How to Create a Custom SharePoint List

In this training session, Jonathon Silva from Pragmatic Works walks through the process of creating a fully customized SharePoint list. SharePoint lists provide a powerful way to capture, organize, and track information in a structured format. This tutorial not only explains the basics of list creation but also explores how to add, configure, and manage various column types that support business needs.

Getting Started

Jonathon begins by demonstrating how to create a new list within a SharePoint team site. While lists can be created from Site Contents, the easiest method is:

1. Select New from the SharePoint home menu.
2. Choose List from the dropdown options.
3. Decide between a Microsoft template (e.g., Expense Tracker, Asset Manager) or a Blank List.

For this tutorial, Jonathon creates a blank list called Device Request and chooses to display it in the site’s navigation for easy access.

Default Columns and Renaming

Every new list starts with a default Title column. Although the internal column name cannot be changed, users can rename its display name. For example, Jonathon renames it to Reason for Request. It’s important to remember that in Power Apps, Power Automate, or other integrations, the system will still recognize it as “Title.”

Adding and Customizing Columns

Jonathon demonstrates how to enhance the list by adding multiple column types to capture detailed information. Some key column types covered include:

• Person or Group – Connects to Microsoft Entra ID to select individuals or groups. Options include showing profile photos, allowing multiple selections, and making the field required. Example: Employee Name.
• Date and Time – Captures request dates. Options include friendly date formatting, adding time, and setting default values like “Today.” Example: Date of Request.
• Choice – Allows dropdown or radio button selections with customizable options and colors. Example: Device Requested with choices like Laptop, Monitor, Phone, or Keyboard.
• Currency – Tracks financial values with currency format options, decimal settings, and value limits. Example: Cost.
• Yes/No – A Boolean column used for approval tracking. Example: Approved.
• Hyperlink – Stores links for references such as device purchase pages. Example: Link to Device.

Other available column types include Location, Image, Lookup (to reference another list), and multi-line text.

Reordering and Organizing Columns

Once multiple columns are created, users can easily reorder them by dragging and dropping. For example, Jonathon places Reason for Request first, followed by Employee Name and Date, while keeping Approval at the end.

Creating a List Item

After setting up the list, Jonathon demonstrates adding a new entry:

1. Select New from the list.
2. Fill in required details such as request reason, employee name, device, cost, and link.
3. Save the request.

The system automatically populates user details from Microsoft Entra ID, default dates, and choice values, making data entry quick and user-friendly.

Editing and Managing Data

There are two ways to update list items:

• Form View – Open an item and adjust its fields directly.
• Edit in Grid View – Modify multiple rows inline, similar to working in Excel.

Integration with Microsoft 365 Apps

One of the most powerful aspects of SharePoint lists is their integration with other Microsoft 365 tools. Jonathon notes that lists can be exported and connected to:

• Power Apps – to build custom apps that leverage list data.
• Power Automate – to trigger automated workflows.
• Power BI – to visualize and analyze list information.

Conclusion

Jonathon Silva concludes by showing how quick and flexible it is to build a custom SharePoint list. With a simple interface and rich integration capabilities, users can capture requests, track approvals, and streamline processes. Pragmatic Works encourages learners to practice building lists and explore their connections with Power Platform tools to boost productivity and efficiency.

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