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Have related data (apart from lookup to User)
Can’t have comments on list items! Wow what a limitation. You can in Microsoft Planner (but not in Microsoft ToDo
Very First Impressions
The icon is fugly
It’s just SharePoint
It will be a bit better (less like just using SharePoint) when the mobile app comes out, I hope.
Alerts seem good
Like anything, it could get unwieldy when you have too many lists.
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Style of formatting
Choices
pretty basic
Pills
a bit nicer
Conditional Formatting
Full AND / OR options
Dates
Pretty cool to format based on Today, Before Today and After Today
User Images
To get User images you need advanced mode - so start with a Template
Column alternating Rows
Column conditional formatting
Beware you can really make a mess!
The styles look basic at first, but click More styles to get full formatting options
You can add icons to choices, pills and dates.
The colour options are terrible. There is only orange, not red for fill, but you can have a red border and red font, so maybe just use that.
The pills options for Status on the Issue Register look good
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By default Lists are created in My Lists and only visible to you.
But you can share it to anyone else in your team
Individual List Items can be shared
Then it looks like a form record, not a list, if it’s sent to Outlook. If sent to Gmail the link goes to the list with a single line visible.
This could be really handy dandy
You can also set an expiration date and password on individual list items.
And you can share them via a link to anyone.
However, you can’t set the expiration date and password and share it with a named user, which is a bit limiting.
Even though you can email it to a person outside the team the edits are by Guest Contributor only.
But if you share to a known person, they need to sign in to their Microsoft Account (eg live.com outlook.com skype.com) and then they can edit the record.
They get a form view first.
They can export to Excel
They get a Power Apps menu
They get more menu options on the list item
They get to set up alerts (it did not work for me though)
They can see who has access (beware!)
They can delete items! Beware!
If you have to recover, and the item is in My Lists, go to the One Drive app and then see the Recycle Bin there. But then it loses the item history!
Even though it says they can edit the columns, and share they can’t
Edits show up from that person’s email address
Note that the people who get the share can see the View names and can edit the columns. So be careful when setting up your view names. I can’t see that people can add comments to a list item, this is very limiting. .
Alerts and Automations
Alerts a really simple to create on date columns.
It’s really interesting that this creates a fully fledged Power Automate Flow behind the scenes. If you want to edit it you need to delve into the flow.
Extending Flows you can do sooo much! The possibilities are almost endless.
Resources
Teams, Planner, ToDo or Lists - https://youtu.be/0gIt21Pby3Y
Microsoft Lists Masterclass - https://www.clouddrivenbusinessacademy.com/microsoft-lists