Microsoft Lists NEW Features You Need to Know About!

How to Enhance Microsoft Lists with New Forms Experience

Introduction to Microsoft Lists Enhancements

• In April 2024, a tutorial was released on using the new forms experience in Microsoft Lists, aimed at simplifying data collection and storage.

• The video revisits Microsoft Lists form integration due to significant enhancements that improve usability.

Building a Risk and Issue Tracker

• The tutorial focuses on creating a risk and issue tracker for project management using the updated features of Microsoft Lists.

• Users can access Microsoft Lists via office.com or through Teams; however, the web experience is highlighted for its efficiency.

Creating a New List

• Users have the option to use existing templates or create a blank list; upcoming changes will allow direct creation of lists from forms.

• A template for an issue tracker is selected, which can be customized by adding columns for risks.

Customizing Fields in the Form

• The user sets up their list under "Project Greenspace," ensuring it’s private unless shared.

• The forms editor is accessed to add crucial fields; initially, only issues are assumed without differentiation between risks and issues.

Adding Required Fields

• A choice field is created to specify whether an entry is a risk or an issue, making it mandatory for users to fill out this information.

• Additional fields such as multi-line text options are added for detailed descriptions of both risks and issues.

Conditional Branching in Forms

• New features include conditional branching that allows different fields to appear based on previous selections (risk vs. issue).

Enhancements in Microsoft Lists and Forms

Overview of Changes in Form Configuration

• The branching feature allows the form to skip directly from the issue description to the priority field, enhancing user experience.

• Previewing changes shows that when selecting "risk," users can view risk description, priority, status, and related issues; switching to "issue" displays only the issue description.

• Users can customize forms by adding logos and changing titles for a more professional appearance.

New Functionalities in Form Management

• The status field is now optional for submitters, allowing them to leave it unchecked if not relevant.

• Notifications can be set up so that form submissions trigger email alerts, streamlining issue management without needing constant refreshes.

• Start and end dates can be configured for data collection periods; however, they are optional based on user preference.

Sharing and Access Control

• When sharing forms via a link, colleagues will only have access to the form itself—not the underlying list data—enhancing privacy and control over sensitive information.

• Users like Alex can report risks through the form by entering descriptions and priorities while also linking related issues from lookup lists.

Notification System for Responses

• Upon submission of a risk or issue, project managers receive notifications with direct links back to submitted items for efficient follow-up actions.

Summary of Enhancements in Microsoft Lists

• Recent updates bring Microsoft Lists closer to Microsoft Forms functionality with improved capabilities such as branching logic and support for various column types including lookups.

• New features include location fields, image attachments, date-based form availability, and immediate notifications upon new responses—streamlining business processes significantly.