Lists - Share a list Tutorial
In this video, you will learn how to share a list in Microsoft Lists.
The video covers the steps to share a list with colleagues and collaborate on it.
Sharing a list allows you to work together and track the progress of your various projects.
This will help you improve your productivity and stay informed about the work in progress.
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Objectifs :
This document aims to provide a comprehensive guide on how to share lists and manage access levels effectively within a digital platform. It outlines the steps for sharing, the different access levels available, and how to share specific items from a list.
Chapitres :
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Introduction to Sharing Lists
Sharing lists with others is a crucial feature that enhances collaboration and information sharing. This guide will walk you through the process of sharing a list, defining user access levels, and managing those settings. -
Steps to Share a List
To share a list, follow these steps: 1. **Click the Share Button**: Locate the share button in the toolbar of your application. 2. **Enter Recipient Information**: In the sharing window, input the name or email address of the individuals you wish to grant access to. 3. **Define Access Level**: Choose the appropriate access level for each user. -
Access Levels Explained
When sharing a list, you can define the level of access for each user. The available options are: - **Full Control**: Users can change items in the list and modify its structure. They can also share the list with others. - **Can Edit**: Users can edit or add items but cannot change the list's structure. - **Can View**: Users have read-only access to the list. If you want to notify recipients, ensure the 'Notify People' box is checked, and you can add a message to accompany the sharing invitation. -
Granting Access
Once you have set the access levels and added any messages, click the 'Grant Access' button to activate the sharing option. This will send the sharing invitation to the specified users. -
Managing Access
To manage access to your list, navigate to the top right of the sharing window. Here, you can adjust your sharing settings or stop sharing altogether. This feature allows you to maintain control over who can view or edit your list. -
Sharing Specific Items
If you prefer to share specific items rather than the entire list, you can do so by: 1. **Hovering Over the Item**: Move your cursor over the item you wish to share. 2. **Clicking the Share Button**: A share button will appear to the right of the item title. Click it to initiate the sharing process for that specific item.
FAQ :
How do I share a list with others?
To share a list, click the share button in the toolbar, enter the names or email addresses of the people you want to share with, and define their access level before clicking the grant access button.
What are the different access levels I can assign?
You can assign three access levels: full control, which allows users to change items and structure; can edit, which allows users to edit or add items; and can view, which gives users read-only access.
Can I notify people when I share a list?
Yes, if you leave the notify people box checked, you can add a message to the recipients when sharing the list.
How can I manage access to my shared list?
You can manage access by clicking on the manage access tools at the top right of the sharing window, where you can adjust settings or stop sharing.
Is it possible to share only specific items from a list?
Yes, you can share specific items by hovering over the item and clicking the share button that appears next to the item title.
Quelques cas d'usages :
Collaborative Project Management
In a project management setting, team members can share a project list with different access levels. For instance, project managers can grant full control to team leads, allowing them to modify tasks, while team members may only have edit access to update their task statuses.
Event Planning
When planning an event, the organizer can share a checklist with vendors and team members. By assigning can view access to vendors, they can see the requirements without making changes, while team members can have can edit access to update their responsibilities.
Educational Group Projects
In an educational setting, students can share a research list with their peers. The group leader can provide full control to select members for organizing the project, while others may only have can edit access to contribute their findings.
Sales Tracking
Sales teams can share a sales tracking list with different access levels. Sales representatives can be given can edit access to update their sales figures, while managers can have full control to analyze and restructure the list as needed.
Glossaire :
share button
A feature in the toolbar that allows users to share lists or items with others by entering their names or email addresses.
access level
The permissions granted to users regarding what they can do with the shared list, including options like full control, can edit, and can view.
full control
An access level that allows users to change items in the list and modify its structure, as well as share the list with others.
can edit
An access level that permits users to edit or add items to the list but does not allow them to change the list's structure.
can view
An access level that provides users with read-only access to the list, meaning they cannot make any changes.
notify people box
An option that, when checked, allows the sender to add a message to the recipients of the shared list.
manage access
A feature that allows users to adjust sharing settings or stop sharing the list altogether.
specific items sharing
The ability to share individual items from a list rather than the entire list, which can be done by hovering over the item and clicking the share button.