Microsoft 365 Community SharePoint, 2 Sep 2020

Previous Meeting Next Meeting

⏯

youtube image

►

From YouTube: Using and modifying lists with Microsoft Lists and SharePoint

Description

In this 16-minute Site Owner - focused demo, Chris Kent creates a list starting in the central lists index at Office.com that displays new list templates as well as lists you’ve created within Microsoft Lists, SharePoint or shared with you. When creating a new list, choose target site or OneDrive and click Create. The new list adopts site formatting and column types. The property pane offers Wizard-like formatting options or you may format as have always done. Other new features described. This PnP Community demo is taken from the General Microsoft 365 Development Special Interest Group (SIG) - Bi-weekly sync call recorded on August 20, 2020.

Demo Presenter: Chris Kent (DMI) | @theChrisKent

Supporting materials:
• Microsoft Lists Resource Center http://aka.ms/mslists
• Flicon site http://flicon.io/
• Documentation - Use column formatting to customize SharePoint http://aka.ms/spdocs-column-formatting

Learn more:
• Learn more about the Microsoft 365 Patterns and Practices community at: http://aka.ms/m365pnp
• Visit the Microsoft 365 Patterns and Practices community YouTube channel: https://aka.ms/m365pnp-videos

A

Hey everybody all right, I'm chris! Let's do it so we're on the classic warrior horses site right and we want to you know- do what we always do, which is create some nice list to track some things. You know in this case we want to. You know we're interviewing new horses that maybe want a part of our team uh part of our army, probably recruiting them. uh So we want to create a list. Now. I have a couple of options right, I'm here on the home page and I go up here and I go new.

A

I go new lists. I get this kind of classic thing here. I just type a name, a description and show the subscription site navigation or not. That's not what I want to do. We have another option right uh which is going to cite contents, and I can hit new here and I can see new list and I get even fancier right so now I start to see I can do it from an existing list. uh You can put them all over the site, so I can do it from excel, which is really fancy.

A

There's some new, exciting stuff. That's coming here, but I don't have it yet. In my tenant or even better, I can go somewhere else which in this case I'm going to go to office.com right and here I can see my list of apps. If I come down here to all apps, I can see this new guy called list right, so this is just rolled out here at the end of july. I'm in targeted really so it's possible.

A

You don't quite have it yet, but I believe it's it's fully out there um not sure on standard release. Yet, uh but the idea is, I can click this. I could, of course, always get into the waffle as well list, and if I don't see it there I'll go to all apps and there it is, but in this case we're going to go check out. Microsoft lists pretty alright, so it's automatically got a ton of lists that I've created or that I've recently accessed.

A

So what shows up in this list is all the all the lists I've accessed recently any list that I've created that I own now. I should note that that's created from within list um or listed to share with me alright, so I can come here and I can see my recent list. I can see just the ones I've created which I'm creating indian here apparently right now, we've got some minor filtering here all right and of course I can favorite and everything else. So this is cool, so I can see all the lists.

A

I've already have right. So my worry horses site. I've got an agents list here. So if I open that up, you can see this is a list we've seen before. Let me zoom in just a little bit, so you can see it a little better right. We can see all my formatting everything's there.

A

What I don't have is my site navigation. This is completely disconnected from the site in that sense, but it is still loading from the site and you can tell that. But if I just remove this query string that says environment or env equals webview lists. When I just remove that press enter I'm back on the site, you'll notice, I still have this purple.

A

So if I refresh for just a second there, we go all right so now, I'm back on my warrior horses site collapse that you can see that so there's nothing different there, but it's a different way to get at it. So let's go back and let's actually load that up again, because one of the things I want to point out with that is again. This is a nice cool way to see this, but you'll see.

A

An interesting thing is that I've got a purple highlight here, that's coming from a view, format that I've applied, that just puts a hover style on there. That uses the theme, because I'm in the lit microsoft list it's purple.

A

But again, if I go back to my regular view of that, it's now yellow which matches my my site theme. So we've talked about it before, but making sure that your formats uh use the theme colors rather than hard-coded. Colors really comes in handy and things like this okay. So now, let's talk about what are we actually looking at with this list right? So what can we do with this? Why? Why do I need to access it this way?

A

So one nice thing is it pulls it all centrally in, uh but I can create new lists here that are kind of they seem standalone, they're, not actually standalone, but if I click this new list now I have some other options. Right. We've got our familiar from excel. We saw before back on that we have the from existing list again. These are the exact same options you have when you go for the site contents route, but now I've got this idea of some templates here.

A

So I could pick between all these templates now I said we're trying to hire new horses here. So I'm going to pick the recruitment tracker now one cool thing is: I can actually see a preview of this. I can see what what it's going to look like. I can see. There's quite a few formats applied right. We've got some formats on the people, fields got these nice pill formats and so on um and fun fact, that's actually a list that's being rendered with real formatting. In the background. It's not a uh it's, not just hard-coded.

A

So we're going to use template and I'm going to name it right, we're going to call this. You know um warrior candidates. That sounds great all right. I can add a description just like you could before and here I get to choose a picture. You know color, I'm going to choose red. Of course. Now I'm limited to this particular subset of icons, at least for now.

A

I'm not sure if that's there's any plans to change that, um considering there's almost 2, 000 plus icons and uh we get these, but I'm going to pick a robot, because that sounds exciting. Now, here's what's important. I can choose all these different sites that I have access to create lists in or my recent sites that I have as access level and again it'll just create a list just like normal within that site or in creating. What's called my list all this is really doing. If you look at this address up here.

A

This is my onedrive, so your onedrive is a full-on sharepoint site, and so it's just going to create a list inside onedrive. Now this is a great way to by doing that by default. It's only going to be shared with you, so you get your list set up, you know, add your items and then later you can share it out with everybody else um and that's great.

A

If you're really just focused on a list to track stuff uh between multiple people, you want to use the format and everything else, but generally, if you're working within the context of a site or a team you're going to want to create it inside that, so I'm going to say create and the cool thing about these formats is that it comes with. Not only all my my column types are already set up, it comes with all the formatting already set up, so I can hit new and you see I've got all this here.

A

I can add stuff to so for this candidate we're going to call him. uh I don't know the horsey state junior. I have no idea what that means. Horses in junior that sounds great right. I could pick he's gonna be a designer.

A

You know designer what that that doesn't make any sense for me right. I don't want a designer in this case, we'll keep designer for a second I'm going to save that just so, we can kind of see some of this stuff come up here, but I can come in just because this is a list. That's already been created, I can say edit and I can create you, know new choices and new formats with those which is really cool right. So I can add a choice here and I'll call.

A

This choice, um you know warrior and we'll call it. uh Yeah warrior sounds good all right, we're going to change what that looks like we're going to say, that's going to be red right and very exciting, we're going to save that. So now we have a new option when we're creating these. So if I edit this, I should be able to switch him to a warrior.

A

So one of the cool things is you'll see. I didn't have to do anything with that format. It just kind of already existed and I had a little wizard to kind of help me with that um and if we edit that one more time so I can add some people in here. uh Let's say the interviewers are going to be myself all right, we'll say me and we'll add dan. That sounds great and we'll add nate and we'll add viggo horstenberg sounds exciting right.

A

So I'm going to save that- and you can see here- I have this town. I've already built and um interviews didn't show up, which is interesting. Let me refresh that and see if there's there all right well good.

A

Well, this just rolled out, so I'm not sure what's going on there, that that seated to really save them, really not that's sad point out in the comments, uh the chat, if you know what I did wrong there, we'll just put the two in for now and we're gonna save that, let's see if we get those there, we go, we got him now. I will say two weeks ago. This was actually our face. Pile sample.

A

um I understand they've, now switched it to more of that pill, type style with a person thing, but because this is just a list I can come in here and I can call them says I can format this column right. So you can see it's just got my standard formatting in here and I can even head over to our classic samples.

A

I've already go to column samples and if I want to go down to multi-person, face pile because I love the face file, I can grab that copy that and I'm going to go back here and I'm going to just paste that in right, you'll see now it's our face file. So the idea here is these are just templates to create a new list right. We can use them in all sorts of really cool ways, but all the stuff we've talked about all the power of lists in terms of you know, view formatting, column formatting.

A

uh You know and everything else you'd expect in terms of like power-ups customization or some of the new form customization. That's coming very, very soon.

A

All of that's going to be available to you in fact, there's some other cool features as well. Now, besides the fact that I got this pretty fancy little icon here, so we go back here and that's a wonderful list and we'll go back in here to our our lists, which I closed. There we go we'll go back in the list, see I'm a warrior candidates. I can favorite that so it shows up at the top. um I can also customize this all right. I can change that icon or the color.

A

If I want to at any time- um and I can even share from here all right. So this is the same share button you would get if you were sharing that directly from the list itself, but the idea here is: it's very centralized very easy to use uh some pretty cool stuff, um pretty awesome. In fact, if you don't have this yet I'll, show you some resources where you can uh take a look at that. In fact, we go over to what's aka dot.

A

Ms ms list, if we go there, it just takes you to this exciting site which has kind of the latest details and everything going on. There's some really great videos here. Alright, so mikayla's got a really nice one. uh It's about 17 minutes long! That really goes to a lot of the features of lists and everything else check that out. But if you don't yet have this, and you really want to kind of experience it, these demos are kind of neat, so you can hit this view.

A

Demo it'll actually take you through this kind of uh process. Here, I'm just going to begin without guidance. You can have, you know audio guidance, but the idea is here, although I don't have it yet in my tenant all right, I can go ahead and kind of see what it would look like. Experience, kind of click through what would be available and see those features. So if you really want to see what's going on, you want to play with us a little more than the five minutes on this call.

A

This is a great way to do that. Okay, now, let's go back here and get out of that, uh and let's take a look at some of the other features that I have not yet able to show you, because I don't have them in my tenant. We're just going to take a couple, looks at some screenshots of them. uh So one of those is the idea of comments. So list items will now be able to have comments, so you're gonna have running commentary. uh This will be especially helpful in teams all right.

A

So this is per list item, not the list itself right, so you can actually see kind of right here. This one has comments.

A

So if you've in the past use the multi-text field, where you've append changes right, we know there's lots of different issues with that the biggest issue is you can't access all that stuff in formatting right? That's very sad, but the idea of having comments here really makes these much more powerful and of course you can see this idea of creating rules.

A

So all these are really doing is kind of pre pre-created um templates for flows the videos. If I want to notify someone when a new item is created, I can choose that and I can actually choose from the list fields itself. So I can say you know, notify all the interviewers that are new candidates here to schedule an interview um or I can always notify the same person. That kind of thing, and I can manage all my different rules very powerful. Again, all the power of power automate and flow are still available to you.

A

Then this one is awesome, so the idea is formatting the view all right. We've seen this before and you can already do this. We have several samples on the tile props. So if you do the tile props inside a column, you know view format. You can specify these kind of gallery or tile view, but there's a new tile designer coming and when you edit that tile, you can use this kind of wizard and choose exactly what fields you want right. If an image shows up, you can reorder them by dragging and dropping.

A

You know, show the column names or not, and that's awesome right. This is really just generating that json for you, and so, if you want to then switch to advanced mode after you've done the tile designer you know, tweak something here add a little button: something's not supported. You can do that, really really cool and then this is awesome.

A

So we showed- I don't know, maybe three or four weeks ago now uh we showed you how you could add some formats to your events list right, even though that's a classic list, uh one of the things you couldn't do was affect the calendar right. That would no longer be true. Now you'll have a new, create new view option rather than just save you as and when you create the new view, you can choose calendar if you've got one or more dates in the in the list.

A

You can go and set this up and plot everything on the calendar and when you click those it's going to have your same forms and have all the same kind of experience and format and everything else available, pretty cool, and then this is also important.

A

So you can easily edit some of the forms, so there's a lot more stuff coming for that one of the really nice things is just being able to apply some conditional formatting right. So if I've got a field in this case we're showing showing that we only want to show a field when- and this is a pretty ugly little thing here- but when this very specific user uh is looking at the form right.

A

So if we wanted to say instead, we want to you know limit that to certain people, or we want to say, only show notes when the status is complete right, something along those lines. It's very easy to do and you no longer have to jump just in the powerapps just to do something simple like that: you'll notice here that this is the same excel style expression that we use in format. In fact, you use the same engine for that, so you can see it's using that same. You know.

A

We've got a square bracket and dollar sign the column, name, dot, email right, it's it's the exact same stuff. So if you've been following attention, pay attention and follow along with all of our list, formatting examples and everything you can use those same expressions here to do some pretty cool stuff uh with the form itself and in fact you can customize the form so you'll see. This is an actual list form not using powerapps. It's got a custom header, you can have a custom footer and you can do things with columns right.

A

It's got three columns, you'll notice, the actual formats are coming through right. We've got that pill format showing up on the actual display version of the form, so really really cool uh lose some of that disconnected experience. We've had in the past, where we've got awesome formats over on the left and when you go to edit it's you know, list of columns right so and then. Finally, some of this is coming to teams with a dedicated list.

A

App uh they've got a few different templates, um so boo-boo and even cooler is a dedicated app for lists. That's coming for ios and android later this year, where you can see you can manage all the same things. You can actually create lists directly from the app you can add items you can see all your formatting directly inside here so really really cool. All right so check this stuff out.

A

If you don't have a chance to look at it yet go to that ms list link, we talked about try out that demo watch some of those videos, there's even a scary one um where there's like stuffed animals that talk and then join microsoft teams, I'm not going to explain what that was about, but it's only a minute long go check that out um so check all that out. If you're interested in more of the formatting stuff we type showed. This is the full documentation all right. That's what I got.

B

Excellent excellent, thank you chris uh great presentation, great summary on the on the lists and what they are and how they're being implemented and and how they relate on the sharepoint and onedrive sites, as well. So really really cool stuff.