SharePoint Tutorial - Top 10 things you must do today to create an amazing list user experience
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- เผยแพร่เมื่อ 26 พ.ค. 2024
- SharePoint Online Lists can be pretty bleak places to spend time. Most often, they are set up in a way where the user experience is the last priority… and rarely considered… 😔
BUT... me being a user experience nut, this kind of thing keeps me up at night!
So… I decided to jot down my top 10 list of things I always do/consider when creating a SharePoint Online list or document library to ensure it is a happy place for the people who will work with it.
This list has always served me well and, hopefully, will do the same for you!
Many of the things in this list are actionable today… this minute… so what are you waiting for! 😆
You can grab the code mentioned in this video here:
🧑💻: www.academy365.io/posts/Top-1...
0:00 - Introduction
1:13 - Ensure you are setting column widths appropriately
3:33 - Avoid horizontal scroll as much as possible
4:24 - Leverage lookup columns for reference data
9:12 - Limit the amount of columns displayed. Use row details panel for more detail
13:27 - Add structure and categorisation to the row details panel
18:34 - Don’t create a ‘Comments’ column. Use the list commenting feature!
20:36 - Apply row formatting to help with accessibility
22:00 - Set up the filters pane yourself. Don’t trust SharePoint
23:49 - Create list views for common use cases or tasks
27:08 - Do everything you can to make your list beautiful and engaging!
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Man I just want to say you have been my number 1 content creator for Sharepoint. I really hope you continue to put out content regularly.
The videos you have are absolute gold, keep ‘em coming!
Thanks for such an amazing comment! No plan on stopping the videos, just need to get quicker! ;-)
I'm starting a new job and a key part is designing and managing the new company Sharepoint - after watching quite a few videos now I have to say yours are definitely some of the best! I love your attention to detail and showing what can be achieved! Please keep posting videos!
Thanks for such a nice comment Melanie, very much appreciated! Congrats on the new job and the exciting challenge 🎉 if you need to brainstorm please feel free to reach out 👌
This is so great! I've been working and creating SP Lists for yeard but I ve sgill learned a lot from this video. Thanks for posting this
Pin to filter pane. Winner winner. Thanks
This is wonderful! I've been managing SharePoint sites for years and I still picked some major design tips. Thank you so much for the great video. Please continue the SharePoint content.
Thanks so much! Many more videos in the works :-D
Great Video! The emoji shortcut on Windows is "Windows Key + ;" 28:20
Ha thanks for that! So glad you made it that far through the video ;-)
"Windows Key + ." also works 🤩
You’re definitely my favorite SharePoint SME on TH-cam.
Thanks so much for that!
Brilliant. Thank you so much.
great tips tks
Great tips, easy and accessible for anyone to implement without a computer science degree! On an unrelated note, I love the way he says "columns" 🤷♂
Haha, thanks! I'm working on the 'coluuuuuuumes' thing. Honestly don't know where that pronunciation came from 🤣
Great vid, learned alot
Thanks so much. Delighted you found it useful! 😁
Great work!
Thanks!
Been watching a few of your videos. Keep them coming - really good
Thanks Chris, should have the next one out later this week! 😁
Brilliant video. Used lists for ages and never knew half of this. Thank you for such great tips which you share in a nice clear and simple way.
Thanks so much!
These are great tips, and make a big difference! Thanks for sharing the drag and drop to get things categorised on the form (tip #5), that is awesome 🤩
I’m particularly fond of that one myself Nadine 😉 thanks for the comment!
Holy smokes …. I learned so much from this video! Nice job.
Thanks so much Aaldrich, really glad to hear that! 🙌
This is brilliant ! Thank you so much - I loved your video and will definitely watch more of your content. In fact I think I am going to sign up for your SharePoint course as well. Thank you again for these great Lists tips!
Thanks so much Hilary, you're awesome! 🙌
Can you cover how to make the ID Field in the list another column field data. I have a column field titled invoice number. I would like each each invoice number to be the ID field for the sharepoint list in each form - which would be a the identifier instead of ID #
Hey, not sure I entirely understand the ask. Do you want to use the out-of-the-box 'ID' column to capture 'Invoice Numbers'?
Just seen your video. Definitely agree yours is one of the best. I'll be watching more...
Wow, thanks so much Sarah. That is high praise indeed. I'm blushing here 😍
what a great video!
Thanks so much! So glad you enjoyed it!
One thing about the native comment feature is that I can't export it to Excel, which my company prefers for reporting. Is there a way to export version history and/or the comments history? That would be fantastic.
Hey Stephen! I'm not aware of any UI driven method to do this however, if you are open to working with PowerShell (the one ring to rule them all!), you can achieve this. Full disclosure, I personally have not done this before yet! Maybe give it a shot and lettuce know how you get on? 😁
Great vid as always, thank you! would you consider adding a video about Lists validation?
Hey Mens, great to hear from you again! Sure I could, could make it short and snappy too so it's not feature length ;-) anything specific you had in mind?
This was INCREDIBLY helpful - I am a Senior Executive Assistant who started a new job recently and want to help move the Management Team away from tracking docs in Excel/Word. I want to make the user experience as friendly as possible and have just used a bunch of your steps in the SP List I am currently building - fingers crossed that they will be receptive to this different interface LOL :)
Hey Monica! Congrats on the new job! I'm delighted you have found the tips helpful. I'm sure they will be receptive and if not at first, no doubt you will show them the light! ;-) Best of luck in the new role!
@@Academy365-Dan thank you so much 🙏🏾❤️
Fantastic thank you. I create/manage a lot of lists and I'm glad to see I have been doing the majority, even the emojis. BUT, guilty I add a comments column! I will be having a word with my Team and we will be using the native comments going forward 🤩 Please keep the amazing content coming 🤓🤩
That's excellent you got something from it! More to come!
Awesome content.
Is it possible to populate an asset list from devices present in intune? Or from a csv?
So sorry I missed this comment! I'm not sure I understand the requirements. Can you give me some more detail? When you create a new list from within 'Site Contents' you should see an option to create 'From CSV'. That may be an option?
Many thanks, May I ask how can I search/filter number such as employee ID, show some columns for some specific people
Hey! Have you added a column which captures employee ID? Out of the box, the only columns containing a user would be the 'Created by' and 'Modified by' columns. Showing specific columns in certain situations would be achieved by creating a list/library 'View' (the 9th point on my list). A view can be created as either 'Public' or 'Private'. If Public, anyone with access to the list can use the view. If Private, it will only be available to the user who created it. There is no real concept of targeting views to specific users or groups. You could achieve that through pages and embedded list views, effectively creating a user experience which "guides" users to the correct view. If you go to my site academy365.io and send me a message from there I can reply with more guidance than a YT comment will allow for! 💡
@@Academy365-Dan big thanks
Great tutorial, very helpful. One question to section 5.: I edited the details view, but my colleague seems to have a different layout. What could be the root cause? Best regards, Alexander 13:33
Hi Alexander, does your colleague see the same fields as you?
Yes, he does see the same Fields in the details view, but under different categories. Also, he does not see the icons I put in front of the coloumn names...
Meaning under the last category
@@Academy365-Dan Yes, he does see the same Fields in the details view, but under different categories / the last category. Also, he does not see the icons I put in front of the coloumn names...
Is there a way to organise SharePoint lists into folders within a SharePoint Teams site?
Hey there. There is no concept of folders within lists. Saving filtered views would probably be your best bet, or you could go a step further and create a nice site page UI front end for the list that acts as a nav page for each view in the list... that could be very nice! ;-)
Hey Dan, thanks for these awesome tips and hello from Cork 🙂 Any idea on how to implement the view details column for document library? Instead of showing me the details of my metadata it opens the file :-/ I looked at the JSON and it seems the action is "defaultClick". I thought maybe there's another action so I went to the schema url at the beginning of the code but didn't find anything other than custom action, maybe? Also, Your blog doesn't have the code for the "Edit" column we can see in your list.
Hey there! Try using the action "action": "editProps" as opposed to 'defaultClick'. That should give you what you are looking for. Apologies for that, I'll update the blog, thanks for the heads up! Hope you are getting better weather down in Cork than we are up here, it's been miserable! Love Cork, beautiful part of the country 😁
@@Academy365-Dan Legend! that worked :-)
I found this video very useful. ❤
Is there a way to hide the 'All Itens' view from the users and share only customized filter views with users?
Hey, you cannot hide the default 'All items' view or make it permission-based. An alternative approach could be to delete it. However, you would need to specify an alternative view as 'the default' for the list first. Only then can you delete the 'All Items' view
@@Academy365-Dan Thanks for your reply.
Here is the scenario I wish to build. Would appreciate any guidance on this.
Wish to have a master database in a view for which only admin will have access. The other views (filtered based on a specific column in master view) needs be visible to all who have read access.
Regarding the "form layout", that has been a major source of frustration for me. I've found that certain columns will simple NOT appear in the group or order I specify. There's no rhyme or reason as to which types of columns that don't behave, although it seems a bit more prevalent with "multiple line of text" columns. On rare occasions, opening the list in another browser or private window will make it work (so, could be a caching problem), but more often than not, they simply don't want to budge.
That sounds really annoying. Can't say I've noticed it on my end but I'll run some tests and see if I spot anything. I'll report back as soon as I have something to report! Keep the faith, SharePoint can test even the most patient of people at times! ;-)
@@Academy365-Dan I *think* it happens more often with lists or libraries to which I've added a site or tenant content type. So, it may have something to do with the content type publishing process.
For the List view formatting/field for “View”, I’m attempting to do the same idea for a Site Pages library, particularly for the Page Details/Properties so that the user can click the icon on an item and view the metadata (page properties) as we have turned our SOPs into Pages. For the users view, I’d like to provide both a button for the user to view the SOP page, and the other button to view the properties.
Is this possible?
Thanks again!
Hey! Yes, you have different 'action' properties available to you. The action 'defaultClick' will open the page, whereas 'editProps' will open the properties panel. Here is a reference which goes into more detail than YT comments will allow me to ;-) learn.microsoft.com/en-us/sharepoint/dev/declarative-customization/formatting-syntax-reference#customrowaction
Hey Dan,
I'm applying a lot of your great tips to a document library. I created several site columns that I'm using to populate some file metadata. I'm leveraging Document sets as it helps maintain the metadata once and cascades to all files part of said document set. I was trying to organize my metadata by categories inspired by what you did in your list for the row details panel. Unfortunately, hitting new in a SharePoint library doesn't cut it and I don't see how I can modify the layout to create my categories. Any idea?
Found it, I had to select an item/document, go to properties (under the 3 dots in the menu) and it's there in top right corner!
Fair play Tibo! You got there before me (apologies for the delay in coming back to you). Thanks for sharing, I'm sure that tip will help others out!