For Microsoft, productivity is always a work in progress, and this is why organizations are checking out SharePoint Lists against Microsoft Lists to see which one works best. While both options are useful for structured data management, its purposes, functionalities, and governance differ.
This article looks at the differences between SharePoint Lists and Microsoft Lists so that by the end of it, one knows the main differences, advantages, and the proper usage of each by 2025.
It’s no surprise that both Microsoft and SharePoint remain top of the pack list.
Comprehending SharePoint Lists and Microsoft Lists
Prior to going into the variations, let’s explain each tool:
What Is SharePoint List?
A SharePoint List is defined as a data set that users of a SharePoint site can use to manage structured data within a site collection. It operates like a database and comes with advanced functionalities such as metadata, versioning, and workflow automation. SharePoint Lists have existed for quite some time and are part and parcel of SharePoint Online and SharePoint Server.
What Are Microsoft Lists?
Microsoft Lists is a new application of SharePoint Lists and more user friendly. It became available in late 2020 and can be accessed as a standalone application within the Microsoft suite. It also works with Microsoft Teams, Microsoft Power Apps, and Microsoft Power Automate.
Key Differences Between SharePoint Lists and Microsoft Lists
| Feature | SharePoint Lists | Microsoft Lists |
| Where It Lives | Inside SharePoint | Standalone in Microsoft 365 (though still powered by SharePoint under the hood) |
| User Experience | Classic UI with advanced settings | Modern UI with improved templates and formatting |
| Accessibility | Requires SharePoint permissions | Available via Microsoft Lists app, Teams, and browser |
| Templates | Custom templates via SharePoint | Ready-to-use templates for common use cases |
| Collaboration | Requires SharePoint access | Easier sharing, including external users |
| Customization | More advanced settings and metadata capabilities | Easier-to-use customization tools |
| Integration | Works within SharePoint environments | Works seamlessly across Microsoft 365 apps |
| Security & Governance | Enterprise-grade permissions and compliance features | Simplified sharing with fewer restrictions |
When To Utilize Microsoft Lists and SharePoint Lists
Utilize SharePoint Lists When:
- The ability to control data access is required at the Enterprise level.
- Your organization needs deep customization, including metadata, workflows, and complex data schemas.
- You need to incorporate SharePoint Online sites, libraries, or web parts.
- Your organization needs to stay compliant but already has existing SharePoint infrastructure.
Utilize Microsoft Lists When:
- Ease of use, fast deployment, and simple list management tools are required.
- Collaboration within Microsoft Teams and minimal restrictions for external list access is desired.
- Templates are required for project tracking, inventory management, or issue tracking.
- You want automation and formatting tools in a modern user interface.
How These Tools Negatively Impact Organizations
Example 1: IT Asset Management
• An organization tracks IT assets and automates approval workflows with compliance policies in SharePoint Lists Choose.
• A small enterprise uses Microsoft Lists to build a simple asset tracker in Teams that does not require cumbersome governance rules.
Example 2: New Employee Induction
• In a regulated company, HR uses SharePoint Lists to maintain onboarding documents with versioning control as well as meeting compliance requirements.
A startup’s HR team uses Microsoft Lists to track new hires and their progress in an easy-to-share format.
Example 3: Project Management
• Power Automate is integrated into the SharePoint List for reporting and approvals while managing companywide projects.
• A Microsoft Teams connection is integrated with a Microsoft List for small teams to track their deadlines, tasks, and statuses visually.
Which One Should You Choose In 2025?
SharePoint Lists vs Microsoft List is a matter of your organizational requirements:
• For granular data control, compliance through audit restrictions, SharePoint Lists are the most suitable.
• Microsoft Lists is easier to use and more flexible compared to SharePoint Lists, especially when used with Teams.
• SharePoint Online users can benefit from more integrated solutions with SharePoint compliance.
• For visually pleasing and easy to manage lists, Microsoft Lists is ideal.
How to Select a Microsoft Sharepoint Development Company
Sharepoint development companies can be useful for advanced requirements such as customization, workflows, or system already in use. A Microsoft Sharepoint developer consultant can modify SharePoint Lists according to business requirements. For automation and security compliance along with custom SharePoint application development services, professional consultants provide kindergarten solutions.
Final Thoughts
SharePoint Lists and Microsoft Lists are each their own powerful tools for specific use cases. In 2025, with Microsoft working on both platforms, it is critical to assess your needs carefully to adapt the tool most suitable for your collaboration, security, and ease of use requirements.
If utilized properly, these tools can help increase a business’s operational efficiency, productivity, and even facilitate effective information management across various teams.
Need help? A Microsoft SharePoint developer or a professional SharePoint development service can help you make the most of these tools.
So, what do you think? Do you have a preference between SharePoint Lists and Microsoft Lists? Please comment below.
