SharePoint Lists are important in data management and team collaboration, letting teams organize, store, and track all information in an organized format. However, when dealing with bulk changes, manually editing lists can be time-consuming. Excel is an influential tool for streamlining and managing data for SharePoint Lists, which can save effort and time. 

In this blog post, we’ll understand the process of updating a SharePoint List from Excel, and know why it is beneficial, and walk through a step-by-step guide to get you started. 

Why Update the SharePoint List From Excel?  

There are several scenarios where updating a SharePoint List from Excel is highly beneficial: 

• If you are migrating data from an older SharePoint list or from another system, streamlining your SharePoint List from Excel let you to conveniently import a big dataset of data without having to enter again it manually. 
• Excel opens for massive data edits, making updates more effective and faster.  While SharePoint Lists are best for organizing data, manually big datasets can be slow. 
• Excel provides formatting, powerful data validation and error-rectifying features, which can assist in reducing mistakes while updating SharePoint Lists. 
• Teams mostly use Excel for short-term data updates and collective edits. When it is finalized, the data can be imported back into the SharePoint List secure accuracy and consistency. 

Step-by-Step Process to Update SharePoint List from Excel  

1.  Export Your SharePoint List Data to Excel  

Until you can update a SharePoint List from Excel, you’ll first and foremost need to export your old SharePoint List data into an Excel file.  

Before you can update a SharePoint List from Excel, you’ll first need to export your existing SharePoint List data into an Excel file. Here’s what to do next? 

• Navigate to your SharePoint site and open the list you want to export. 

• On the ribbon, click the Export to Excel button (usually found under the “List” or “Library” tab, depending on your SharePoint version). 

• SharePoint will generate an Excel file with the data from the list. You will be prompted to open or save the file. Save it to a location on your computer for easy access. 

2. Make Changes to the Excel Spreadsheet

Now that you have the SharePoint List data in Excel, you can easily update or make changes to the data in bulk: 

• Open the Excel file that you just exported. 
• Review the list of data and make any necessary changes, such as adding new entries, editing existing data, or deleting obsolete items. 
• Ensure that the Excel sheet maintains the same structure as the SharePoint List (column names and data types) to avoid errors when importing it back into SharePoint. 
• Save your changes once you’ve finished updating the data. 

3. Import the Updated Spreadsheet Back to SharePoint

Once you’ve made the necessary changes in Excel, it’s time to import the updated spreadsheet back into your SharePoint List: 

• Go back to your SharePoint site and open the list that you want to update. 
• On the ribbon, click on Quick Edit (also known as the datasheet view in some versions). This will allow you to edit the list in a spreadsheet-like interface directly in SharePoint. 
• Now, you need to copy and paste the updated data from the Excel file back into SharePoint:  
• Open the Excel file that contains your updated data. 
• Select the rows and columns you want to import. 
• Right-click and select Copy. 
• Return to SharePoint and paste the data into the Quick Edit view of your list. 
• After pasting, SharePoint will update the list with the new information from your Excel spreadsheet. 
• Be sure to Save your changes after importing the data. 

Common Issues When Updating Data from Excel to SharePoint 

While the process of updating a SharePoint List from Excel is fairly straightforward, there are some common issues you might encounter along the way. Below are a few potential problems and tips for resolving them. 

1. Data Not Updating Properly

• Cause: One of the most common issues is when the data doesn’t update as expected after pasting it into SharePoint. This can occur due to a mismatch in the structure or data type between the Excel sheet and the SharePoint List. 
• Solution: Ensure that the column names in your Excel file match exactly with the field names in your SharePoint List. Additionally, check that the data types (e.g., dates, numbers, text) in Excel correspond to the types defined in SharePoint. If there’s any mismatch, SharePoint might not update the list correctly or may fail to import certain rows. 

2. Error Messages during Spreadsheet Import

• Cause: When importing data from Excel to SharePoint, you may receive error messages like “Data type mismatch” or “Field cannot be blank.” 
• Solution:  
• Data Type Issues: Review your SharePoint List to ensure that all fields are receiving the correct data type. For example, if a SharePoint field is expecting a date, but the Excel file has a string (text) value, it will trigger an error. 
• Blank Fields: Make sure there are no blank fields where SharePoint expects data. If required fields are left empty in Excel, SharePoint will throw an error when trying to import that data. 
• Lookup Fields: If your SharePoint List contains lookup fields (e.g., referencing another list), ensure that the values in the Excel file match valid entries from the referenced list. If not, you might see errors about invalid references. 

3. Formatting Issues

• Cause: Excel often adds special formatting (e.g., hidden characters or extra spaces) that can interfere with data import into SharePoint. 
• Solution: Before importing data, remove any special formatting or extra spaces in Excel. You can use the “Trim” function in Excel to remove extra spaces and ensure the data is clean. Additionally, ensure that the dates, numbers, and other values are formatted correctly to match SharePoint’s expectations. 

4. Large Data Sets

• Cause: If you’re working with a large amount of data, SharePoint may struggle to handle the bulk update, especially if you’re using the Quick Edit mode to paste the data in. 
• Solution: If you’re dealing with large datasets, consider importing the data in smaller batches. Alternatively, you can use Power Automate to automate the data import process for large volumes of data.

Additional Tips for Updating a SharePoint List from Excel 

• Ensure Data Compatibility: Before importing data, check for any column-specific requirements (e.g., date formats or lookup columns) in your SharePoint List to avoid any issues during the import. 
• Use Power Automate: For more advanced automation, you can use Power Automate to sync Excel data with SharePoint. This allows for more dynamic and automated updating of lists based on certain triggers. 
• Backup Your Data: It’s always a good idea to back up your SharePoint List data before making any major changes. You can create a copy of your list or export it as a backup just in case something goes wrong during the update process. 

Conclusion

To Update the SharePoint List from Excel effectively manages huge data changes, enhances collaboration, and simplifies migration. Issues like update failures, syncing problems, and formatting errors can arise if not managed properly. Following the correct measures and best practices assures an accurate and secure update process. 

By integrating Excel with SharePoint, you can minimize manual energies, keep your data consistent and save time. As if you are handling huge datasets or making fast edits, this technique improves efficacy and keeps your SharePoint List updated. 

About Author

Bhupendra Singh

Bhupendra is a Digital Transformation Expert and Microsoft 365 Consultant who helps organizations modernize the way they work using the Microsoft 365 suite of services. As a Microsoft Certified Teams Administrator Associate, with credentials in Microsoft 365 Fundamentals and the Microsoft Service Adoption Specialist assessment, he combines technical expertise with adoption strategies to drive meaningful business change.

What is SharePoint Workflow 

Gone are the days of relying on SharePoint Designer 2010 for workflows. With Microsoft’s latest innovation, Power Automate, you can create even more powerful workflows in your Microsoft 365 environment. Not only that, but Power Automate has quickly become the recommended solution for workflow development, as Microsoft has stopped updating SharePoint Designer since 2013. 

So, if you want to take advantage of the latest and greatest in workflow technology, it’s time to ditch the old and embrace the new with Microsoft Power Automate. Let’s dive in and see how SharePoint workflows can transform the way you work. 

Some use cases for SharePoint Workflow

• Leave requests made easy: Imagine being able to submit your vacation time online and have it automatically routed to your boss for approval. That’s the magic of a SharePoint workflow. Plus, you’ll get reminders to make sure everything gets approved in time. 
• Invoicing made less painful: Say goodbye to manually sending invoices to different departments for approval. With a SharePoint workflow, everything is automated and stored in one central location. No more headaches! 
• Collecting feedback like a boss: Want to know what your customers really think? Create a SharePoint workflow to send out surveys and collect feedback. You won’t have to deal with any hassles to get the information you need. 
• Documents that accomplish more: Your documents can do more than just sit there with the help of SharePoint workflows. Workflows can be set up to automatically perform tasks like sending email notifications or updating status when files are changed or uploaded. 
• Multiple approvals, no problem: When it comes to approvals, things can get complicated quickly. But with a SharePoint workflow, you can easily set up multilevel approval processes. The request gets routed to each person in turn, and if it’s not approved in time, it automatically gets escalated. 

Types of SharePoint Workflow 

• Approval Workflow: An approval workflow is used to route a document or item to one or more people for approval. This type of workflow can be manually or automatically triggered when an item is created in a SharePoint list or a document is uploaded to a library. Approval workflows can be included in custom solutions as well. 

Use case: For example, if your team sends invoices to the accounting department, those invoices may need to go through an approval process before they can be paid. With an approval workflow, you can automate this approval chain within SharePoint. The invoice will be routed to the first account manager for approval, then to the upper level manager, and finally, once it’s approved, it will get uploaded to the library. 

• Notification Workflow: A notification workflow is like a personal assistant that sends an email to the right person when something important happens, like the approval of a document or the status of an item. This type of workflow is super helpful because it speeds up processes and stops things from getting delayed.  

Use case: Imagine you’re the boss of a tech team and they just finished a big project. They mark it as complete in the SharePoint list item, and BAM! Your email pings with a notification. With this kind of workflow in place, you can quickly update your client on the progress and get those kudos you deserve. 

• Automation Workflow: Automation workflows are like magic spells that make tasks disappear. When a certain condition is met, like the payment status of an invoice changing, this type of workflow kicks into action and makes things happen automatically, like moving that invoice to the right folder.  

Use case: Let’s say you’re in charge of approving invoices. Once you give the green light, you must manually move the invoice to the right folder. But with an automation workflow, you can just sit back and relax. The workflow will do the work for you, saving you time and hassle. 

• Custom Workflow: Custom workflows are like chameleons that can change to match your business’s unique needs. You can mix     and match notification workflows, automation workflows, and other workflows to create the perfect solution for your business.  

Use case: Say you need to approve an invoice and notify the accounting department about it. You can use an approval workflow and a notification workflow to make this happen. By customizing the workflow to your specific needs, you can create a solution that works just right for your organization. 

BENEFITS OF USING SHAREPOINT WORKFLOWS: 

Here are 5 benefits of using SharePoint Workflow, explained in a more casual way: 

• Saves your time and makes you more productive: SharePoint Workflow automates all those boring tasks that take up your time. This means you and your team can focus on coming up with new ideas or making your business grow. 

• Makes sure you’re accurate and consistent: When you automate tasks with SharePoint Workflow, you know they’ll always be done the same way. This helps to reduce mistakes and makes sure everyone’s on the same page. 

• Makes collaboration easier: SharePoint Workflow allows you to share documents and items with your team and track their progress. This means you can work together more effectively and get things done faster without constantly checking in with each other. 

• Shows you what’s happening: SharePoint Workflow gives you a clear picture of the progress of tasks and documents. This makes it easier to stay informed and make decisions based on what you know. 

• Lets you be flexible: With SharePoint Workflow, you can customize workflows to fit your needs. You can choose which types of workflows to use, who to involve in the process, and what actions to take at each step. This means you can create a workflow that works best for you and your team. 

Conclusion: 

It is clear that they offer a wealth of benefits to any organization looking to streamline its processes and enhance collaboration. 

From managing leave requests to automating document approvals, SharePoint workflows offer a range of use cases that can help businesses work more efficiently and effectively. By leveraging workflow automation, companies can reduce risk, save time and money, and achieve greater success. 

So if you’re ready to take your business processes to the next level, it’s time to start exploring the power of SharePoint workflows. 

Note:  

SharePoint Designer 2010 workflows have been retired since August 1, 2020 for new tenants and removed from existing tenants on November 1, 2020. 

Project management questions to ponder

Before you start using SharePoint for project management, you need to answer a few questions about how you currently handle projects. Here are some of these questions:

• What are the challenges you face with your current project management procedure?
• Do you have a central place to store information about projects?
• How do you keep track of a project’s schedule, milestones, and deliverables?
• Do you have a way to track the status and progress of a project?
• How do you handle communication between team members about a project?
• Do you have a plan for managing project documents and keeping track of different versions?
• How do you handle problems and risks that come up with a project?
• You can get an idea of how SharePoint project management can help you streamline your project management process by responding to these questions.

Project Management Software from SharePoint: Why?

In recent years, SharePoint has become a very popular web-based collaboration and document management platform. It is a flexible platform that can be altered to meet the particular requirements of various businesses. The SharePoint project management software has a number of advantages, such as:

Centralized storage: SharePoint project management gives you a central place to store all project-related information, like project plans, timelines, tasks, and deliverables. This makes it easy for team members to find the information they need to finish their tasks.

Collaboration: Whether team members are in the same place or working from different locations, SharePoint project management enables collaboration. It is easier to finish projects on time when team members can communicate, share documents, and give feedback in real-time.

Customization: SharePoint is a highly customizable platform for project management. For your organization’s needs, you can create custom workflows, templates, and forms. This will make sure that your project management is smooth and effective.

Integration: Other Microsoft tools, such as Outlook, Excel, and Word, can be used with SharePoint project management. This makes it easy to import and export data from these tools and makes sure that all information about the project is current.

Security: SharePoint project management has strong security features that keep your information about projects safe. You can control who can see or change information and make sure that only authorized people can do so.

Project Management Skills for SharePoint

A range of features make employee task management system a useful project management tool. Some of these skills include the following:

Project management in SharePoint lets you create and manage project plans, including schedules, milestones, and deliverables.

SharePoint Task management: With SharePoint project management, you can give team members tasks, set deadlines, and keep track of their progress.

Document management: SharePoint project management gives you a place to store all documents related to a project in one place. You can keep track of different versions of a document, restrict who has access to it, and make sure that all team members are working with the most recent information.

Team members can collaborate on tasks related to the project, share documents, and communicate with one another in real-time thanks to SharePoint project management.

Reporting: SharePoint project management lets you create reports that let you track the progress of a project, find risks and problems, and fix them.

SharePoint is a highly customizable platform for project management. For your organization’s needs, you can create custom workflows, templates, and forms.

Using SharePoint Sites for Collaborative Project Management

A range of features that enable collaborative project management are provided by SharePoint project management. Team members can collaborate on project-related tasks, share documents, and communicate tasks with one another in real time thanks to features like SharePoint sites. SharePoint sites are basically online workspaces where members of a team can work on projects together. These things are available on SharePoint sites:

Documents related to a project can be stored in a shared document library hosted by a SharePoint site. All team members can access these documents and work on them at the same time. This makes sure that everyone is working with the most recent information.

Lists that are specific to your project can be created using SharePoint sites. You can use these lists to keep track of tasks, milestones, risks, problems, and other information about a project.

Task management: With the help of SharePoint sites, you can give team members tasks, set deadlines, and monitor their progress.

Team members can communicate and collaborate with one another in real-time thanks to the communication features provided by SharePoint sites. To keep everyone informed, you can use features like announcements, alerts, and discussion boards.

Customization: There are many ways to change SharePoint sites. You can customize the site’s appearance and functionality, create workflows, and add web parts that are unique to your project.

10 Useful Tips For Managing Projects With Sharepoint (2023)

Here are ten useful tips for managing projects with SharePoint:

Project management process planning It’s important to plan your project management process before putting SharePoint project management into place. Find the parts of your process that SharePoint can help you streamline, and then modify SharePoint to meet those needs.

Train your team: SharePoint project management is simple to use, but it’s important to train your team on how to use the platform well. Give your team members training sessions to make sure they know how to use the platform.

Create Custom Workflows: You can create custom workflows for your project with SharePoint. Create workflows for your team that automate repetitive tasks and make sure everyone is adhering to the proper procedures.

Use task lists: To organize tasks, set deadlines, and monitor progress, use SharePoint task lists. To prevent confusion, make sure all team members are using the same task list.

Use document libraries to store project-related documents: Use SharePoint document libraries. Make sure the most recent versions of all documents are available to all team members.

Use alerts: Use SharePoint alerts to let team members know about tasks, milestones, and deadlines that are related to a project.

Collaboration: To promote collaboration among team members, use discussion boards on SharePoint. Discussion boards can be used to share ideas, get feedback, and talk about things that have to do with a project.

Use web parts for your project: Task lists, timelines, and milestones can all be displayed using custom web parts. This makes it easier for team members to find the information they need.

Use reports: Use SharePoint reports to track the progress of a project and find problems and risks. Use reports to make decisions based on data and fix problems.

SharePoint can be customized: To meet the needs of your organization, customize SharePoint. Make templates, forms, and workflows for your project management process that are unique.

Ways to use SharePoint for project management that work best

In order to streamline your projects and tasks, SharePoint project management is a powerful tool. Here are the best ways to use SharePoint for managing projects:

Define the undertaking: Define the project’s scope, objectives, timeline, budget, and resources in detail. SharePoint can be used to store all the necessary documents, like project charters, schedules, and budgets.

Set up a project site: A project site is where all the information about a project can be found. Create a project site in SharePoint and share it with the members of your team. You can collaborate with team members, track progress, and store all project-related documents on the site.

Management: To manage tasks, issues, risks, and other project-related items, you can create custom lists and libraries in SharePoint. Create a customized project management solution that fits your needs by using project management libraries and lists.

Track tasks and goals: To keep track of tasks and goals, use SharePoint. To keep track of tasks and milestones, you can use the built-in task list or make a custom list. Use views to see how things are going and find any problems.

Use calendars: Use SharePoint calendars to keep track of project-related events like deadlines, meetings, and milestones. You can make individual calendars for each team member or a shared calendar for the entire project team.

Use alerts and notifications: SharePoint can send automatic alerts and notifications to team members when tasks are assigned, deadlines are coming up, or changes are made to project-related items.

Team collaboration: Team members can collaborate in real-time on project-related documents and tasks using SharePoint. Use co-authoring to work on documents with other team members at the same time.

Use workflows: Task assignments and document approvals are two examples of repetitive tasks that can be automated using SharePoint workflows. Streamline the project management process by utilizing workflows to reduce the amount of work that needs to be done by hand.

You can use SharePoint to manage documents and keep track of different versions. Use SharePoint to store all project-related documents, like plans, reports, and updates on the project’s progress.

Utilize SharePoint analytics to keep track of project-related metrics, such as the rate at which tasks are finished, the percentage of tasks that are delivered on time, and the percentage of the budget that is used. Use analytics to find ways to improve the project management process and make it work better.

The Best Platform for Project Management Is SharePoint, Why?

For a number of reasons, SharePoint is a good platform for project management. The first benefit of using SharePoint is the ability to centrally store and manage all project-related information. This makes it easier for team members to collaborate, monitor progress, and manage documents.

Second, SharePoint is easy to change to fit your needs. To meet your unique project management needs, you can create custom lists, libraries, and workflows. This lets you change SharePoint to fit the needs of your project.

Third, SharePoint can grow as needed. You can start with a simple project site and add to it as your project grows. This makes it easy to run projects of any size or level of difficulty.

Fourth, SharePoint works with other Microsoft products like Teams, Excel, and Word. This lets you use these products’ power to improve your project management skills.

Last but not least, SharePoint is safe. Enterprise-level security features like encryption, authentication and authorization are all available in SharePoint. As a result, it is a safe and secure platform for handling sensitive project-related information.

Why Beyond Intranet is the right partner for your project management needs

Having the right tools is crucial when it comes to project management. SharePoint Project Management is a powerful platform that can help you manage all of your projects. But using SharePoint for project management can be hard, so it’s important to have a reliable partner who knows what they’re doing to help you. Beyond Intranet can help with that.

Beyond Intranet is a top provider of SharePoint solutions, with a focus on providing businesses of all sizes with cutting-edge and efficient solutions. Their team of experienced SharePoint experts knows a lot about the platform and can help you design, deploy, and manage your SharePoint project management solution.

Beyond Intranet’s ability to customize its solutions to meet your specific needs is one of the main advantages of working with them. They know that no two businesses are the same, so they will work with you closely to come up with a solution that fits your needs. Beyond Intranet has the skills to provide a solution that meets your needs and exceeds your expectations, whether you need a straightforward project management system or a more complex one with advanced features.

Beyond Intranet’s dedication to customer service is another benefit of working with them. They are proud of the great service they give to their clients and are always there to answer your questions, deal with your concerns, and give you ongoing help. They know that putting in place a new system can be scary, so they will work closely with you to make sure the change goes smoothly.

Beyond Intranet also provides a wide range of SharePoint services, such as document management, collaboration tools, and project management. As a result, they can help you improve the efficiency and productivity of your company as a whole and streamline your business processes.

Conclusion

So if you’re searching for a trustworthy and knowledgeable partner to assist you in establishing SharePoint for project management, then Beyond Intranet is a perfect choice. Whether you require a basic project management system or a sophisticated one with advanced features, they can provide you with a solution that satisfies your requirements and exceeds your expectations. So don’t hesitate any longer and take the initial step toward better project management with SharePoint by contacting Beyond Intranet here.

Say goodbye to the time-consuming and manual process of creating forms in SharePoint. With Power Apps, you can automate your workflows, increase efficiency, and improve collaboration. Our blog will guide you through the seamless migration process from InfoPath to Power Apps, so you can start enjoying the benefits of modern technology. Don’t get left behind – upgrade to Power Apps today! 

What are InfoPath Forms? 

InfoPath forms is a tool from Microsoft that lets businesses whip up forms real easy. You can use them to collect data, get feedback, and run surveys, and they are super smooth to share and work on with others in SharePoint. But hey, let’s keep it real – with tech moving as fast as it is, we have to start thinking about the drawbacks of InfoPath and look for newer, fresher options.  

While InfoPath was a popular tool, it had its limitations-  

• First of all, you could only use it on SharePoint, which was an issue because if your business wasn’t down with that, you were out of luck. 
• Changing up your InfoPath forms was a real pain in the neck because you had to go back and tweak all the previous versions too. That is just big amount of time and money drain. 
• Dealing with data from different site collections or non-Microsoft services was a mess. Talk about a headache. 
• Not only are InfoPath forms tough to create, but they also lack massively in terms of being responsive and scalable by today’s standards. 
• If you are trying to get your hands-on data from InfoPath forms, you should know that it is tough. Because it’s all stored in XML format in document libraries. And as Microsoft starts phasing out support for SharePoint on-premises platforms, working with those files is going to get even trickier. 
• Oh, and by the way, Microsoft is cutting off support for InfoPath, so it is time to start checking out other form creation options like Power Apps. 

What are Power Apps Forms? 

Power Apps is like a superhero toolkit for businesses that want to create custom forms and apps, but don’t wont to waste a bunch of time and money doing it. And here’s the cool part – unlike InfoPath, Power Apps works on all kinds of platforms, even your phone! So you can take your forms and apps with you wherever you go, like a boss. 

There’s more! Power Apps lets you customize your forms and apps like crazy. You can make them look however you want, add your own unique workflows, and even get all fancy with the business logic. And if that wasn’t enough, Power Apps can talk to other Microsoft services like Power BI and Dynamics 365, which basically means it’s like having an entire army of business tools at your fingertips. So if you’re a business owner looking to take things to the next level, Power Apps is where it’s at. 

InfoPath to Power Apps Migration 

Section 1: Why InfoPath Is No Longer Good 

Old Tools Bring Big Problems 

InfoPath was a great tool when it launched in 2003. It helped create forms to collect data and manage workflows. But over time, it became outdated. 

Here are some problems with InfoPath: 

• It only works with SharePoint, which limits its use. 

• It does not look good on mobile phones or tablets. 

• Updating forms takes too much time and money. 

• It stores data in XML, which is hard to manage. 

Also, Microsoft no longer supports InfoPath. This makes it risky to use. Businesses face big issues like data loss and security problems. 

PowerApps Is the Modern Solution 

PowerApps is not just for creating forms. It is a platform to build apps, connect data, and automate tasks. It works on desktops, phones, and tablets. 

Here is why PowerApps is better: 

• It is flexible and works with over 700 tools, like Salesforce. 

• You can customize forms easily with simple drag-and-drop tools. 

• It gets regular updates, so it stays modern. 

• It connects with Power BI for amazing reports and dashboards. 

If you are thinking about InfoPath Migration, PowerApps is the right choice. 

Section 2: Steps for InfoPath to PowerApps Migration 

Migrating from InfoPath is not just copying forms. You must think about improving workflows and making them modern. Let’s go step by step. 

Step 1: Look At All Your InfoPath Forms 

Start by making a list of all your forms. Check which forms are used the most. Also, see which forms are outdated or no longer needed. 

Next, break your forms into three groups: 

1. Simple forms, like feedback surveys. 

1. Medium forms, with some rules and workflows. 

1. Complex forms, with many workflows and external data. 

This step helps you plan your migration better. It also saves time by focusing on important forms first. 

Step 2: Understand What PowerApps Can Do 

Before starting the migration, learn about PowerApps. It is not just a form builder. It can do much more. 

For example, PowerApps can connect forms to tools like Excel, Azure, or SharePoint. It also works on mobile devices, which InfoPath does not. 

When you know PowerApps’ features, you can redesign forms in a smarter way. This makes InfoPath to PowerApps migration more effective. 

Step 3: Redesign Your Forms for Today 

Do not just copy your InfoPath forms into PowerApps. Take this as a chance to improve. Look closely at what each form does. 

Ask yourself simple questions: 

• Why do we use this form? 

• Can we remove extra steps? 

• Can we add simple automation? 

For example, if a form has 20 fields, check if you really need all of them. PowerApps is great for building forms that are simple, clean, and fast. 

Step 4: Move Your Data Safely 

Data migration is very important. You do not want to lose old data when moving to PowerApps. 

First, map the fields in InfoPath to PowerApps forms. For example, if you have a field called “Name” in InfoPath, match it with a similar field in PowerApps. 

Next, use tools like Sharegate or PowerShell to move data automatically. This saves time and ensures accuracy. Remember, InfoPath Migration is not just about forms. It is also about moving data safely. 

Step 5: Build Forms in PowerApps 

Now, it is time to start creating forms in PowerApps. Begin with simple forms first. This helps you practice. 

Use the drag-and-drop feature to design forms. Add logic and rules where needed. For example, you can add rules like “This field cannot be blank.” 

PowerApps also allows you to create reusable components. For example, you can create one header and use it in all forms. 

Step 6: Test Everything 

Testing is very important. Make sure your new forms work perfectly. 

Try using the forms on different devices like phones and tablets. Test all workflows and rules to ensure they perform as expected. 

Also, ask a small group of users to try the forms. Get their feedback. Fix any issues they point out before launching the forms for everyone. 

Section 3: Advanced Tips for Easy Migration 

1. Use AI to Help You

PowerApps has AI tools like AI Builder. It can save time by automating repetitive tasks. For example, it can help match fields automatically. 

2. Plan for the Future

When creating forms, think about future needs. For example, design forms that can handle more users or connect to new tools. 

3. Set Rules for Managing PowerApps

Create rules for how forms will be named and who can edit them. This keeps everything organized as your business grows. 

Section 4: How to Measure Success After Migration 

Once the migration is done, check how successful it was. Use these simple ways to measure success: 

• User Feedback: Are employees happy with the new forms? 

• Time Saved: How much time do forms now save compared to InfoPath? 

• Cost: Are you spending less on managing forms? 

If you see improvements in these areas, your InfoPath to PowerApps migration is a success. 

So you want to migrate from InfoPath to Powerapps forms? Don’t worry, it might seem like a lot, but with the right plan, it can be a piece of cake. Here’s what you have to do: 

• First things first, figure out which forms need to be moved over to Power Apps. This includes the forms that are currently being used and any that need a revamp. 
• Next up, evaluate those forms like a professional. Take a good look at the data they collect, the business logic used, and any workflows involved. 
• Once you’ve got the lowdown on the forms, create a plan for the migration. This should cover everything from the timeline to any changes that need to be made to the forms. And don’t forget about training your users! 
• Time to put your plan into action and create those Power Apps forms. Get designing, and don’t stress because the Power Apps interface makes it easy to create custom forms in a snap. 
• But you’re not done yet! Test those forms like crazy. Check the data collection, business logic, and workflows associated with each form. Any problems that crop up need to be fixed before you move on. 
• Once you’re sure those Power Apps forms are perfect, it’s time to roll them out to your users. But start small and controlled, with a small group of users, and then work your way up to larger groups. 

And that’s it! With these steps, you’ll be an InfoPath to PowerApps migration master in no time. But there is still something you would need- someone who could help you with this hassle of  a migration. Keep reading to know who is it exactly. 

Your Right Consultant 

If you’re looking InfoPath to PowerApps Migration and you want a consultant partner that’s going to have your back every step of the way, look no further than Beyond Key. Here’s why: 

• First off, we are experts in all things that involves Microsoft. We know the ins and outs of InfoPath and Power Apps like the back of their hand, so you can trust that we will get the job done right. 
• But it’s not just about technical know-how. Beyond Key is all about working with you to find the best solutions for your organization. We will take the time to understand your unique needs and create a customized migration plan that works for you. 
• And speaking of plans, we are super organized. We will keep you on track every step of the way, making sure you’re meeting your deadlines and staying within budget. 
• But the best part? We aren’t just a consultant partner, we are a true collaborator. We will work alongside you throughout the entire process, making sure you’re in the loop and providing you with the support you need to make this migration a success. 
• So if you want a consultant partner that is going to make your InfoPath to PowerApps migration a breeze, hit up Beyond Key. We have got the skills, the know-how, and the passion to make this happen.  

Wrapping Up 

Alright, it’s time to wrap this up. Moving from InfoPath to PowerApps forms might seem like a hassle, but it’s also a chance to level up your forms and make the most of Power Apps’ amazing features. If you follow the steps we talked about earlier, you’ll be able to nail this migration and give your users an awesome new form experience. 

So don’t be scared of the complexity. Embrace the opportunity to modernize your forms and use all the bells and whistles that Power Apps has to offer. Your users will thank you for it, and you’ll feel like a champ for pulling off such a smooth transition. Good luck, and happy migrating! 

But that’s just the tip of the iceberg. With SharePoint’s innovative features, you can create stunning websites, collaborate seamlessly with colleagues, and even build custom applications tailored to your unique business needs. Whether you’re looking to improve project management, automate tedious tasks, or simply stay better organized, SharePoint is the ultimate solution for businesses of all sizes. So what are you waiting for? Transform your workflow today with the game-changing power of SharePoint. 

Why SharePoint? 

The versatile and powerful SharePoint platform is designed to streamline your information management and increase efficiency. With SharePoint, you can centralize and manage all your content, documents, and data in one place, and even create custom business applications to suit your unique needs. 

One of the greatest advantages of SharePoint is its availability in both on-premises and online versions. The online service, part of Microsoft 365 SharePoint Features, is a cloud-based platform that integrates seamlessly with other online applications, such as Microsoft Teams and OneDrive. This means you can access your information and collaborate with your team from anywhere, at any time. 

Take advantage of the versatility and power of SharePoint to transform the way you do business. Whether you’re managing internal company information or creating public-facing websites, SharePoint has the features and customization options you need to succeed. So why wait? Let’s dive deep into the features of SharePoint. 

SharePoint Features 

Unlock the full potential of your organization with SharePoint – the ultimate platform for collaboration, communication, and customization. Here are just a few of the many powerful features that SharePoint and Microsoft 365 SharePoint have to offer: 

1.  Collaboration: With SharePoint, teams can work together seamlessly, no matter where they are in the world. Collaborate, share, and co-author documents in real-time with integrated tools like Microsoft Teams. 
2.  Customization: Adapt SharePoint to your unique needs with custom workflows, branding, and UI       customization, as well as custom web parts and add-ins. 
3. Document Management: Manage and track files and information with ease using SharePoint’s document libraries, version control, metadata, and policies. 
4.  Intranet: Build a secure central hub for your employees to find accurate information, news, and ways to work together, all in one place. Improve productivity, communication, and employee engagement with an effective intranet. 
5.   Business Process Automation: Streamline repetitive tasks, reduce errors, and improve overall efficiency with SharePoint’s workflows, forms, and custom business logic. 
6.  Integration: SharePoint integrates seamlessly with other Microsoft products, as well as third-party tools, to provide a unified user experience. 
7.   Security: Protect sensitive data with SharePoint’s robust security features, including user authentication and authorization, data encryption, and access control. 
8.   External Sharing: Collaborate securely with external stakeholders using guest links, anonymous links, or by granting specific users access to specific sites or documents. 
9.  Mobile-friendly Feature: Access and collaborate on content from your mobile device with SharePoint’s mobile-friendly design. 
10.  Lists and Libraries: Store and manage different types of information, including contacts, events, tasks, and documents, with SharePoint’s powerful lists and libraries. 
11.   Power Apps Integration: Create custom business applications that utilize information stored in SharePoint with the integration of Power Apps and SharePoint. 

Transform the way your organization works with SharePoint and Microsoft 365 SharePoint. Enhance collaboration, improve efficiency, and streamline your processes with the ultimate platform for content management and business intelligence. 

Benefits of implementing Microsoft SharePoint in the workplace 

1. SharePoint offers a variety of features designed to help teams work together more effectively. With document libraries, calendars, and discussion boards, your team can easily share information, communicate, and stay organized – all in one place. Say goodbye to scattered files and disjointed communication!
2. But that’s not all. SharePoint also provides centralized document management, allowing you to easily store,         Organize, and share documents with version control and metadata. Plus, with a range of customization options,  you can tailor your SharePoint environment to meet the specific needs of your organization.
3. SharePoint also integrates with other Microsoft tools such as Power BI for business intelligence and analytics. By utilizing reporting services and performance point services, you can gain valuable insights into your data and make informed decisions for your business.
4. Streamlining your business processes has never been easier with SharePoint’s workflow and automation features.  Automate repetitive tasks and ensure tasks are completed in a timely and consistent manner with workflows and  Microsoft Power Automate.
5.  And finally, security and compliance are paramount in today’s digital landscape. SharePoint offers robust security features such as user and group management, data loss prevention, and encryption to protect your sensitive information and ensure regulatory compliance.

Now that you’ve read all about the features and the benefits you can enjoy with SharePoint, it’s time to address the most critical question- Who can help you as a consultant? Keep reading to find out the answer. 

Why Beyond Intranet  

For a number of reasons, Beyond Intranet is the ideal SharePoint consultant for your business. First, their team of experts has a lot of experience and a deep understanding of SharePoint, from its most basic features to its most advanced ones. They have worked with many different clients in many different industries, offering specialized solutions that meet particular business needs.  

Our SharePoint consultants have a thorough understanding of how to tailor SharePoint to your company’s specific needs, maximizing its potential to propel business success. 

Second, Beyond Intranet’s SharePoint consulting is client-focused, prioritizing your business goals and objectives. They work with you to figure out what you need, plan for getting there, and give you solutions that are up to par.  

Beyond Intranet’s SharePoint consultants also offer ongoing support and maintenance to make sure that your SharePoint environment is set up for maximum efficiency and productivity. With Beyond Intranet as your SharePoint consultant, you can be sure that you’ll get a customized, innovative, and cost-effective solution that will help you take your business to the next level. 

Conclusion 

The best collaborative platform designed to boost your business’ productivity is SharePoint, so get ready to change the way your company runs. SharePoint enables your team to work together seamlessly, share information easily, and communicate more effectively thanks to its advanced features like email, instant messaging, presentations, blogs, and more. 

The days of scattered information, poor communication, and missed deadlines are over. You can create a dynamic, flexible, and connected work environment by bringing all of your business processes under one roof with SharePoint. So, whether you want to simplify your operations, improve the performance of your team, or improve the way your business works, SharePoint is the best solution for modern businesses. Don’t wait any longer to unlock the full potential of your business – harness the power of SharePoint today and watch your productivity soar! 

A SharePoint List is a structured data container in Microsoft SharePoint used to store and manage information in rows and columns.

It does it without relying on scattered Excel files or long email threads. Built for collaboration, SharePoint Lists allow multiple users to update data securely in one place and serve as the foundation for automation and apps created using Microsoft Lists, Power Apps, and Power Automate.

Unlike spreadsheets, SharePoint Lists are built for collaboration, permissions, and automation, making them a foundation for business workflows across SharePoint, Microsoft Lists, Power Apps, and Power Automate. In enterprise intranets, we frequently see SharePoint Lists replace Excel-based trackers to improve data security, visibility, and automation across departments.

SharePoint List Examples for Everyday Use 

SharePoint Lists offer versatile solutions to manage data effectively. Here are some practical SharePoint list examples:

• Issue Tracker: Manage and track project issues efficiently.
• Employee Onboarding: Streamline new hire processes with task assignments.
• Event Itinerary: Plan and coordinate events with detailed schedules.
• Asset Manager: Track and manage organizational assets.
• Recruitment Tracker: Monitor job applications and hiring progress.

These SharePoint list examples demonstrate how SharePoint can cater to diverse organizational needs, making data management simpler and more productive.

Why Use SharePoint Lists Instead of Spreadsheets?

Many teams start with Excel—but quickly hit limitations as collaboration increases.

SharePoint Lists offer clear advantages over spreadsheets:

• Centralized collaboration – Multiple users can edit simultaneously without version conflicts

• Richer metadata – Choice fields, lookups, attachments, and validations

• Better security – Item-level and role-based permissions

• Automation-ready – Native integration with Power Automate

• Audit & version history – Track who changed what and when

For growing teams, SharePoint Lists provide structure and control that spreadsheets cannot.

Teams moving away from Excel often ask how to sync or update data—this guide explains how to update a SharePoint List from Excel efficiently.

Benefits of SharePoint Lists –

Due to the combination of rights, forms, targeting, and data validation control sets, you can manage data integrity more effectively with a SharePoint list than with a Microsoft Excel spreadsheet. Every item in the SharePoint list has a version history and an edit history.

Rather than relying solely on an Excel spreadsheet, we can explore SharePoint list examples and connect them with tools like Power BI or Power Automate for advanced workflows. For instance, integrating a SharePoint list with Power BI to feed custom reporting or flows created in Power Automate based on data entered into the list is very straightforward. An intranet can easily display SharePoint List data.

Top Features Of SharePoint List: Templates, Views, Alerts & Integration

• Views: Grid, calendar, gallery, and custom filters.
• Templates: Issue tracking, event itinerary, asset management.
• Integration: Works with Microsoft Teams, Power Apps, Power Automate.
• Alerts & rules: Get notified of changes instantly.

SharePoint Lists vs SharePoint Libraries

Now we will see the differences between SharePoint lists and SharePoint document libraries. There are some criteria on which we will discuss the difference-

If you’re migrating data, this guide shows how to import and export Excel data to a SharePoint List without losing structure.

Check-In and Check-Out Feature

In a SharePoint List, we can simply click “Edit” to change an item without first checking it out. The item can be modified directly. Check-in and check-out functionality are not available in SharePoint lists. Instead, we cannot change any items in the SharePoint Library. SharePoint Libraries support check-in and check-out functionality. The options for check-in and check-out will appear when we select any document from the library. It is regarded as one of the most significant distinctions between SharePoint lists and libraries.

Adding a Document

In a SharePoint List, if we need to attach documents with the item so we can add it in the attachments field. We can attach as many documents as we want. There is no maximum limit for it and to adding documents is not mandatory in SharePoint lists. While in the SharePoint library, we cannot create an item without uploading any document. In the library, we save the document itself as an item and then we can add the metadata related to that document for further information.

Showing Documents in Search Results

In SharePoint Lists, when we add documents as attachments, these List attachments are not indexed by SharePoint. Accordingly, they will not be visible in search results. While, in a document Library, if we search for a keyword, we can see the document shown in the search results because the document is crawled.

Supporting Versions

In SharePoint Lists, we can only contain major versions also called published versions. When we go into List Settings and then we click on Versioning, it allows us to specify whether we want to version or not. But here, we can only enable major versioning. However, when we go into Library Settings and then we click on Versioning, we can enable both major (Published) and minor (Draft) versioning. Moreover, we can specify the number of versions to retain for minor as well as major versioning.

Understanding what is a SharePoint List helps differentiate it from document libraries, especially for managing attachments, versioning, and metadata. 

Use a SharePoint List when you need to track data.
Use a SharePoint Library when documents are the primary focus.

Creating a Simple SharePoint List

Now first we will see how to create a simple Microsoft list-

• First, we have to go to our SharePoint logged-in account and then click on Microsoft 365 App launcher.

• A popup will appear on the left side including all the Apps. You have to find the Lists App and click on it.

•  Once the lists app will be opened, click on the +New List option.

• After clicking on the +New Lists option, a page will open named Create a list.

This page includes a number of different predefined standard templates, which showcase some of the most practical SharePoint list examples for easy implementation. If you find a template that is fit for your purpose so click on it to create a new list. Otherwise, click on the Blank List option to create a custom list from scratch.

• After creating a list if you will open the list, you can add items by clicking on the +New option in the left corner.

Creating a Custom SharePoint List

Now we will see how to create a custom SharePoint list on SharePoint Site and further understand what is a SharePoint List.

• First, you will have to go to your SharePoint site where you want to create a list. In the right corner of the header bar, you can see a setting icon, you will have to click on that.

• After clicking on it, a popup will appear in which you will have to click on the Site contents option. After clicking on it a page will open with the +New option in the left upper corner. Click on that option.
• A popup will appear with different options. Out of which you have to click on the List option.

• After clicking on that you can see a page Create a list you have to select the Blank list option to create a custom list, after selecting it again a popup will appear where you have to give the name to your list and can also add some description. Your List will be created.
• After creating a list if you will open the list, there will be one +New option if you will click on it a form will appear you can fill all the fields in that form and save it for creating a new item.

Creating custom fields or metadata

Now we will see how to add custom metadata to our list-

We’ll now look at how to add additional metadata to our list:

When you first visit a SharePoint site, you may notice a Settings button in the top right corner of the header bar. Clicking this button will open a panel with various options, from which you must select Site contents. A page displaying all of your lists and libraries will appear after clicking. The list where you want to add custom metadata must then be selected. A panel with various options, including the list setting option, will appear once the list has been reopened. To access the settings panel, click the settings icon in the header bar. The Create a column option will be available on a new page. To add metadata columns to your list, select that.

Changing The Name and Description of a SharePoint List

When learning what is a SharePoint List, you’ll also want to know how to change the name and description of your list. Here you will find the List name, description, and navigation option. After clicking on that, a page will appear where you can change the Name and Description of the list. There is also one option for attaching the link of the SharePoint list to the navigation, which you can also choose based on your needs.

SharePoint List’s Other Settings

For the other settings of the SharePoint list, you will have to follow the previous step also for going into List Setting. When you click on the List Setting you will appear a page with a General Setting option where all the general settings are available to access.

In the General Setting, many options will allow changes and additions to your List.

For example, Versioning in SharePoint is one of the major features. It allows you for tracking the activity of any item (event, task, document, etc.). When you turn on the versioning you can make collaborative tasks like document review, co-authoring, and List updates more straightforward with your colleagues and co-ordinates.

NOTE:  SharePoint users must have the Manage Lists permission to enable versioning.

You can choose to allow users to read or edit certain items, enable attachments, launch forms in dialogue, and other advanced settings on this list. You can also choose whether to allow the management of content types.

Using audience targeting settings, you can filter list contents based on a user’s context. To specific audiences, promote content. Office 365 and Azure Active Directory groups can be included in an audience.

To use contemporary web parts like News, Highlighted content, and others, choose Enable audience targeting.

For use with older web parts like the Content Query web part, choose Enable Classic Audience Targeting.

Returning to your list after making changes will reveal that it has been updated.

Best Practices for Designing Effective SharePoint Lists

To get the most value from SharePoint Lists:

• Use clear and meaningful column names

• Group related information logically

• Create custom views for different audiences

• Apply conditional formatting for visibility

• Combine lists with Power Apps for custom forms

Good design improves adoption and long-term usability.

Deleting a SharePoint List

Now we will see how to delete a SharePoint List-

First, you will have to select the list you want to delete then click on the settings option and choose the list settings options.

A page will appear in which you have to find the Delete this list option and click on it for deleting the particular list.

Restoring Deleted SharePoint List Items

If you delete any item from a SharePoint list so they aren’t deleted permanently you can also restore that item.

The items which have already deleted are moved to the SharePoint site recycle bin for the specific period (usually 91 days) before they are permanently deleted.

To restore a deleted list item from the recycle bin of SharePoint. Open the SharePoint site from which the items were deleted. Click Recycle Bin from the Quick Launch bar navigation on the bottom left of the screen. If the Recycle Bin option is not present on the Quick Launch bar, click Settings and select Site contents. You will find the recycle bin in the top right portion of the Site Contents page. You will now see the Recycle bin and be able to restore it as usual.

Now after clicking on the Recycle bin option you can see the Recycle bin page and select the items or files you want to restore.

After choosing the desired files, click Restore.

The restored items will now be restored to the location you deleted them from.

Limitations of SharePoint Lists

While powerful, SharePoint Lists do have limitations:

• Large lists (over 5,000 items) require indexing for performance

• Complex permission models can be harder to manage

• Offline access may be limited without configuration

Understanding these limitations helps you design lists more effectively.

Tips & Best Practices for Designing Effective SharePoint Lists

• Use meaningful column names.
• Group related information.
• Create custom views to filter data easily.
• Leverage conditional formatting for visual cues.
• Combine with Power Apps for custom forms.

• Configuration.

SharePoint Lists vs. Other Microsoft Tools (Lists, Planner, To Do)

Each tool serves a different purpose—SharePoint Lists excel when structure and flexibility are required.

Mobile & Modern Experience: Access on Your Phone

• Use the Microsoft Lists mobile app for on‑the‑go access.
• Switch between light and dark modes.
• View and update list items securely from anywhere.

Summary & Get Started Now

SharePoint Lists remain one of the most versatile tools in Microsoft 365. Whether you’re tracking assets, managing tasks, or building custom business solutions, lists provide a secure, collaborative foundation for your data. Ready to try? Log in to SharePoint or Microsoft Lists and start building today.

In this blog, we learned what SharePoint Lists are, how they differ from libraries, the types of Lists, how to create a custom List, and how to add items. Microsoft 365’s SharePoint Lists are a fantastic feature for managing and sharing vast data.

Hopefully, you’ll feel more at ease creating and managing SharePoint Lists and use them more frequently. Please get in touch with us at contact@beyondkey.com or you can schedule a complimentary consulting session on SharePoint Consulting if you require any additional assistance in comprehending SharePoint List and any additional information regarding SharePoint Lists.

FAQ On SharePoint List

About Author

Bhupendra Singh

Bhupendra is a Digital Transformation Expert and Microsoft 365 Consultant who helps organizations modernize the way they work using the Microsoft 365 suite of services. As a Microsoft Certified Teams Administrator Associate, with credentials in Microsoft 365 Fundamentals and the Microsoft Service Adoption Specialist assessment, he combines technical expertise with adoption strategies to drive meaningful business change.

Microsoft added new and exciting features to MS Teams that will make it easier to use.

Remove calls from your call history list

MS Teams comes up with a fantastic feature for the end-users. Now you can remove calls from history. Hide calls from your list to clear up the clutter in your call history display. 

To remove a call from your history, go to Calls Audio call icon > History. Hover over the call you could like to remove and select the More actions icon > Remove from view.

A call deleted from your call history is no longer visible on any of your devices. Administrators can still obtain call data from deleted calls. 

Shared channels bring ease to working together

You can securely work with partners outside your organization using Microsoft Teams. Collaboration with people inside and outside your business is simpler through shared channels. The main benefits of using Shared Channel are scheduling meetings, sharing files, and working together in apps without switching tenants. 

Create a shared channel in Teams: Team owners can only create shared channels. As the team owner who created the shared channel, you automatically become the channel owner. Follow the steps to create the shared channel.  

• Navigate to the team you want to create the shared channel for and select More options   > Add channel. 

• Provide the channel name and the description. 
• Under Privacy, select the down arrow on the right, and then select Shared – People you choose from your org or other orgs have access. Then click on the Create button.

• Enter the names of the members of your organization you want to add to the channel and choose from the list. To add members outside of the organization, write their email addresses and choose from the list. Then click to the share button. 

Join a meeting with an ID and passcode 

You may now join a meeting using Teams on the web or the desktop client using a meeting ID and passcode. The meeting ID and passcode can be found in the meeting details tab or in the meeting invite. To join the meeting using ID, navigate to the calendar tab, where you will find Join with ID option.

Chat with yourself 

In Teams, Microsoft encourages users to talk with themselves with the newest chat feature —a one-on-one chat with yourself. Send messages, notes, files, and media items to yourself to help you stay organized. Your chat will be the first of your pinned chats in the chat list. 

The updated meeting experience is now available on the web  

Teams users using Chrome and Edge web browsers can now access the updated meeting experience. This includes pre-join features like users can set up mic and camera settings before entering a meeting, a dynamic view of the participants/audience and content, and your meeting controls/options have been moved to the top of the meeting window. 

Show as: comes to Teams  

Now in Teams, when we schedule a meeting, we can choose how that meeting will be shown in our calendar. Similar to Outlook, users can select from the following: Free, Tentative, Busy, Working somewhere, or Out of Office. You can find the “Show as” option at the top of your new meeting window. 

Multi-language meetings invite control  

Multi-language Teams meeting invite features enable admin users to show the join information in meeting invitations in up to two languages throughout all email platforms. Using this feature, users may customize meeting invites to include the languages with which their users are most familiar and comfortable. 

Co-organizer Meeting Role 

Organizers can now share control by assigning the new “co-organizer” role to 10 meeting participants. Co-organizer has most of the same capabilities as the organizer. Only invitees from the same tenant are eligible for the co-organizer role. The co-organizer role has some limitations, like the inability to create and manage breakout rooms, meeting recordings management, and download/view the attendance reports. 

Live Captions and transcriptions for Teams meetings now available on the Web 

Earlier, Real-time captioning and transcription features are only available in the Teams app, but now these features are available for web users in Teams meetings in 27 spoken languages. Click on the More Actions menu […] to enable the option and select Turn on live captions and/or Start 

transcription. Meetings become more inclusive and easier to follow when participants can see who is speaking and what’s being told during and after the meeting. 

Some new spoken languages available for Live captions and transcriptions for Teams Meetings 

Microsoft added six more spoken languages for live captions and transcriptions. The new languages include Czech, Thai, Hebrew, Portuguese, Vietnamese, and Turkish. People who generally prefer these languages will be more comfortable in the meetings, creating a more inclusive environment. 

Disable the chat write access for anonymous users 

IT admins can limit chat write access for non-federated users and unauthenticated users who join Teams meetings over a shared link. This adds another level of security, particularly in the financial industry, where chat messages may be utilized in a data security breach. 

Disable the chat write access using the PowerShell command: [-MeetingChatEnabledType = Enabled, Disabled, or EnabledExceptAnonymous]. Users can also do this using the admin portal under Chat in Meetings policy > Turn it on for everyone but anonymous users. 

Give and Take Control of Teams on VDI for VMware and Azure Windows Desktop 

Now users can Give and Take Control of Microsoft Teams from VDI (Virtual Desktop Infrastructure) for VMware and Azure Windows Desktop. During screen-sharing, the presenter’s shared content can be controlled by a meeting participant using the Give and Take Control feature. A presenter can give another team member control of the shared content so that person can do things like change files, etc. Both the presenter and the meeting participant can choose how much to share. Any time, the presenter can take over again. 

The meeting participant can request control when another member is sharing content. 

 The participant sharing content has the choice to approve or deny the request. 

Microsoft Teams chat embedded within Dynamics 365 

Dynamics 365 and Microsoft Teams work together to keep everyone engaged through a complete set of productivity tools. By integrating Teams chat within Dynamics 365, Users of Teams can now easily exchange ideas and collaborate directly and in context right in the workflow. Users can link new or existing chats to your Dynamics 365 records, like sales opportunities and support cases. 

The combination of Power Apps and Power Pages

As we all know, Power Apps has been great for making internal apps, and you can use it to make both canvas and model-driven apps. It can also help you automate workflows. Now that Power Pages is a new member of the power platform family, it is mainly about making websites. Power Pages shows how to make web pages that can be viewed from outside the computer. Power Pages really stands out because it is part of the Power Platform. 

You can make a complete solution that includes apps, automation, and communication with the outside world. It was built on the infrastructure of Power Apps portals, so it has all of that infrastructure’s scalability and enterprise-grade hosting platform, as well as great pro-developer tools and the ability to customize and extend your websites. 

Power Pages gives you rich, customizable templates, a redesigned design studio that offers you a smooth visual experience, and a new, integrated learning hub so you can quickly build webpages that meet the needs of your business. Power Pages lets you make websites with the same shared business data saved in Microsoft Dataverse that you use to create apps, workflows, intelligent virtual agents, reports, and analytics with other Microsoft Power Platform components. More than 675 connectors can be linked to the Dataverse to get data and change data inside the Dataverse.

Capabilities of Power Pages 

 1. Simplified authoring experience for makers 

To quickly design your site, Power Pages provides a variety of templates to choose from. To speed up the creation of your site, choose a preset template or scenario-based template. 

2. Design Studio

Use the new Power Pages design studio to change how your website looks and make it your own. 

In the new and improved design studio, there are the following places to work: 

• Pages workspace for creating, designing, and arranging webpages
• Style workspace for applying styles and themes to your site
• Data workspace for creating and editing Microsoft Dataverse tables used in data-driven web applications
• Setup workspace for administration and site management

3. Responsive and Mobile Friendly 

Bootstrap, on which Power Pages is based, has built-in help for making responsive, mobile-friendly, and multi-form factor websites.

4. Advanced development capabilities for pro developers 

Makers can use Visual Studio Code and the Microsoft Power Platform CLI to work with professional developers in fusion teams to build powerful business application websites. 

 5. Security and Governance

When making websites for the public, it’s essential to ensure that only the right people can see important business information. 

Power Pages has a strong security plan to protect sensitive corporate data. The following vital parts are used in Power Pages to provide and protect access: 

• Authenticated user: You can let people into your website by using authentication. Power Pages users are listed in the Microsoft Dataverse contact records. Power Pages can be linked to many authentication providers, such as Azure Active Directory B2C, Microsoft, and LinkedIn. 

After a user has been verified, they can be given a web role, which provides them different access to the site’s information. 

• Web roles: Users can be given web roles that let them do specific tasks or get information and data on the site that only certain people can see. Web roles are connected to users, table permissions, and page permissions. Contacts can access a site’s resources because they can be given different web roles. 

By default, the Authenticated Users web role is given to all users who have logged in (contacts). 

Thanks to the Anonymous Users web role, unauthenticated users can browse a site and use its assets without logging in. 

Table permissions: By default, access to Dataverse information through lists, forms, and the Web API is protected by table permissions. Table permissions can be set up to let different people access and edit Dataverse records differently. Users get the right level of access by having their table permissions linked to their web roles. 

• Page permissions: If you link page permissions to web roles, you can also protect individual pages with content or other parts. 

6. Integration with other Microsoft Power Platform components 

Power Pages provides integration with the following Power Platform components. 

1. Data verse 
2. Power Apps  
3. Power Automate 
4. Power Virtual Agent
5. Power BI 

Difference between Power Pages and Power Apps portals?

Power Pages is the next step in how the Power Apps portals are getting better. It’s built on the Power Apps portals platform; which thousands of customers already use. It combines this platform with new no-code/low-code features and experiences to make it easier for more people to build and deploy data-driven, modern, and secure websites. 

Power Apps portals include the Power Pages portals. People already using Power Apps portals do not need to upgrade or move their portals, and their projects should not be stopped or canceled. 

Power Pages improve Power Apps portals’ extensible data model and pro developer customization by adding new low-code and out-of-the-box solutions. 

Conclusion

We looked at the capabilities of Power Pages, a low-code development and hosting platform perfect for constructing business-centric websites, in this blog.  

Many businesses know how hard it is to find the correct answer to a problem they are having. In many situations, a business app would have been the best choice, but in the past, they were expensive to make and took a long time. Microsoft saw that this was a common problem and made Power Apps to help businesses make solutions that meet all of their needs quickly and at a low cost. 

This article should have helped you learn more about how Power Apps can help your business. For more information, please fill out the form below or email us at contact@beyondkey.com  

SharePoint remains a top enterprise intranet in 2026 for organizations using Microsoft 365 because it provides native Microsoft 365 integration, enterprise-grade security and compliance, and a highly extensible architecture. Use SharePoint when your organization needs deep Office and Teams integration, granular governance, and long-term scalability. Consider a dedicated sharepoint intranet platform if you require a faster, out-of-the-box employee experience with minimal customization.

What is a SharePoint Intranet in 2026?

A SharePoint intranet is an internal digital workplace built on Microsoft SharePoint (Modern) and Microsoft 365 services to centralize knowledge, communications, and collaboration. In 2026 the modern SharePoint intranet typically includes:

• Hub sites & site collections for organizational structure

• Integrated search powered by Microsoft Graph and AI (Copilot + AI search)

• Viva modules for employee experience (Viva Connections, Topics, Engage)

• Extensibility via SPFx, Power Platform (Power Automate, Power Apps), and M365 connectors

Short: SharePoint = deep Microsoft 365 integration + enterprise control

Why Enterprises Choose SharePoint as Their Intranet (2026)

Enterprises choose SharePoint as their intranet because it combines native Microsoft 365 integration, enterprise-grade security and compliance, scalable information architecture, and extensibility through Power Platform and custom development.

1. Enterprise-grade adaptability and extensibility

Microsoft continuously invests in SharePoint as part of Microsoft 365, enabling organizations to adapt their intranet as business needs evolve.

• Out-of-the-box components for rapid deployment
• SPFx and Power Platform for advanced customization
• Cloud-native scalability without infrastructure overhead

This makes SharePoint suitable for both mid-sized and large enterprises with complex requirements.

2. Structured and scalable intranet architecture

SharePoint’s modern architecture helps enterprises maintain clarity and governance as the intranet grows:

• Team sites for departmental collaboration
• Communication sites for organization-wide messaging
• Hub sites to unify navigation, branding, and search

This structure prevents content sprawl — one of the biggest enterprise intranet challenges.

3. Advanced document and knowledge management

SharePoint provides a centralized, secure document management system that supports:

• Real-time co-authoring
• Version history and audit trails
• Metadata-driven organization
• Retention and compliance policies

This enables a single source of truth across the organization.

4. Intelligent, AI-powered search

Modern SharePoint search leverages Microsoft Graph and AI to surface relevant information across:

• Sites, pages, libraries, and files
• Document metadata and content
• User context and permissions

Employees spend less time searching and more time executing.

5. Cost efficiency within Microsoft 365

For organizations already licensed with Microsoft 365:

• SharePoint is included — no separate intranet license required
• Cloud delivery eliminates on-prem infrastructure costs
• Predictable per-user pricing supports long-term scalability

This significantly lowers total cost of ownership compared to standalone intranet platforms.

Why enterprises in the USA still choose SharePoint

• Native Microsoft 365 integration: Seamless Office, Teams, OneDrive, and Azure AD single sign-on.

• Security & compliance: Support for FedRAMP, NIST guidance, DLP, eDiscovery, and conditional access — critical for US federal, healthcare, and financial sectors.

• Scalability: Designed for global tenants and large user bases with controlled site architecture.

• Customization & extensibility: SPFx + Power Platform provide unlimited customization for complex needs.

  When it’s the best fit (USA examples):

• A national healthcare provider needing HIPAA-aware document classification and retention.
• A financial firm requiring audit trails, fine-grained access control, and integration with Microsoft Purview.
• A federal contractor needing FedRAMP + Azure compliance.

SharePoint intranet architecture (enterprise blueprint)

Below is a concise architecture overview every CTO/CIO should use as a starting point.

Core components

• Hub sites: Top-level navigation & shared services.
• Site collections & team sites: Departmental content and collaboration.
• Communication sites: Executive news, corporate policy, and announcements.
• Search & Graph: AI-enabled semantic search, Microsoft Graph integration.
• Identity & access: Azure AD, Conditional Access, PIM (Privileged Identity Management).
• Data governance: Microsoft Purview, retention labels, DLP.

Common enterprise use cases (short US-centric examples)

• Corporate communications: Central executive announcements integrated with Teams and email digests — example: Fortune 100 company consolidating leadership comms.
• HR & onboarding: Centralized policies + onboarding checklists with Power Automate flows for provisioning.
• Knowledge management: Tagging and Viva Topics enabling subject-matter discovery across the enterprise.
• Project portals: Secure cross-team collaboration hubs with document libraries and automated retention policies.
• Compliance & audit: Central retention and eDiscovery for regulated industries.

SharePoint vs modern dedicated intranet tools — comparison table

An intranet on SharePoint is a boon for  remote working teams

Remote working has become the new normal for many organizations. Because it is still new for many companies, they are looking for new ways to organize their operations.

A robust and intuitive SharePoint intranet can help your remote working team;

• Intranet can become a virtual hub where your team meets to communicate effectively
• It helps collaborators change documents simultaneously without interferences
• Co-authoring is a great way to get real-time feedback on your work and ideas
• You can store crucial documents.
• The advanced search feature ensures users can find the right data
• Provide a central platform where team members can post their innovative ideas, chats, pictures, and more
• With SharePoint Mobile and SharePoint Online, you can use your device to access company data from anywhere in the world.

Related article: 5 reasons why SharePoint Intranet can help your remote teams work better

Build your Intranet On SharePoint with Beyond Intranet

We have read the benefits of the intranet  on SharePoint are numerous. That said, implementing a SharePoint intranet will differ based on every business’ requirements. Companies must overcome various challenges such as:

• Incorporating the intranet into the work culture and processes
• Incentivize widespread adoption across the organization
• Offering the latest content on the intranet

Choosing the right platform ensures your intranet on SharePoint becomes a one-stop solution for information, communications, tools, and applications to make your entire digital workplace successful.

SharePoint keeps on raising the bar to make the platform better. The new features and upgrades, functionalities, powerful tools to boost internal communications, employee engagement, and collaborations make SharePoint intranet the best choice for your organization.

Beyond Intranet is in SharePoint intranet development with 16 + years of experience. Contact us today, so we can help you with your specific intranet needs. 

Beyond Intranet has been recognized as the Top SharePoint Consultants by DesignRush.

About Author

Bhupendra Singh

Bhupendra is a Digital Transformation Expert and Microsoft 365 Consultant who helps organizations modernize the way they work using the Microsoft 365 suite of services. As a Microsoft Certified Teams Administrator Associate, with credentials in Microsoft 365 Fundamentals and the Microsoft Service Adoption Specialist assessment, he combines technical expertise with adoption strategies to drive meaningful business change.