Microsoft Lists: The Hidden Gem of Microsoft 365

Microsoft Lists is one of the most underappreciated tools in the Microsoft 365 suite, yet its versatility and power make it indispensable for organizations looking to streamline their workflows and manage data efficiently. Like many large companies, Microsoft sometimes struggles to market its products effectively, and tools like Lists can end up as a "swing and a miss" in terms of visibility. Despite this, Microsoft Lists stands out as a robust platform that helps users organize, track, and analyze information in ways that promote collaboration and accountability.

At its core, Microsoft Lists enables you to create customizable databases for virtually any purpose. Whether you’re tracking project progress, managing event logistics, or overseeing application submissions, Lists provides a user-friendly interface combined with powerful automation capabilities. When integrated with Microsoft Forms, PowerAutomate, and Teams, the possibilities for building streamlined processes become almost limitless.

How Microsoft Forms Enhances the Workflow

Microsoft Forms acts as the ideal front-end for collecting data. Its intuitive design allows users to create forms with various input types, such as text fields, dropdowns, and file uploads, without any coding. These forms can be shared easily via links or embedded in emails, making them perfect for gathering information from students, employees, or external stakeholders.

For example, in an Early College Application system I developed for a Virginia school district, Forms played a pivotal role. Students completed an online application form, providing academic details, submitting an essay, and listing their English and Math teachers as well as their Guidance Counselor for recommendations. Microsoft Forms ensured that the process was simple, accessible, and mobile-friendly, encouraging high submission rates.

The Role of Microsoft Lists and PowerAutomate

Once a student submitted their form, PowerAutomate triggered workflows that seamlessly integrated with Microsoft Lists. Each application’s details were automatically recorded in a central Microsoft List called?Early College Application. This automation didn’t just save time—it ensured accuracy by eliminating the manual entry of data.

PowerAutomate further enhanced the process by notifying teachers and counselors to complete their recommendations through tailored Microsoft Forms. As these forms were submitted, another workflow updated the corresponding record in the Microsoft List, keeping everything organized in one place. Automated email notifications kept students and the college informed, while reminders were sent to any teachers or counselors who had not yet completed their forms.

How Microsoft Teams Brings It All Together

Managing the entire process through Microsoft Teams added another layer of efficiency. By embedding the Microsoft List directly in a dedicated Teams channel, the school’s selection team could access, sort, and filter application data without switching between apps. Teams also enhanced permission management—ensuring that only authorized users could view or edit the List, safeguarding sensitive student information.

Using Teams, the selection committee could collaborate on applications in real time, discuss candidates in chats or meetings, and easily review supporting documents stored in SharePoint. The integration of Teams not only improved communication but also streamlined decision-making by keeping all relevant information in one secure, accessible hub.

Customization and Scalability

One standout feature of Microsoft Lists is its ability to use JSON for custom views. In the Early College Application system, we leveraged this feature to create print-friendly summaries of each application, tailored to the needs of the selection team. They could also filter and sort applications based on criteria like GPA, recommendation scores, or district—all within the same List.

This system wasn’t just efficient—it was scalable. Even years later, the school district continues to rely on this solution to manage its Early College Program, with minimal maintenance required.

A Hidden Gem Worth Exploring

Microsoft Lists, especially when paired with Forms, PowerAutomate, and Teams, is a powerful yet underutilized tool in the Microsoft 365 suite. It simplifies complex processes, promotes collaboration, and ensures accuracy—all while being highly customizable to meet the needs of any organization.

Whether you’re managing applications, tracking tasks, or building data workflows, Microsoft Lists offers a reliable and accessible platform to get the job done. With its seamless integration across the Microsoft 365 ecosystem, it’s time to uncover this hidden gem and make it a cornerstone of your organizational toolkit.