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Lists

View these instructions in a video.

A list is a place for storing data, like tasks or an inventory of items, rather than files. In SharePoint (OURDrive) 2013, this is also known as an “app”. New lists can be created by Site Owners (administrators).

Many different types of data can be stored in a list. These include Text, Number, Choice, Currency, Date & Time, Lookup, Managed Metadata and Calculated column types.

Site administrators can create new lists and make them visible (so you can easily edit them) or not.

Lists can be used to hold text and other information that can be connected to a library.

In this example, the campuses list is connected to a library where a user selects the campus name and sees related information appear.

Add, edit and delete items

Add a new item

Open the list. From the ribbon, select the Items tab and click the New Item button. The New Item page will open.

Tip: The tab name in the ribbon will vary depending on the type of list you are working with. For example, a Tasks list displays a Tasks tab rather than an Items tab.

Alternatively, you can click the new item link at the top of the list.

Enter values for each of the fields. Click the Save button. The item will be added to the list.

Edit an item from a list view

Open the list that contains an item you wish to edit. Tick the checkbox next to the item you wish to edit.

From the ribbon, select the Items tab and click the Edit Item button.

Edit the item as required and click the Save button.

 

Delete an item from a list view

Open the list that contains an item you wish to delete. Tick the checkbox next to the item you wish to delete.

From the ribbon, select the Items tab and click the Delete Item button.

Click OK to the message “Are you sure you want to send the item(s) to the site Recycle Bin?” The item will be sent to the recycle bin.

Populating a list using quick edit view

Quick edit allows users to quickly and easily update data, even copying and pasting from other applications such as an Excel spreadsheets.

Add an item using quick edit view

Open the list. Click the edit link to put the list into Quick Edit mode.

Right-click one of the rows and select Insert. Type in or select values for each of the fields. The item will be added to the list once all compulsory fields are filled in.

Repeat for any additional items you wish to add. When finished, click Stop editing this list from the top of the list.

Use the fill down option

Open the list. Click the edit link to put the list into Quick Edit mode.

Single-click the field you want to fill down. Select the square in the bottom-right corner of the cell and drag downwards. The values will be updated in the cells below.

Repeat for any additional items you wish to add. When finished, click Stop editing this list from the top of the list.

Export to Excel

To turn your list into an Excel spreadsheet, go to the List tab at the top and choose Export to Excel.