Exciting 4 New Column Types in Microsoft Lists Forms

By João Ferreira Dec 17, 2024 Forms 0 Comments

Since their release, Microsoft Lists forms have evolved significantly, offering users more flexibility and functionality. Recently, four new column types have been introduced: Image, Location, Lookup, and Attachments.

These additions enhance the way you can capture and manage data. Let’s dive into what each column type is used for and explore some practical scenarios.

Image Column

The Image column allows you to add pictures directly into your list items. This is particularly useful for visual documentation and enhancing the context of your data.

Scenarios

• Product Catalogs: Include images of products to create a visually appealing catalog.
• Employee Directory: Add profile pictures to employee records for easy identification.
• Event Planning: Attach images of venues, decorations, or promotional materials.

Images uploaded to the Image column are stored as a hidden attachment in the list item. In the past they used to be uploaded to the SharePoint Site Assets library. If you need to learn more about the image column you can have a look here for a detailed article that explains the evolution of the image column and how to use it in Microsoft 365.

Location Column

The Location column enables you to capture geographical data, such as addresses or coordinates. This is ideal for scenarios where location information is crucial.

Scenarios

• Customer Addresses: Store customer addresses for delivery or service purposes.
• Event Locations: Track the venues of various events.
• Asset Management: Record the locations of physical assets like equipment or vehicles.

Lookup Column

The Lookup column allows you to reference data from another list. This is useful for creating relationships between different sets of data.

Scenarios

• Project Management: Link tasks to projects stored in a separate list.
• Inventory Management: Reference supplier information from a suppliers list.
• HR Systems: Connect employee records to department details stored in another list.

Lookup columns store references to items in other lists, ensuring data consistency and reducing redundancy.

Attachments Column

The Attachments column lets you add files to your list items. This is perfect for scenarios where supporting documents are needed.

Scenarios:

• Contract Management: Attach contract documents to client records.
• Incident Reports: Include photos, reports, or other files related to incidents.
• Expenses Report: Submit expenses for approval and add the receipts as an attachment to the list.

Attachments are stored in list item, similar to the Image column.

Conclusion

The introduction of these new column types in Microsoft Lists forms marks a significant enhancement in how you can capture, manage, and utilize data. Whether you’re adding images, capturing locations, referencing other lists, or attaching files, these columns provide the flexibility needed to tailor your lists to your specific needs. Explore these new features and see how they can streamline your workflows and improve data management in your organization.