 01:51 I'm going to say yes, I want to add this app to my team and
- 01:54 then we get to choose the team.
- 01:56 Now notice below I'm getting a list of teams and channels.
- 02:00 But it's only showing me the general channel for each of these teams.
- 02:04 And I want to save my list into the Marketing Team channel within the Sales
- 02:09 and Marketing Team.
- 02:11 So all I need to do is go up to the top here and
- 02:14 start to type in sales and marketing, the name of the team.
- 02:18 You can see then it will refine the list and
- 02:21 I get to see other channels within that team.
- 02:24 And there is the Marketing Team channel.
- 02:26 Let's select it and click on Set up a tab.
- 02:28 Because that's all we're doing here, this is just an alternative way
- 02:33 of clicking the plus at the top to add a tab to a channel.
- 02:36 Let's click on Save to finish the setup process.
- 02:40 And if you take a look at the top of the Marketing Team channel now,
- 02:43 you can see that we have a new tab called Lists.
- 02:46 And I have two options, I can create a brand new list from here or
- 02:50 I can link to an existing list that I already have set up.
- 02:54 So let's link to an existing list.
- 02:56 Now, if you don't see any existing lists in this area just here,
- 03:00 it means that you don't actually have any within this particular team.
- 03:04 But another way that we can add an existing list into a specific team
- 03:08 is simply by using the SharePoint link to the list.
- 03:12 So if we go back to our homepage, I'm going to click on the app launcher and
- 03:16 I'm going to open up the Lists app.
- 03:18 Now, let's say that I want to add one of these existing lists.
- 03:21 So let's just go for the inventory.
- 03:23 It doesn't really make much sense in the sales and marketing channel,
- 03:26 but at least we have some information in this list.
- 03:28 Now, if I want to add this,
- 03:30 all I need to do is copy the SharePoint URL at the top here.
- 03:34 So let's select it, Ctrl+C to copy.
- 03:38 Let's go back to Teams, and
- 03:40 then all we need to do is Ctrl+V to paste the link in there.
- 03:44 Let's hit Enter and check it out.
- 03:46 It finds exactly the list I'm looking for.
- 03:49 I can now view that list information, I can make changes to it much as I would if
- 03:54 I was working in the native app but I also have a tab at the top called inventory.
- 03:59 And of course,
- 04:00 this list is now shared with all of the members of this particular channel.
- 04:05 Now, if we wanted to create our own list on the fly from directly within Teams,
- 04:09 the process is pretty similar.
- 04:11 This time, let's click on the + at the top to add a tab.
- 04:14 I'm going to choose Lists again.
- 04:17 But this time, instead of selecting Add an existing list,
- 04:21 I'm just going to say, Create a new list.
- 04:24 And this should look reasonably familiar.
- 04:27 This is exactly what you get if you're creating a list within the List app.
- 04:31 We can create a blank list, we can create one from an existing list, or
- 04:35 we can import data from Excel.
- 04:37 Alternatively, we can use any of these templates so let's just go for
- 04:41 Event itinerary,
- 04:42 we get a little preview as to what that's going to look like when we populate it.
- 04:46 And don't make the mistake of thinking that when you load this list up,
- 04:50 you're going to get all of this information.
- 04:52 All you're really getting when you use a template are the column headings.
- 04:56 What information you add is entirely up to you.
- 04:59 So this looks pretty good.
- 05:01 I'm going to scroll down to the bottom and click on Use Template, and
- 05:05 then I can rename this.
- 05:07 So I'm just going to leave it on the default name,
- 05:09 I'm going to give it a red color.
- 05:11 I could give it a charm if I wanted to.
- 05:12 Let's go for a little light bulb icon.
- 05:14 Why not?
- 05:15 And click on Create.
- 05:17 And there we go. I have a new tab at the top called Event
- 05:21 itinerary and I can now go through and start adding in new list items.
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