Add, edit, or delete list items

A site can include a variety of lists — from contacts and calendars to announcements and issues-tracking. Regardless of the list type , the process is similar for adding, editing, and deleting list items. You can create a list with a variety of columns, including Text, Number, Choice, Currency, Date and Time, Lookup, Yes/No, and Calculated. You can also attach files to a list item to provide additional details, such as a spreadsheet containing supporting numbers or a document containing background information.

Important   If you're working with documents, see Using document libraries for online collaboration in Office.

Notes   

  • To add, edit, or delete items in a list, you must have permission to contribute to the list.

  • The process of adding, editing, and deleting list items in Datasheet View is described in SharePoint Help.

What do you want to do?

Add an item to a list

Add single items in list view

Add multiple items in spreadsheet view

Edit an item in list view

Edit multiple items in spreadsheet view

Delete items from a list

Add items to a list by sending e-mail

Other things you might want to do

Add an item to a list

There are two ways to add an item to a list. You can add single items in list view, or multiple items in spreadsheet view.

Add single items in list view

  1. Navigate to the site containing the list for which you want to add an item.

  2. Select Settings SharePoint Online Public Website Settings button > Site contents, and then in the appropriate list section, select the name of the list.

    Note    A site can be significantly modified in appearance and navigation. If you cannot locate an option, such as a command, button, or link, contact your administrator.

  3. Select the Items tab, and then in the New group select New Item.

    If additional content types have been added to the list, click the arrow next to New to display other choices, such as New Support Issue or New Vendor.

  4. Enter the information for the list item.

    • You must enter information if the column (field) label has a red asterisk next to it.

    • To attach a file to the list item, on the Edit tab, in the Actions group, select Attach File, select Browse to locate the file, and then select OK. You can attach more than one file for each list item. If the Attach File command is unavailable, your list may not support attachments.

    • Depending on the list, additional commands may be available on the Custom Commands tab on the ribbon.

  5. Select Save.

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Add multiple items in spreadsheet view

  1. Navigate to the site containing the list for which you want to add an item.

  2. Select Settings SharePoint Online Public Website Settings button > Site contents, and then in the appropriate list section, select the name of the list.

    Note    A site can be significantly modified in appearance and navigation. If you cannot locate an option, such as a command, button, or link, contact your administrator.

  3. Select edit at the top of the list. This is the same thing as selecting the Quick Edit command on the List tab.

    Adding an item to a list inline

    Note    You can easily switch from list view to spreadsheet view by selecting the View and Quick Edit commands respectively.

  4. Enter the information for the list item.

    • For columns that require information, an error message displays if you don't enter anything..

    • Important: You cannot attach a file to a list item when editing in spreadsheet view. However, you can still attach a list item by editing the item in list view.

  5. Do one of the following:

    • When you are finished entering the information, select Stop editing this list.

    • To discard any information you entered, click the ellipsis … next to the item and select Delete Item from the drop-down menu.

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Edit an item in a list

Just as with adding items, there are two ways to edit an item in a list. You can edit an item in list view, which is the default method, or you can edit multiple items quickly in spreadsheet view.

Edit an item in list view

Edit Item

  1. Navigate to the site containing the list for which you want to edit an item.

  2. Select Settings SharePoint Online Public Website Settings button > Site contents, and then in the appropriate list section, select the name of the list.

    Note    A site can be significantly modified in appearance and navigation. If you cannot locate an option, such as a command, button, or link, contact your administrator.

  3. Select the ellipses... next to the item you want to edit and then choose Edit Item from the drop-down.

  4. Edit the information in the list item. You'll be required to enter information if the column label has a red asterisk next to it.

  5. To attach a file to the list item, on the Items tab, in theActions group, click Attach File, click Browse to locate the file, and then click OK . You can attach more than one file for each list item. If the OK command is unavailable, your list may not support attachments.

  6. To delete an attachment from a list item, select Edit Item, and then in the Attachments section on the form, next to the attachment you want to remove, select Delete.

    Delete attachment

Edit multiple items in spreadsheet view

  1. Navigate to the site containing the list for which you want to add an item.

  2. Select Settings SharePoint Online Public Website Settings button > Site contents, and then in the appropriate list section, select the name of the list.

    Note    A site can be significantly modified in appearance and navigation. If you cannot locate an option, such as a command, button, or link, contact your administrator.

  3. Select edit at the top of the list.

    Adding an item to a list inline

    Note    You can easily switch from list view to spreadsheet view by selecting the View and Quick Edit commands respectively.

  4. Edit item information as you would in a spreadsheet.

    Important: You cannot attach a file to a list item when editing in spreadsheet view. However, you can still attach a list item by editing the item in list view.

  5. When you are finished editing the information, select Stop editing this list.

Delete items from a list

Important    Be careful when you delete items. Deleting items may be permanent and you may not be able to recover them. Consider moving or archiving the items instead. Depending on how your site was configured, you may be able to recover the items and its contents from the Recycle Bin.

  1. Navigate to the site containing the list for which you want to delete the items.

  2. Select Settings SharePoint Online Public Website Settings button > Site contents, and then in the appropriate list section, select the name of the list.

    Note    A site can be significantly modified in appearance and navigation. If you cannot locate an option, such as a command, button, or link, contact your administrator.

    Choose the Items tab and then select the check mark next to the items you want to delete and select Delete Item from the Items tab.

    Delete Item

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Add items to a list by sending e-mail

Discussion boards, announcements, and calendars can be set up so that people can add items by sending e-mail, if your site is enabled to receive content by e-mail. Blog posts can be submitted by e-mail, although blog comments cannot be submitted. Other lists can be set up to receive e-mail with custom solutions called e-mail handlers.

Obtain the e-mail address for the list by doing one or moreany of the following:

  • Look in the address book of your e-mail program. If the e-mail address is not there, you need to get it from the person who set up the list. Then you can add it to the contacts list of your e-mail program, so that you can easily find it later.

  • View the description of the list, which appears just under the title of the list. Your site owner may have added the e-mail address of the list to its description.

  • View the e-mail settings for the list, if the e-mail address does not appear in the description of the list and you have permission to view the list settings:

    1. Navigate to the site containing the list for which you want to send files by e-mail.

    2. Select Settings SharePoint Online Public Website Settings button > Site contents, and then in the appropriate list section, select the name of the list.

      Note    A site can be significantly modified in appearance and navigation. If you cannot locate an option, such as a command, button, or link, contact your administrator.

    3. On the List tab, in the Settings group, select List Settings.

      List Settings button

  • On the List Settings page, if the list is set up to receive e-mail, its address appears under Communications, next to E-mail Address.

Note    If E-Mail Address does not appear on the List Settings page, your site is not set up for e-mail.

Add files by sending email

  • Use the e-mail address of your SharePoint group to send the list item as an e-mail message. Your organization may have its own e-mail list, called a SharePoint group, which lets its members send e-mail to each other. The SharePoint group address can contain the addresses of lists, so that when you send e-mail to members of the group, attachments to the messages are automatically added to your SharePoint site.

Send e-mail to a list

  1. In your e-mail application, prepare the item that you want to send in one of the following ways:

    • To send a discussion item or to post an item to a team blog, include your content in the body of the message.

    • To send a calendar item, send a meeting request or an appointment from your e-mail or calendar application.

    • To send a picture, form, or document, add that item as an attachment to your message.

    • To send a standard e-mail message or reply, include your content in the body of the message as you do with any e-mail message.

  2. In the To or Cc box, enter the address of the list. If your SharePoint group already includes the list, enter the e-mail address of the SharePoint group instead.

  3. Send the message. In most e-mail applications, you select Send to send the message.

  4. The item is added to the list and should appear in the list. If you do not see the item in the list right away, refresh the browser.

Depending on the settings of your e-mail server, it may take a few moments for your list item to appear.

Note   If you send a calendar item to a site by using e-mail, you need to let your meeting attendees know if the meeting changes. If you change the meeting details on the site, meeting updates and cancellations are not sent automatically from the site.

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Other things you might want to do

Applies To: SharePoint Foundation 2013, Office 365 End User, SharePoint Server 2013 Preview, SharePoint Server 2013 Enterprise, SharePoint Online



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