How to Create a SharePoint List (Blank, Excel or Template)

A SharePoint list is a table that everyone on a team can edit: tasks, contacts, equipment, issues, anything you'd otherwise keep in a spreadsheet that gets emailed round. The advantage over a spreadsheet is that there's one live version. Here are the ways to create a list, which one to choose and the limit that surprises larger organisations.

Create a list from a SharePoint site

1. Open your SharePoint site.
2. On the site home page or the Site contents page, select + New, then List.
3. On the Create a list page, choose how to start (explained below).
4. Give the list a name, an optional description, and choose whether it should appear in the left site navigation.
5. Select Create.

You can also start from the Lists app in Microsoft 365. Open the app launcher at the top of any page, choose More apps, then Lists, and select + New list.

Pick how to start

Option	What you get	Good for
Blank list	An empty list you build from scratch	A new process with no existing data
From existing list	The same columns, but none of the data	Repeating a structure for a new project
From Excel	A list built from a table in a spreadsheet	Moving a spreadsheet you already have
From CSV	A list built from a comma-separated file	Data exported from another system
Template	A ready-made list, for example an Issue tracker	Common jobs, where you want sample data to learn from

Microsoft's list template picker shows the columns each template contains and scrolls through sample data, so you can see what it'll look like before you commit. If you like one, select Use template.

Turn a spreadsheet into a list

This is the shortcut most people want. Microsoft says that importing an Excel file converts the table headings into columns, and the rest of the data comes in as list items. It also notes that importing is a way to create a list without the default Title column.

1. Start a new list from the Lists app, SharePoint or Teams.
2. Choose From Excel.
3. Upload your file, or choose one from OneDrive.
4. Select the table in the file and choose which details you want to show.
5. Select Next, customise the columns and create the list.

Two cautions. When you upload an Excel file from your device, Microsoft says it's saved to the Site Assets library of your site, which means other people can see the original data. And if the Upload file button is greyed out, you don't have permission, so ask your site admin.

The limit to know about

Microsoft says the limit is 2,000 lists and libraries combined per site collection, counting the main site and any subsites. After that, you'll get an error. Most teams never get near it, but a big organisation that creates a new list for every small job can. Reuse and archive lists instead of creating more.

Design your list before you build

• Write down the questions the list must answer, such as 'who owns this?' and 'when is it due?'.
• Choose the right column type for each piece of data: text, date, choice, person and so on.
• Keep the list narrow. Twelve columns of data are manageable. Forty aren't.
• Decide who can edit and who can only view.

Common problems

• Imported columns look wrong. Make sure your Excel data is in a right table with clear headings before you import.
• Nobody can find the list. Show it in the left navigation when you create it, or link to it from your home page.
• Too many versions. Once the list is live, stop updating the old spreadsheet.

Lists work best alongside the rest of your Microsoft setup. My guide to Microsoft tools for small businesses explains how the pieces fit, and my notes on Power BI data governance cover who should see which data.

Make the list easy to use

Once the list exists, spend a few minutes on how it looks. Order the columns the way people will fill them in, hide any you rarely need and set up a view that shows only the items someone is likely to care about, such as open tasks assigned to them. Filters are in the filters pane. A list that opens straight to the useful rows gets used. One that opens to a wall of columns doesn't, and it'll end up abandoned, so it's worth the few minutes.

Lists versus spreadsheets

	SharePoint list	Excel spreadsheet
Editing together	Built for it, one live version	Possible, but copies multiply
Data entry	Forms and column types control input	Anything can go in any cell
Calculations	Limited	Much stronger
Permissions	Set per list or per item	Set per file

It's worth keeping both in mind. Use a list when several people add and update records. Use Excel when you need serious calculations. You can bring the data from one to the other whenever you need to.

Before you invite the team

1. Add five sample items and check each column makes sense.
2. Test it on a phone, because many people update lists on the go.
3. Write one sentence at the top explaining what the list is for.
4. Tell the team that the list is the single source of truth, and retire the old spreadsheet.

My verdict

If you've already got the data in Excel, import it. If not, start from a template or a blank list, keep the columns few and decide who can edit before you invite anyone.

Frequently asked questions

How do I create a SharePoint list?

On your site select New, then List, choose a blank list, existing list, Excel, CSV or template, name it and select Create.

Can I create a list from an Excel file?

Yes. Choose From Excel, upload the file, select the table and customise the columns.

What is the limit on lists?

Microsoft says 2,000 lists and libraries combined per site collection, including subsites.

Will a list made from an existing list include the data?

No. It copies the columns but not the data from the original list.

Why is the Upload file button greyed out?

You may not have permission to create a list from a spreadsheet. Ask your organisation's site admin.