Join Gini von Courter for an in-depth discussion in this video SharePoint Online list apps, part of SharePoint Online 2017: Beyond the Basics.
- [Instructor] SharePoint offers us a number of ways to add a list to our site. The most straight-forward is to use one of the built-in list apps, and we can either choose Site Contents to get there, that will allow us to view the current contents of our site, and this isn't a bad idea, because we don't want to create a list that already exists. So we can see the lists that exist in our site, the libraries, notice that we have Type here that show, as well as a different icon to show us whether they're lists or libraries, I can look at the sub-sites that are a part of this site.
I'd like to create a list called Departments. I don't have one of those here, so that works. What I can do then is I can choose to create a new app or I can choose to create a new list. Now, I could also have short-cutted this entire process if I knew that the app I wanted didn't already exist, by simply clicking the gear for Settings and choose Add an app. Either of those paths will take me to Site Contents, and I will see a list of apps that I can add.
At the top, there are some that are featured, the Features list is called Noteworthy here on SharePoint online. I have Document Library, Custom List, and so on. I may already have all of those items, this list is not a list of what I don't have that's Noteworthy, it's simply a Featured list. Then there are the apps that I can add. I can sort them either by newest or by name, notice now that they're sorted by newest. If you have a site that's very active, or new apps are being added all the time by your administrator, then you might want to keep this on newest, simply because you won't then overlook the possibility of adding an app that's recently been added.
But in fact, all of these apps were added at the same time, they're about the same age. And the apps that I have here range from a custom list to a links list, an announcements list, contact and calendar and tasks, and these are interesting, because if I look at the app details for Contacts or for Calendar, for example, in the description it says it can be synchronized with Microsoft Outlook or other compatible programs. That's functionality I can provide to my users with a single click of the button, something that I can't do if I create a custom list, rather than using the built-in lists.
And if I wanted to add this contacts list, I could simply click Add It right here or I can simply click the back button to return to my list of apps that I can add. The Custom List app allows us to create a list, building it column by column, using the specific columns that we would like to add, perhaps last name then first name, address, birthdate, the year when someone added a membership, we would define each of these columns and define it not just based on its name, but also based on its data type.
If we know what we want to put in the list and specifically how we would like to constrain it, this is a great way to create a list. You can also create a custom list in Data Sheet view. This is an app that is basically give me a grid like Excel, and let me plug things in, let me put titles across the top of my columns, and again, this is very easy to do. You just go in and enter information, including your headings. I also have the ability to import a spreadsheet from Excel, and there is an app for this. If I'm in Excel already, and especially if I'm comfortable in Excel, there's actually a wicked easy way to take data from Excel and push it into SharePoint, basically an Excel export, rather than importing from here in SharePoint.
And it's so fast that you don't even need an app. And finally, one other list type is the ability to connect to an external list. I'd like to hook up to a list that's stored in SQL Server, a list that's stored in Access. And it's not necessarily a list that I want to import, I'd like it to stay where it is, I want to connect to it, someone else is maintaining that list, and therefore there's no reason for me to make a copy of it. If you are going to create a new list in SharePoint, your first task is to determine which application you would like to use to create that new list.
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