In the last tutorial, we discuss in detail Microsoft Lists, the new Microsoft 365 App. Now, let us discuss a few Microsoft Lists formatting examples.
Here we will see how to add columns to a Microsoft Lists and then also we will see how to do some column level formatting, view level formatting. How a Microsoft Lists look like in Gallery view.
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Microsoft Lists Formatting Examples
If you have not yet created a list in Microsoft Lists, then check out the video on Microsoft Lists. For this example, I have created a blank list that will have only one column as Title.
By default the list looks like below:
Rename Title Column
The default column is the Title column, and we may not want the name Title in all our business requirements. So we need to change or rename it.
Click on the small arrow right to the column, then click on Column settings -> Rename.
This will open the Rename column dialog box. Here provide the new name that you want to rename to and then click on the Save button.
Once you click on Save, the Title column name will be changed.
Add a new column to Microsoft Lists (Choice Column)
According to your business requirements, we can add columns to a Microsoft Lists.
Open the Microsoft List, then click on + Add column -> Choice. You can choose the column type according to your requirement.
Then in the next we need to provide the column name, description and then you can enter the choices like:
- Not Started
And it looks like below:
Without any other formatting, the Microsoft list with some data looks like below:
Microsoft Lists View Formatting – Alternate row styles
In each column, you will see an option Format this column, that you can use to format a Microsoft Lists column. The options might change based on the selected column data type.
Click on the column -> Colum settings -> Format this column.
Here you can see both the options, Format view and Format columns.
In the Format view, you can either change the row styles from Alternating row styles or you can do the Conditional formatting.
Select the Alternating row styles and by default it will display the Grey and White color for alternate rows.
Once, you click on Edit row styles, you can change the background color for Odd rows and Even rows and the view will looks like below:
Microsoft Lists View Formatting – Conditional Formatting
We can add some rules and can do Microsoft Lists view formatting with conditional formatting. There select “Conditional formatting” like below:
Here click on Manage rules. By default there will be one rule Sow all values as or click on … and then click on Edit rule like below:
In the Edit rule you can write the condition, If <column name> then condition and then the value.
Then you can change the color in Show list item as.
This is how the conditional view looks like in Microsoft Lists.
Here you can also like more And and Or conditions with if like below:
This is how we can add rules for conditional formatting in Microsoft Lists.
Microsoft Lists Column Formatting
From the same place, we can also do Microsoft lists column formatting. Click on Format columns, then you can choose the column. In this case, I have selected the Status column.
There, you have the options to change the color:
- Background colors
- Choice pills
- Conditional formatting
Here, select Choice pills, then click on Edit styles. Then based on the column values you can write the rules like below, If Status is Completed then change the background column to green. You can add multiple rules like below:
For each value, you can click on the A/Edit icon, and then you can change the font, font color, Icon, and even we can change the Icon alignment.
Now, you can able to see the icon in the left side of each Status whose value is Completed.
You can also Add Conditional formatting. Here you can see If Status is equal to InProgress then the background color will be Yellow and also there will be an icon.
Check out the below list view.
This is how the Microsoft Lists View looks like.
Microsoft Lists Gallery View
By default, the Microsoft Lists gallery view looks like below:
If you want to edit something in the layout. In the Format view, Choose layout as Gallery. Then click on Edit card.
In the Card Designer, you can Select or Deselect the Columns that you required in the Gallery view.
This is how we can customize the Gallery view in Microsoft Lists.
Microsoft Lists Alert me
Like in SharePoint Online, in Microsoft Lists, we can also create Alerts for Microsoft Lists and for each items.
From the command bar click on Alert me like below. You can configure Alert me like the way we configure in SharePoint Online lists. You can check out an article on SharePoint alerts – Create and Manager Alerts in List or Library.
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- Add an Action Button to a field for sending an Email in SharePoint List/Library using JSON
- How to Set up Alerts in SharePoint Online Modern List
- Change SharePoint Online/2013/2016 List Column Order
- How to add Comments to SharePoint Online List Items and Microsoft 365 Lists Items
Here, we learned some Microsoft lists formatting examples. We saw Microsoft lists view formatting and Microsoft lists column formatting.
I am Bijay a Microsoft MVP (10 times – My MVP Profile) in SharePoint and have more than 17 years of expertise in SharePoint Online Office 365, SharePoint subscription edition, and SharePoint 2019/2016/2013. Currently working in my own venture TSInfo Technologies a SharePoint development, consulting, and training company. I also run the popular SharePoint website EnjoySharePoint.com