Lesson 1: Lists & Libraries Fundamentals

Understanding the core differences between lists and libraries and when to use each type

⏱️ 10 minutes 📖 Foundation Level

📋 Lists vs Libraries - The Fundamental Difference

Understanding when to use lists versus libraries is crucial for effective SharePoint organisation. Both store information, but they're optimised for different types of content and workflows.

Simple rule: Lists are for structured data (like spreadsheet rows), whilst libraries are for documents and files.

🏢 Business Analogy: Filing vs Database

Think of SharePoint storage like a modern office:

  • Document libraries = Filing cabinets for storing actual documents
  • Lists = Database tables for tracking information and status
  • Both = Can be linked and work together seamlessly
SharePoint site structure and permissions diagram showing the relationship between sites, lists, and libraries
🖼️ Image: SharePoint site structure and permissions diagram
Path: ../../images/siteStructurePermissions.gif

⚖️ Lists vs Libraries - Detailed Comparison

📋 SharePoint Lists

Best For:

  • Structured data: Information that fits in rows and columns
  • Tracking: Project tasks, issues, contacts, inventory
  • Quick data entry: Forms and bulk data input
  • Reporting: Data that needs filtering and analysis

Common Examples:

  • Task tracking lists
  • Contact directories
  • Issue/bug tracking
  • Event calendars
  • Inventory management
  • Survey responses
Key Feature: Data is entered directly into SharePoint forms and displayed in customisable views

📁 Document Libraries

Best For:

  • File storage: Documents, images, videos, any file type
  • Collaboration: Multi-user document editing
  • Version control: Track changes and document history
  • Office integration: Work directly from Word, Excel, etc.

Common Examples:

  • Policy and procedure documents
  • Project deliverables
  • Meeting minutes and presentations
  • Marketing materials
  • Training resources
  • Shared templates
Key Feature: Files are uploaded/created and can be edited by multiple people simultaneously

🤔 Decision Framework: Which Should I Choose?

Use this practical decision tree to choose between lists and libraries:

📋 Key Questions to Ask:

  1. Are you storing actual files/documents? → If yes, use a library
  2. Do you need to track data in rows and columns? → If yes, use a list
  3. Will multiple people edit the same item simultaneously? → If yes, probably a library
  4. Do you need quick data entry forms? → If yes, use a list
  5. Is version control important for individual items? → If yes, use a library
💡 Pro Tip: Many successful SharePoint solutions use both lists and libraries together - lists to track project status and libraries to store the actual project documents.

🛠️ Creating Lists and Libraries

SharePoint provides templates to get you started quickly with common business scenarios:

Step-by-Step Creation Process

  1. Navigate to your SharePoint site
  2. Click "New" in the top navigation
  3. Choose "List" or "Document library"
  4. Select a template or start from scratch
  5. Configure basic settings: Name, description, navigation
  6. Customise as needed: Add columns, configure views
🎥 VIDEO NEEDED: Screen recording showing the complete process of creating both a list and a library, including template selection and initial configuration

Popular Templates for Business Use

📋 List Templates

  • Issue tracker: Bug reports, problems, and resolution tracking
  • Tasks: Project tasks with assignments and due dates
  • Contacts: Team directory with contact information
  • Calendar: Events, meetings, and important dates
  • Custom list: Start from scratch for unique requirements

📁 Library Templates

  • Document library: General file storage with version control
  • Form library: InfoPath or Power Apps forms
  • Picture library: Images and graphics with preview capabilities
  • Asset library: Rich media files with enhanced metadata
  • Page library: Wiki pages and content pages
📷 IMAGE NEEDED: Screenshot showing the template selection screen for both lists and libraries

🔐 Permissions and Best Practices

Who Can Create Lists and Libraries?

✅ Can Create

  • Site Owners (Full Control)
  • Site Members (with Edit permissions)
  • Users with Contribute or higher

❌ Cannot Create

  • Read-only users
  • External users (unless specifically granted permissions)
  • Limited access users

Naming Conventions and Best Practices

✅ Good Naming Practices

  • Be descriptive: "Project Status Tracker" not "List1"
  • Avoid special characters: Use letters, numbers, spaces, hyphens
  • Keep it concise: Aim for 25 characters or less
  • Use consistent conventions: Establish organisation standards
  • Consider mobile users: Shorter names display better on phones
💡 URL Consideration: List and library names become part of their web address. Choose names that will make sense in URLs and won't need changing later.

🧠 Knowledge Check

Scenario: Your team needs to manage a marketing campaign. You want to track campaign tasks (with due dates, assignees, and status) AND store campaign documents (presentations, briefs, and final materials). What's the best approach?

A) Create one document library and store all information there
B) Create one list and attach all documents to the list items
C) Create both a task list (for tracking) and a document library (for files)
D) Use email and file shares - SharePoint is too complex for this

🌐 Understanding SharePoint Structure

Lists and libraries exist within SharePoint sites and have specific URL structures that affect navigation and linking:

URL Structure

Typical structure:

  • Site: https://company.sharepoint.com/sites/TeamSite/
  • List: https://company.sharepoint.com/sites/TeamSite/Lists/TaskTracker/
  • Library: https://company.sharepoint.com/sites/TeamSite/Documents/

Navigation Integration

When you create lists and libraries, you can choose whether they appear in the site navigation:

📷 IMAGE NEEDED: Screenshot showing SharePoint site navigation with examples of lists and libraries in the left navigation menu

🎯 Key Takeaways

← Module Overview Next: Views & Organisation →