Lists and Libraries

SharePoint

Lists and libraries are fundamental components of SharePoint that allow users to store, manage, and share information. They are both types of SharePoint containers that organize information in different ways.

Lists

See also, Lists

A List is a collection of data that can be organized in rows and columns. SharePoint lists can be used to track various types of information, such as tasks, contacts, events, or custom data. Each list consists of a variety of fields (columns) which can represent different data types.

Customizable columns with various data types (text, number, date, etc.)
Built-in views to sort and filter data
Versioning support to keep track of changes
Integration with forms for data entry (e.g., PowerApps)
Workflow capabilities for automated processes

Libraries

See also, Libraries

A Library is a special type of list designed specifically to store documents and files. Document libraries facilitate the management of documents, providing features tailored to file storage and collaboration.

Versioning to track changes to documents
Metadata fields to categorize and describe documents
Check-in/check-out functionality to manage document editing
Integration with Microsoft Office for document editing and collaboration
Fine-grained permissions on individual documents

Differences Between Lists and Libraries

Purpose: Lists are typically used for structured data, while libraries are intended for file storage.
Data Type: Lists can store various types of data in a tabular format, whereas libraries primarily deal with documents and files.
Functionality: Libraries offer features more suited for document management, like version control and check-in/check-out.

Creating and Managing Lists and Libraries

Lists and libraries can be created and managed through the SharePoint interface, with options to customize fields, views, and permissions. Users can also leverage SharePoint Designer, Power Automate, and PowerApps to enhance the functionality of lists and libraries.

Understanding lists and libraries in SharePoint is crucial for effective information organization and collaboration within an organization. By utilizing these tools, users can streamline workflows, improve document management, and enhance data accessibility.

mindmap root((Lists and Libraries)) Document Libraries Versioning Check Out/Check In Metadata Lists Custom Lists Issue Tracking Survey Lists Permissions Item Level Permissions Manage Lists and Libraries Integration PowerApps Power Automate Microsoft Teams