Why am I the only fellow talking about this? You know, if you have simple Lists/database needs, you can get a free one right now called Microsoft Lists using your windows live account. Here is the link! This tool is also available and more capable if you have a Microsoft 365 license, but today we are focused on the freebie version.

There is a catch…

Like everything, there is a little nuance to manage with free tools. This one in particular is currently in preview. So usage should be limited to non-mission critical tasks. But that should not concern you too much since the backbone of this application is built on the robust SharePoint infrastructure.

While on the subject, don’t let that word, “SharePoint” intimidate you. “Lists” is built on top of SharePoint but it is not by itself SharePoint. And if you can find your way around any modern web based document storage site than you are more than capable of managing this simple app. And because I respect your time, I will list (pun intended) the known limitations of this app first. But if any of this sounds enticing, continue on with the entire article.

Limitations

• As of writing, no Mobile App. Big THUMBS DOWN! Well, to be clear, this Lists app does have a mobile app if you have a paid Microsoft 365 account. But for us free-loaders on the Microsoft Live account, we don’t have a mobile app just yet. Please Microsoft give us Live account users a mobile app!
• Update: They listened! There is a mobile app in preview for us freebie users! I heard this great news on the Intrazone Podcast here.

And the following is taken from the Lists FAQ main site here.

• The Microsoft Lists – MSA Preview allows each user to create 50 lists with each list containing up to 1,500 items/rows and 200 MB of attachments/storage.
• Microsoft Lists – MSA Preview doesn’t currently include search functionality, rules that trigger email notifications, version history, connected lists, Microsoft Teams integration, comments, @mentions, connections to external data sources, integrations with Power Apps and Power Automate, access to Microsoft Lists mobile apps, and many enterprise security and compliance features.

Context

Now that you are still with us. Let’s give some context as to why this product exists. Microsoft would really love to get more people into the consumer space and this app, among the other tools on the live account suite are primarily aimed towards the average Joe. In some cases, this may be a fruitless effort. But based on your needs, Google has taught us that building free consumer focused apps is a solid tactic. Moreover, the scaled-down browser-only web apps like the aforementioned Lists, Outlook email, OneDrive, and the Office suite is an appealing offer considering they are FREE!

Quick definition check. I may throw around the word, “database”. To be clear, a Microsoft List is not a robust database in the traditional sense when comparing it to something like SQL or Dataverse. It’s more like Excel with a little more perks and a better user interface.

So what can this thing do?

Well, what do you want a database to do? Specifically, do you have an upcoming wedding that needs a project plan, are you doing a home project and you need to track tasks? How about a generic to-do list? (Stay tuned I plan to do an essay on all the task management apps across the M365 platform). How about an awesome book lending club where you track the books as assets. And yes, you can share this list with anyone regardless of whether they have an email address or not.

Below are a few screenshots to give a a general idea of some use-cases using the out-of-the-box templates.

Here is a nice expense tracker template.

Here is an example of the issue tracker template. I commonly use this as a task manager template and rename the values status column to suit something personal.

Couldn’t I just use a spreadsheet?

Sure, you could always use a spreadsheet for a simple list. But if I shared a spreadsheet file with my parents as a to-do list, they wouldn’t know what to do with it. Also, with Lists, you can have data validation. Meaning you can enforce certain values or no blanks. Example, a phone number will always be a numeric value. Or the email field will always be filled out before one can save their entry.

Summary

Microsoft Lists is a superb app available now in preview for anyone who would like to get organized. I think the user interface is friendly enough to create something useful, yet powerful enough without the complicated confusion or cost when compared to some of the other tools out there on the market. If you are already in the Microsoft ecosystem, this is a no brain-er.

Go ahead, take Lists out for a test drive and let me know how it goes. Have a good one all!

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