When people need to track information inside Microsoft 365, they almost always reach for Excel or Microsoft Forms.
But what if there was a tool designed specifically for tracking items, organising data, and keeping everything tidy, and without the complexity of spreadsheets or form builders?
Say hello to Microsoft Lists!
It’s one of the least-known Microsoft apps, but once you discover it, you realise it often does the job better than Excel or Forms.
What is Microsoft Lists?
Microsoft Lists is a simple, modern tool for organising information in a clean, structured way.
If you’ve ever used Excel to track jobs, assets, or tasks, Lists will feel familiar. Rows, columns, filters, and views, but without all the headaches.
It also plays nicely with other Microsoft apps, including Teams, SharePoint, and Outlook.
Why Use Microsoft Lists Instead of Excel?
Excel is perfect for calculations and data analysis. But it’s not designed to be a tracker. Lists is.
Here’s why Lists can be a better choice:
1. No broken formulas or messy spreadsheets
Because Lists doesn’t rely on formulas, no one can accidentally break your setup.
Everything stays clean and structured.
2. Built-in column types
Choose from dropdowns, dates, people selection, checkboxes, numbers, text, hyperlinks and more—no setup or formatting required.
3. Designed for multiple users
No more “file is locked” messages.
Everyone can work on the list at the same time without conflicts.
4. Easy views for different needs
Sort, filter, group, colour code; just like Excel, but simpler.
You can also switch to:
- Calendar view
- Board (Kanban) view
- Gallery (card) view
Your data stays the same; you just change how you’re looking at it.
5. Better control
You can lock down what users can and can’t edit, ensuring your list stays consistent.
Why Use Lists Instead of Microsoft Forms?
Forms is great for surveys and simple data collection.
But if you want to collect and then manage information, Lists does it better.
1. Lists has its own form built in
Every list includes a clean, simple form for adding new items.
Perfect for internal submissions and daily processes.
2. Everything stays in one place
Forms collects data, but then you have to manage it somewhere else.
Lists lets you collect, store, organise, and update—without jumping between tools.
3. Easier for team use
Instead of filling out a Form every time, staff can update items directly in the list.
What Can You Use Microsoft Lists For?
Plenty of everyday business tasks fit perfectly:
- Job or service tracking
- Customer requests
- Asset registers
- Content calendars
- Staff onboarding checklists
- Order or inventory logs
- Event planning
- Maintenance or issue tracking
- Training or CPD logs
If you’re using Excel as a tracker for any of these, Lists will probably be easier.
When Excel Is Still the Better Choice
Choose Excel when you need:
- Calculations or formulas
- Budgets or financial models
- Charts or pivot tables
- Large datasets
- Advanced data analysis
Otherwise, if you’re simply tracking items or organising information, Lists is usually the simpler, cleaner option.
Final Thoughts
Microsoft Lists is the quiet achiever of the Microsoft 365 suite. It’s simple, structured, great for teamwork, and far easier to maintain than a spreadsheet.
If you’re tired of messy Excel trackers, or if you use Forms to collect information but don’t know what to do with the data afterwards, Lists is worth a look.
If you have any questions or would like to get started with Microsoft Lists, we’d love to hear from you.
Check out the following fantastic tutorial from Jonathan Edwards:
