About this article
This article was created using an automated generation workflow powered by generative AI. It reviews current Microsoft 365 Enterprise plan information and official Microsoft Lists/SharePoint documentation, focusing on how to create shared lists that users can try out first.Verification status: 📘 Official information verified, actual device unverified
Microsoft Lists is a Microsoft 365 app for creating "shared lists" where multiple people can add and update items. Although it looks like a table, unlike Excel, it is used as a business list built on column types, views, notifications, permissions, and SharePoint integration.
- License positioning
- When to use it?
- Try it first: Create a list with just 3 columns
- If you want to try JSON column formatting, start with display only
- Great compatibility with Power Automate
- Prompt for designing columns using generative AI
- Best practices for business use
- Points for administrators to check
- Official and primary sources
License positioning
| Item | M365 E3 | M365 E5 |
|---|---|---|
| Microsoft Lists | Available | Available |
| SharePoint Foundation | SharePoint Plan 2 | SharePoint Plan 2 |
When to use it?
Inquiry list
Equipment ledger
Issue tracking
Work request intake
Contract renewal date list
Internal FAQ management
Excel is better suited for complex calculations and heavy analysis, Planner for task board management, and SharePoint for document storage.
Try it first: Create a list with just 3 columns
Create a test list and set up the following three columns.
件名 : 1行テキスト 担当 : ユーザー 状態 : 選択肢（未着手 / 対応中 / 完了）
Add a single test item.
Check this
Verify that the assignee column only accepts names and the status column only accepts predefined choices. This highlights the difference from free-form entry in Excel.
Try changing one thing
Create a view that displays only "Status = Completed". The key point is that you can change how data is displayed without deleting the data itself.
If you want to try JSON column formatting, start with display only
Lists allows you to change the display using JSON. Start with safe modifications, such as changing how text is displayed based on the status without altering the underlying values.
Example concept:
{
"$schema": "https://developer.microsoft.com/json-schemas/sp/v2/column-formatting.schema.json",
"elmType": "span",
"txtContent": "@currentField"
}
This is a minimal example that simply displays the current value as-is. Build up conditional expressions one by one from here.
Great compatibility with Power Automate
Typical example:
Listsに新しい項目が作成 ↓ 担当者へTeams通知 ↓ 状態が完了になったら完了通知
It is safer to start with notifications only and avoid automating item updates or deletions initially.
Prompt for designing columns using generative AI
「社内問い合わせ管理」をMicrosoft Listsで作ります。 必要な列を10個以内で提案してください。 各列について、列名 / 型 / 必須か / その列が必要な理由を表で出してください。 個人情報を不要に集める列は提案しないでください。
Adding too many columns discourages data entry, so keep only the columns necessary for your objective.
Best practices for business use
Determine column types first
Do not add too many free-text columns
Do not confuse views with data
Avoid making permissions overly complex at the list or item level
Do not treat copies exported to Excel as the system of record
Test automated updates in Power Automate using a test list first
Points for administrators to check
SharePoint external sharing
List permissions
Retention policies
Power Platform usage policies
Graph / API access
Official and primary sources
Microsoft 365 Enterprise plans and pricing: https://www.microsoft.com/ja-jp/microsoft-365/enterprise/microsoft-365-plans-and-pricing
Microsoft Lists help: https://support.microsoft.com/microsoft-lists
Treating Lists not as a "shared Excel" file, but as shared data governed by input rules, makes its true strengths much clearer.
