Microsoft Lists How-To Guide for Task 3

Access Microsoft Lists on iPad

Use Microsoft Lists in a web browser.

1. Open Safari or Edge.
2. Go to https://office.com/launch/Lists.
3. Sign in with your school Microsoft account.
4. Open Microsoft Lists.
5. Use the browser version for the task. Do not use the retired Lists mobile app.

Create the List

1. Select New list.
2. Choose Blank list.
3. Name it Task 3 Equipment Loans - Firstname Lastname.
4. Add a short description: Single-table database for tracking school equipment loans.
5. Choose a colour and icon if available.
6. Create the list.

Rename the Title Column

Microsoft Lists starts with a default Title column. Use it for the item name.

1. Open the list.
2. Select the Title column heading.
3. Open column settings.
4. Rename it to ItemName.

Add the Primary Key Equivalent

1. Add a new column.
2. Choose Single line of text.
3. Name it LoanID.
4. Open column settings.
5. Set the column to required.
6. Set it to enforce unique values if this option is available in your settings.
7. Use values such as LOAN-001, LOAN-002, LOAN-003.

If unique values are not visible in the simple column panel, check the full column settings or list settings. If it is not available in the test environment, clearly document that LoanID was designed as the unique identifier and keep all LoanID values different.

Add Suitable Data Types

Create columns that match the kind of data being stored.

Enter Sample Data

1. Select New.
2. Enter one loan record.
3. Save.
4. Repeat until you have at least 12 records.
5. Include a mix of returned and unreturned items.
6. Include at least two overdue examples.
7. Include at least one damaged or follow-up example.

Create a Query View

A query in this task means a saved view that filters, sorts, groups, or selects records.

1. Start from your list.
2. Filter or sort using the column headings.
3. Choose the columns that should be visible.
4. Open View options.
5. Save the view with a clear name.

Useful query view names:

• Current Loans
• Overdue Loans
• Year 12 Loans
• Damaged or Follow Up

Create a Report View

A report view is designed for reading and evidence.

1. Create or open a useful view.
2. Hide unnecessary columns.
3. Keep important fields visible.
4. Sort or group the records to make patterns clear.
5. Save with a report-style name, such as Weekly Loan Summary.
6. Capture screenshot or print/PDF evidence if instructed.

Improve the Visual Interface

Make the database easy for a user to navigate.

• Use clear view names.
• Put important fields near the start.
• Hide columns that are not needed in each view.
• Keep form fields in a logical order: ID, item, borrower, dates, status, condition, notes.
• Use choice fields so users do not type inconsistent values.
• Test the form on iPad in the browser.

Common Mistakes

• Using only text columns for everything.
• Forgetting a unique key field.
• Creating filters but not saving them as views.
• Making report views too wide to read.
• Leaving Title as a vague field name.
• Not entering enough sample records to test the views.
• Writing documentation that only describes the task instead of explaining the actual database built.