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hello hello this is Mark Cashman I'm a senior product manager at Microsoft and want to spend a few minutes to share how you can use Microsoft lists to help track contacts people that you want to follow up with remember for the conversation that you had maybe you said that you would send them some Swag Like I sometimes send lists socks or List beanies so I want to make sure that I track who they are and how I can follow with them and why and it's really simple use of Microsoft lists I'm going to show you a final list that I have created and then backtrack it and show you how I got there some of the choices that I made and hopefully it's one of those use cases and scenarios that resonates with you you can create your own contacts list you can create a contact list for your team if you want to do that across multiple members you can create it in your own personal list space like what I'll show you today if it's just something that you are using for yourself at work to track people that you come in contact with either at events virtually over email no matter how they came in contact with you or you them it's just a simple way to keep organized with people and maybe some actions that you wanted to take after you met them so here we are on the Microsoft lists home page the Microsoft lists app in Microsoft 365 and just for visual Simplicity I'm going to go into full screen mode but if you can see here I'm in the Microsoft lists app within Microsoft 365 and I'm just going to hit f11 so we go to full screen so you can see a little bit more hopefully it comes across a little bit more clearly on your end but if you see here I've got my contacts list that I created and as I click into it you'll see it's pretty straightforward rows and columns I'm tracking The Who that I want to follow up with using the title which I renamed to the name column I got an image column in case I want to associate a selfie or a business card or their conference badge and then I'm tracking some things that just are meant for follow-up email phone which event when did I meet them what was the meeting about maybe it was specific to a question that they had or it was just a general Meetup or maybe like I mentioned it's follow-up for swag a couple of notes obviously nice to have always a notes column and then I'm just tracking whether I followed up or not and it's just a point in time and you can see I've got a little conditional formatting that if yes I followed up with them the row turns green and I get this little note that says yes it's just a yes no field that I I put a little smart 2. so that's the look and feel and kind of the what is this it's just a contacts list it's easy to access for me through web I'll show you this in Mobile and of course this is something that I have access to because I put it into my personal lists not one that I shared with the team although just as easy to do in a team space in Microsoft teams on a SharePoint site wherever it makes sense to track contacts the two other things that I want to show you that I did is beyond the standard row and column look and feel I created a calendar view so that I can look back and maybe by calendar see oh when did I meet this person go back in time I can see that Yep this is when I met with my dad there's the Howard Cashman if I click into it I can see that you know we took a nice selfie during coffee so beyond the calendar view I've also created a gallery view which is just again a fun way to review maybe more visually where was that person that I met when I was at the European SharePoint conference and if I remember them what they looked like or remembered what we were doing like this one here I had a nice evening event with the point work people Lars and Klaus and this is just when we went and had dinner afterwards but it's a really nice way to see things visualize your list in a different way and because it's all about the context especially if you have images Associated to them then this is just a really nice way way to see oh that's when I met with the SharePoint monkey or that's when I met with Microsoft lists and we talked about X or Y or they asked me this or that so I have three views very easy to create standard rows and columns created a calendar view using the month view we now have the ability to do it as a weak view as well or gallery view and then I just controlled what did I want each card to look like so if you get the sense of this particular list and what I'm tracking and some of the choices I've made let us start from fresh and build out this list adding The Columns adding the smarts creating the views and you'll see it's very easy to do so back on Microsoft lists home I'm going to go in create a new list I did this one as a blank one so create blank list give it a new name my contacts and I will choose a clipboard and blue just to differentiate with the one and if you notice here if it's just something that I'm using to track my contacts I'll put it in my list but I can also create this into any of the team spaces that I have available to me as you can see here you just choose one and it's technically where it gets stored the nice thing if you are creating this for a team is where you store it also means other people can access it use it add their own contacts if you're doing it across a team so I'm going to click create and this will give me a new list to work with and the first thing that I'm going to do because what I wanted to track is not just the title but I want to actually make this the person's name so I'm going to re-title the title column which you can now do very easily rename this column to name the next column that I want to add is an image column so I'll scroll down and grab an image column I'll title this one selfie just for fun and add the selfie emoji and click save next I want to add and collect somebody's email and here I chose to make it a hyperlink column solely so that it would be actionable so I can still name it email but when I actually go in and add somebody's email it's something I can just click on and it'll start a new email for me so I'll show you how to do that you just use the mail to colon and then their email address when you enter it in then I want to track the phone number here I'm just going to use a text field call it phone and then I'm going to go in and create a new Choice column to actually pre-populate the events and some of the things that I know I'm going to be doing through the year so I'm just going to call this event so I can remember where where did I meet this person or where did we talk so I'm just going to add a couple here just for a sake of time I'll add three so I can add educon DC Microsoft 365 conf and the upcoming EU collab Summit I'm going to add a lot more and I'll go back to the some of the things that I put into the broader list that I already have that exists like these anything I can associate it to a color I can rearrange the order if I have multiple events with similar name or the same company drives these events and I'm just creating a choice field I named it events and now I have a couple of choices so that when I go and add a person I can quickly choose the event without having to type it in next I want to create a date so a date and time column and I'll just call this meet date when did I meet this person and the one thing I wanted to do is set the default value as today's date which is a really nice feature if you're adding a new item whatever the date is today on that day that you're adding the list item is the date that's going to then be Associated to that list item so it also means in this case it's the time when you first met or remit at the certain time or event that person so if I default it to today's date at least pre-populates that with me I can always change it to any date that I desire then I'm going to create another Choice column and just put in what type of Meetup was this so I'll put up meet type and in these choices I'm going to have that it was maybe a Meetup or maybe this was a question that I'm going to follow up about or my favorite one which is swag and this is the one that we'll make sure is teal for SharePoint and list swag question might be something a little bit more red like I should follow up on a Meetup is just a general we had a great conversation I just wanted to remember what did we talk about and you know what did we and just what what type of conversation did we have and then last I got two more I'm going to add a multi-line of text so that I can put in some notes and I'm just going to call it notes multiple lines of text and then make sure to click save and then a follow-up which is the last column which is a yes and no and I'll just title it that this is the one that I'm going to add a little bit of smarts to so that I can see visually whether I have followed up with somebody but I'll set the default is no because until I actually follow with them the answer is no so I don't I don't want it to default to yes just yet so now that we've got our list all set up columns the way that we want them let us see what it looks like to then add an element so we're going to add some of our our favorite recent football friends so this is going to be messy and mbappe and I've got a selfie that I've taken with the two of them for the World Cup 2022 here is where if I want to enter in an actionable email I'm going to say m-e-ess-s-i MBA PPE at world cup.com solely so that it'll resolve into an email if it looks clickable the phone number here is 222-555-1212 and the event here I wish I could put in the world cup but we're going to say we met them at the Microsoft 365 conference you see here it takes today's date as the meet date but we know that this is going to be the Meetup on the 18th if you're tracking the World Cup and this is going to be where we're going to maybe get some football swag and I'm going to show my uh preference here and hopefully Argentina pulls in the lead with Messi I've been a messy fan for a while and like I said we have not yet followed up but I'll certainly be sending him a congratulations or congratulations to mbappe in France if they win so we've got our first item click save and there it goes so if you notice uh this is a pretty basic information the other thing that I noted was that we wanted to add some smarts into this so if I go into column settings format this column and switch over to format view I'm going to add the conditional rule I'll delete this one because I don't need that I'm going to create my own and when the column follow-up is equal to yes then I want this to be green and I'll show you what that looks like once it takes effect now if I go into this list item and I follow up and after that I send them the answer to the question or whatever information they're looking for I check to follow up meaning yes I followed up and now you can see here the line item has turned green that's what we call row conditional formatting and it's super easy to do especially with Choice fields or things like the yes no column set on some criteria is it this or that if yes or no create this color you can do it on the column level as well before we go back to the list that I already have created and have a lot of list items already let's show what it looks like to add a new item on mobile in the list mobile app for iOS from the home screen I'm going to click into contacts this new list and it looks great on mobile I can see as I scroll left to right it holds the name see the images email if I click into one you can see all the information same as you would with any list to be able to get all to the list item information if I click into one item and look at the image you can see it full screen looks great and now as I add a new item I'm just going to title this one me and then I'm going to take a selfie of myself pardon me here well I advertise for the Kraken and that's just now a new image for this list item that gets stored directly with the list you can choose the event that I Met Myself at any other details of course I can fill out like go Kraken don't forget hockey Emoji go cracking go cracking and then when I save this down this is a new list item with the image that's all set and ready for me no matter where I access this list it's got all the details I can add more here I can add more later on the web and of course it's just now a new item within this list that's really easy for me to take and create a new contact on the go so here's that new item that I just added on mobile this is what it now looks like through web and I've marked that it's for follow-up so you can see that now following up with Mark is green and maybe I want to go in and add a little bit more here so that what I didn't capture in Mobile I can follow up and do something like a male 2 and we'll do M Cashman at Microsoft .com and my phone number is 333-555-1212 and the Meetup type was and this was a one-on-one selfie that I took with myself so it was a true selfie so there you have it this is my contacts list that I'm going to use throughout the rest of 2022 and as you saw getting prepared with some of the events in 2023 I think it's a great use case for lists it's really easy to do and of course you can track and manage additional details more fewer whatever to your heart's content but don't forget to go in and create new views like calendar view don't forget to maybe create something that's more visual if you're tracking images these are really easy to create by going in create new view choose whichever view type you want like I did calendar view I did month or gallery view that makes it really easy and really to use Microsoft lists to help you track your contacts in whatever way works best for you throughout the year cross events across different ways that you meet people it's just an easy way to put the information in put some smarts in to help you track it and then have it be something that's easy to access on mobile easy to access on the web and of course if you're sharing any of this information from a team perspective it's an easy way for everybody to get access to this same context and follow-up and make sure that you are staying organized throughout the year with the people that you meet and the actions that you told those people you would follow up on I hope you love and enjoy Microsoft lists and if this gives you an idea of something new to try out make your own context list and if you have any other great ideas please let me know how you're using Microsoft lists have a great rest of 2022 and a great start to 2023