Summary:
Microsoft Lists is a simple yet powerful tool available to everyone at KAUST. Whether you are a student organizing a project, a staff member managing requests, or a faculty member tracking research data, Lists helps you stay organized and work better with your team. It’s easy to use, works across Microsoft 365, and is much more flexible than a spreadsheet.
What Is Microsoft Lists?
Microsoft Lists lets you create smart, interactive tables to track anything you need. It’s available through Microsoft Teams, SharePoint, and Office.com. You can use it to manage tasks, collect information, track inventory, or keep a calendar of important dates.
If you’ve ever used Excel to keep track of things, Microsoft Lists gives you a better, more organized way to do it—especially if you’re working with others.
Personal vs. SharePoint Lists
- Personal Lists: Created from Office.com or Microsoft Teams. These lists are saved in your OneDrive and owned by you. You must manually share them with others to collaborate.
- SharePoint Lists: Created within a SharePoint site and owned by the site. They’re ideal for teams or departments, and everyone with access to the site can collaborate.
Note: Only SharePoint Site Owners can create lists. Owners can assign edit or view permissions to other members.
Why Use Microsoft Lists Instead of Excel?
| Feature | Microsoft Lists | Excel |
|---|
| Built-in Forms | ✅ | ❌ |
| Drop-downs & People Tags | ✅ | ❌ |
| Calendar, Gallery & Board Views | ✅ | ❌ |
| Real-Time Collaboration | ✅ | ❌ |
| Reminders & Automation | ✅ | ❌ |
| Team Permissions | ✅ | ❌ |
Top Features That Make Lists Powerful
Flexible Views
- Grid View: Fast inline editing, like Excel
- Calendar View: Great for tracking deadlines and events
- Gallery View: Visual layout with images and cards
- Board View: Drag-and-drop workflow (To Do, In Progress, Done)
Smart Fields
- Color-coded drop-down menus
- People pickers linked to KAUST accounts
- Date pickers, Yes/No toggles, and attachments
- Lookup and calculated fields for dynamic info
Automation
- Send notifications when something changes
- Trigger approvals and task assignments
- Highlight overdue items with colors
- Use Power Automate for advanced workflows
Collaboration Built In
- Works directly inside SharePoint and Teams
- Add lists as tabs in your Microsoft Teams channels
- Real-time updates, comments, and sharing
- Custom permissions for edit/view access
Use Cases at KAUST
- Students: Organize projects, club events, or applications
- Staff: Track IT or admin requests, equipment, or event planning
- Faculty: Manage lab data, student records, or academic activities
Start with Templates
- Issue Tracker
- Event Itinerary
- Asset Manager
- Content Scheduler
You can also import from Excel and improve your data with built-in controls.
How to Access Microsoft Lists at KAUST
- Personal Lists: Go to Microsoft Lists and log in with your KAUST credentials
- SharePoint Lists: Visit your SharePoint site and go to “Site contents” (Site Owners only)
Need Help?
Microsoft Lists = A Smarter Way to Stay Organized
Whether you're managing a checklist or a team-wide tracker, Microsoft Lists keeps everything in one place—structured, searchable, and ready to share.
It’s available to everyone at KAUST and ready to make your work simpler.
