Microsoft Lists Tutorial: How to Connect Data Between Lists with Lookup Columns (2023)

Подписаться 26 тыс.

Просмотров 45 тыс.

50% 1

Want to improve your data management in Microsoft Lists and connect your List to other Microsoft Lists and SharePoint Lists? Then check out this Microsoft Lists tutorial on connecting separate lists using lookup columns
In this video, we'll walk you through step-by-step how to connect an Order/Sales List to a Products List and a Customer List and bring in associated data from those lists, all within minutes.
This means we don't need to re-create data we store in other lists, and allows you to re-use data and create a more efficient way of working.
Whether you're a beginner or an experienced user, this tutorial is for you!
#microsoftlists #tutorial #productivitytips #microsoft365 #your365coach
00:00 Introduction to Connecting Lists
01:12 Reviewing our Order List
01:27 Reviewing our Customer List
01:38 Reviewing our Products List
01:54 Creating our Lookup Column in the Order List
02:21 Configuring Additional Columns from the Customer List
02:39 Reviewing our Customer Lookup
02:50 Creating our Lookup Column to our Product Lists
03:35 Updating our Lookup Column to our Products List
03:57 Creating an Order with our Customer and Product Lookup
04:23 Accessing a Lookup Link
04:54 Adding Additional Columns from our Lookup
05:22 Summary

Наука

Опубликовано:

21 июл 2024

Ссылка:

Скачать:

Готовим ссылку...

Добавить в:

Мой плейлист

Посмотреть позже

Комментарии : 28

@user-fl2ib8ry2d 7 месяцев назад

@your365coach Thank you for the great video! How would I take this a step further? For example, how could I track the status for each of the items the customer ordered as shipped or not shipped?

@irwin-hirsh 7 месяцев назад

very helpful and clearly presented...I have subscribed Thanks

@your365coach 7 месяцев назад

Thanks and welcome to our Community 😀

@mchousewar Месяц назад

Is there a good way of linking lists between sites? Let's say, in addition to managing customer orders, I also want to manage customer contracts in SharePoint, and of course, I want to include a lookup column that links the Customer in the Customer List to the Customer Contract in the Customer Contract Document Library. It seems I'm stuck with 2 bad options: I either put the Customer Contract Document Library in the same site as Customer Orders, which isn't ideal from a permissions standpoint; or I create a duplicate Customer list in the Contract Management site, which creates a data integrity headache. I can't seem to square the circle between maintaining a separation of concerns with the need for cross-department collaboration.

@marinahanna2491 19 дней назад

I've been trying to find a solution to this for months and I'm just pulling my hair out here. All the options I've found involve purchasing a third-party service that sells cross-site lookup columns as sort of a plug-in. It's so frustrating that there isn't an easy option. If you find anything, please let me know!

@mjb48219 6 месяцев назад

One thing to be cognizant of with lookup list is that you don’t want to delete items. If you do the data will disappear from the list you are looking up from as well. This applies to all previous items saved. That being said the choice data type may be a better option or you need to add and Active column and a calculated column in your lookup list to filter out inactive items.

@your365coach 6 месяцев назад

Absolutely and thanks for sharing, as the data is effectively a live connection between each List, so if you delete content from the List, then it will lose it on the List where you referenced it. Should that be a problem, then I agree a Choice field is better, but noting that if a Choice Value is deleted or changed, then it will 'Ghost' in the existing List Items and will require a bulk update on them 😀

@rossmulligan6662 Месяц назад

Hi Scott, your video covered almost everything I need for a project I was asked to create. One thing your video didn't cover is item quantities within the request. If my product lists item names and quantities, how can I modify the principles of your request system to allow a customer to select a quantity of items and then show an updated total of the quantity available? For example, I have mugs as an item on my product list and I have 500 of them. If a customer requests 10 of those mugs, I want the request list to have a column that calculates my remaining number of mugs, which would be 490.

@daniellemartineau4065 9 месяцев назад

Thank you for the very clear explanation. Super helpful! Question: I was hoping to use the values from one SharePoint lookup in a formula. However it seems like SharePoint lists doesn't allow you to use formulas with lookup columns. Is there a workaround for that? Surprising that would be a limitation. Admittedly I'm new to SharePoint lists and may not know how. Either way thanks for this super helpful video.

@your365coach 9 месяцев назад

Thanks for your great feedback.Well, you have already encountered a limitation in SharePoint, that's a good welcome to SharePoint and shows you on the right path in learning SharePoint too 😉 You are correct too, a lookup column in it's base data form, is an ID against the other list where it's referred to. You can see this normally if you extract to Excel, where you find something like #13 in the field value, which mean it's ID 13 in the other SharePoint List. Unfortunately you would need to run a Power Automate Workflow to extract the value as text into a field and then use that - which is a little complex I know. Hope that helps for now

@3huseyin688 9 месяцев назад

Hi, Thank you for this. Quick question, when the look up is done, and you 'edit in grid view' which then gives you the drop down options for what you want to copy over to this list... Cant that be skipped and ensure its all done automatically? Where a new row is populated in list two, when a new row is added in list 1? Hope that makes sense

@your365coach 9 месяцев назад

Hi, Thanks for your feedback. I did test this for you, and I may have mis-understood the question, but if you have setup a Lookup Column with additional fields also selected, then it should update the row with that information.

@emreylmaz2806 7 месяцев назад

Hi, thank you very much for the video. I have a situation like this that I want to do, for example, I have two tables, if I look at the first 4 columns in the first table and match the 4 columns in the second table, I want to take the value from the second table and automatically write it to the first table, how do you think I do?

@your365coach 7 месяцев назад

To be honest, i'd probably be looking at a Power Automate workflow to do that, as that seems the most feasible way to do it, and you can do a condition to check values and then 😀write it back into the SharePoint list as a New Item

@claudiotorres4905 11 месяцев назад

Thanks! Through the customer list we cannot click on a link taking us to the orders for that specific customer right? I mean directly using lists. I know we can do through powerapps etc but native lists the two way connection is not possible or?

@your365coach 11 месяцев назад

Thanks for your question, and I was trying to find you a solution to this, but didn't find anything amazing. Effectively, what you could do, is have your Lookup Column from the Order List to the Customer Name. Then each Order would have a Customer Name, and then you could filter or group your List (via a List View) to each Customer, then allowing all Orders to show under a Customer Name through the List View itself. It's not a great solution, but maybe that would help group and provide easy access to the Orders for each Customer too 😀

@nurulsyazana5070 Год назад

thank you for great tutorial. why some of column in Customer name List does not appear. for example internal account. Please assist me

@your365coach Год назад

Hard to know exactly why, however I’d just check that the Columns are created correctly via List Settings for the Customer List. If they are, then just check that they are showing in the List View too 😊

@t2p5g4 7 месяцев назад

Perhaps I am sort of old school, but why not use a database for this? Also, wouldn't you want the invoice amount to be calculated from the price of each item multiplied by the quantity?

@TheMarkGross 10 месяцев назад

would love to lookup active directory based on email addresses and populate columns with AD information i.e. department, home office, etc.

@your365coach 10 месяцев назад

Yes, I think that would be a great option, and sadly after many years, it's not been something we can achieve through the standard SharePoint People Picker field 🙁

@aigudewie 7 месяцев назад

Is it possible to use this with automated import ? Because at the moment i can only attach them manually by clicking on them. Is there a way that it will detect the unique name and attach it automatically ?

@your365coach 7 месяцев назад

There are some options in Power Automate to do that. Typically Lookup Columns can be set via Power Automate when you create a new SharePoint Item (List Item) 😃

@jannistomongan8699 11 месяцев назад

Is there a way for us to filter certain product for a certain Customer? For example, product shown for customer A will be for 1,2 and 3, and for customer B the product shown will be 4,5 and 6.

@your365coach 11 месяцев назад

Thanks for the question and sadly not, the Lookup List will retrieve all values from the List based on your permission, rather than being able to apply a filter to that list based on another value (Customer) in your Form. I do think that PowerApps can achieve this as you can customise that, but in Lists and standard SharePoint Forms you are not able to. Hope that helps 😀

@omaffud 8 месяцев назад

@@your365coach This is a big thing that the lists are missing. I have a list with names of people for different departments, so I would like to cascade down the list, so when I select one department, this would filter the name, but not, it repeats the department name several times.