How I use Microsoft Lists

I’d like to share three examples of how I use Lists at work - that help harness sanity and present valuable, managed information out to others. Note, the screenshots you see below are real (not demo), representing the unique, personalized nature of Microsoft Lists.

Microsoft Lists app within Microsoft 365; this shows the lists I’ve favorited and the prominent

“New list” button to create new lists.

Above is what I see when I click into the Lists app in Microsoft 365 (aka, when I click on the Lists icon in the Microsoft 365 app launcher (the upper-left ‘waffle’ icon; syrup please). In this first example, I’ll highlight the “Intrazone 🎙 Tracker” list we use to plan and manage our podcast.

Managing episodes for The Intrazone podcast

The Intrazone is our bi-weekly show about the Microsoft 365 intelligent intranet - with guests from inside and outside Microsoft. The list we use to manage the show was created pre-Microsoft Lists, aka - it was an existing SharePoint list that has grown over the years and recently improved with new features. Note: we didn’t need to move it, or perform any app update.

The Intrazone Tracker list as a tab in our General channel within Teams

A few key list highlights

  1. Our podcast producer is an external user and was invited as a guest to The Intrazone team in Microsoft Teams. She has full access to the list.

  2. Dates are important, and fluctuate. We use date-driven formatting on the AIR date column which makes it easy to see what’s coming and what has already aired.

  3. We work in Teams, thus can click one item (a row; an individual episode) and start a new chat thread linked to the item. We used the Lists app in Teams to bring this existing list in as a tab in Teams.

  4. We have three main show types: Regular, Roadmap and Partner - so we use a Choice column to list each episode for ease of grouping.

The Intrazone logo/banner:

Tracking 1st and 3rd-party events

When it’s time to get the word out, or amplify best practices, we turn to events - first and third party - throughout the year. Due to COVID, most are presented virtually these days (“You’re on mute!”), and that does not remove the need to plan content, work with event leads, and communicate the level of support per event. My team and I maintain this list so we know what the calendar looks like, prioritizing the ones we speak at, sponsor, and support. It also helps to have the information in a central location as we work with a large amount of presenters and coordinate across teams.

Microsoft Lists using Calendar view accessed via our CCM SharePoint team site.