Turn Your Data Into Action: Microsoft Lists at KAUST
Whether you're tracking research experiments, managing onboarding checklists, or coordinating academic projects, there is a good chance you're using spreadsheets to get the job done. What if you could do more, with less manual work, greater visibility, and smoother collaboration?
Microsoft Lists is a flexible, powerful tool available as part of your Microsoft 365 subscription at KAUST. It helps you organize, track, and visualize information across academic, research, and administrative settings, without the version control issues or limitations of traditional Excel files.
Why Use Microsoft Lists Instead of Excel?
| Excel | Microsoft Lists |
|---|
| Manual version control | Real time collaboration |
| No record of who changed what | Built in visibility on who added or edited a row, and when |
| Flat sheets with no automation | Smart views, filters, and automation through Power Automate |
| Locked down for advanced users | Easy for everyone to use and customize |
Academic Use Cases: Helping Faculty and Students Stay Organized
- Capstone Project Tracker: Track student groups, advisors, deadlines, and approvals. Use columns like Status, Advisor, and Presentation Date.
- Course Equipment Reservations: Reserve tablets, cameras, or lab kits with availability and simple approval flows.
- Student Journal Submissions: Manage drafts, feedback, and submission statuses with deadline reminders.
Research Use Cases: Streamline, Track, and Share
- Lab Inventory Management: Live list of equipment with status, last calibration date, and location.
- Experiment Tracker: Columns for Experiment Name, Lead Researcher, Variables, Outcomes, and Next Step.
- Publication Pipeline: Track manuscripts from draft to acceptance, grouped by journal or stage.
Administrative and Business Use Cases: Visibility and Accountability
- Onboarding Checklist: Monitor new hire tasks and completion across departments.
- Internal Request Log: Capture and triage service requests with clear ownership and automated alerts.
- Event Planning: Track logistics, roles, and deadlines using calendar and gallery views.
List Views: See What You Need, When You Need It
- Grid View for quick spreadsheet style editing
- Calendar View for deadlines, appointments, and events
- Gallery View for image forward cards with summaries
- Board View for Kanban style tracking grouped by a choice field such as status
- Custom Views filtered or grouped for your role or department
Apply conditional formatting to highlight priorities such as overdue items or high priority requests.
Column Types in Microsoft Lists: Structure Your Data Smarter
| Column Type | Description | Example Use Cases |
|---|
| Single Line of Text | Short free text field | Student ID, Task Name |
| Multiple Lines of Text | Long form notes or descriptions | Research logs, event comments |
| Date and Time | Date field with optional time | Due date, experiment schedule |
| Yes/No | Toggle or checkbox | Completed, Ethics approved |
| Choice | Predefined dropdown or checkboxes | Status, Department, Priority |
| Person or Group | Select from KAUST directory | Assigned to, Academic Advisor |
| Lookup | Pull values from another list | Link equipment to inventory |
| Image | Upload or link to images | Equipment photo, poster preview |
| Attachments | Upload related files | Resumes, reports, signed forms |
| Number | Whole or decimal values | Budget, GPA, quantity |
| Calculated Column | Formula based on other fields | Days remaining, total cost |
| Hyperlink | Clickable link with label | Shared folder, reference material |
| Currency | Financial values with symbol | Grant budget, conference fees |
Built In Templates to Help You Get Started
| Template | Suggested Use Case at KAUST |
|---|
| Issue Tracker | Log support requests from students or faculty |
| Asset Manager | Maintain lab equipment inventory |
| Event Itinerary | Manage session schedules and speaker details |
| Recruitment Tracker | Track student assistant applications and interviews |
| Travel Requests | Document travel plan requests and approvals |
Collaboration and Permissions
- Share lists with colleagues or students via Teams or SharePoint
- Set permissions for view, contribute, or edit
- Track who added or modified items, and when
Mobile Access
Access Lists using the Microsoft Lists mobile app or Microsoft Teams on your phone to review and update items while on the move.
Go Beyond the List: Automate with Power Automate
- Send alerts when a new item is submitted or updated
- Trigger approval flows for requests
- Schedule reminders for pending tasks
- Post updates to Teams or email automatically
Turn It Into a Custom App with Power Apps
- Create clean, guided forms on top of your list
- Control field visibility and edit permissions
- Design mobile friendly experiences for field work
Visualize with Power BI
- Dynamic dashboards tracking project completion and service trends
- Visual timelines for publications or events
- Always up to date insights without manual exports
How to Get Started at KAUST
- Visit lists.microsoft.com
- Create a list from a template or start from scratch
- Define your columns, views, and permissions
- Share with colleagues and collaborate in real time
- Connect to Power Automate, Power Apps, or Power BI
What to Keep in Mind
- Best for structured, item based tracking, not complex multi sheet Excel models
- For large lists, use indexed columns and filters for performance
- Some lookup and calculated columns have limits in Power Apps or flows
Want to Learn More? Training Resources
