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Add, edit, or delete list items

A SharePoint site can include a variety of lists, such as contacts, calendars, announcements, and issues-tracking. Regardless of the list type , the process is similar to add, edit, or delete list items. Your list can include Text, Number, Choice, Currency, Date and Time, Lookup, Yes/No, and Calculated columns. 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.

Note: To add, edit, or delete items in a list, you must have permission to contribute to the list. If you don't see an option to add or edit list items, contact your SharePoint administrator or manager.

Add a list to a page

  1. On the page that you want to add the list, click Page and then click Edit. If you don't see the Page tab, click settings Office 365 Settings button, and then click Edit Page.

    Edit the Page

    Note:  If the Edit command is disabled or doesn’t appear, you probably don’t have permission to edit the page. Contact your administrator or manager.

  2. Click the place on the page where you want to display the list, and click Insert and then click App Part.

  3. Select the App Part for the list and click Add.

  4. When you’re finished editing the page, click Save. In some cases, you have the option to Save as Draft or Save and Publish.

Important:  To add a list to a page, you need to have permissions to edit the page. Usually that means you have to be in the Members group for the site. Some pages cannot be edited--for example, the Site Contents page.

Add an item to a list

There are two ways to add an item to a list, 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 where you want to add an item.

  2. Click the + new item link above 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. Enter the information for the list item.

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

    • To attach a file or files to the list item, on the Edit tab, in the Actions group, click Attach File, and then click Browse to locate the file. Hold down the CTRL key when selecting files to attach more than one file.

      Edit tab on ribbon with Attach File highlighted.

      Click Open and then click OK. If the Attach File command is unavailable, your list doesn't support attachments.

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

  4. Click Save.

Add multiple items in spreadsheet view

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

  2. Click 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 in the List tab.

  3. Enter the information for the list item.

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

    Important:  You can't attach a file to multiple list items when editing in spreadsheet view. However, you can still attach a file to individual list items in the spreadsheet view. Follow the steps in Add an attachment to an existing item but click the ellipse (...) in the spreadsheet listing next to each item.

  4. Do one of the following:

    • When you're finished entering the information, click Stop editing this list.

    • To delete an item, click the ellipsis next to the item and then click Delete Item in the drop-down menu.

Edit one or more items and add attachments

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 Item

Edit a single item in a list view
  1. Navigate to the site containing the list where you want to edit an item.

  2. Click the name or title of the list.

  3. Click the ellipses (...) next to the item you want to edit and then click Edit Item in the drop-down.

  4. Edit the information in the list item.

  5. Click Save.

Edit multiple items in spreadsheet view
  1. Navigate to the site containing the list that you want to add an item.

  2. click 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.

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

    Important:  You can't attach a file to multiple list items when editing in spreadsheet view. However, you can still attach a file to individual list items in the spreadsheet view. Follow the steps in Add an attachment to an existing item but click the ellipse (...) in the spreadsheet listing next to each item.

  4. When you are finished editing the information, click Stop editing this list.

Add an attachment to an existing item
  1. Navigate to the site containing the list where you want to edit an item.

  2. Click the name or title of the list.

  3. Click the ellipses (...) next to the item you want to edit and then click Edit Item in the drop-down. If you're in Spreadsheet view, click the ellipse (...) next to an item._

  4. Click Edit, in the Actions group, click Attach File, and then click Browse to locate the file. Hold down the CTRL key when selecting multiple files to attach more than one file.

    Edit tab on ribbon with Attach File highlighted.

    Click Open and then click Save or OK. If the Attach File command is unavailable, your list doesn't support attachments. Talk to your SharePoint administrator or manager.

  5. To delete an attachment from a list item, click Edit Item. In the Attachments section on the form next to the attachment you want to remove, click Delete.

    Delete attachment

  6. Click Save.

Delete items from a list

Caution: Deleting items may be permanent and you might 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. See Restore content with the Recycle Bin for more info.

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

  2. Click the title of the list in which you want to work.

    List Web Part with arrow pointing at the title link.

    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 or manager.

  3. Choose the Items tab, check the items you want to delete, and then click Delete Item from the Manage section of the Items tab.

    Delete Item

Restore deleted items from Recycle Bin

If you delete an item from your list, but want to recover it follow these steps.

  1. Click Recycle Bin in the Quick Launch bar on the left of the screen.

    Choose Recycle Bin on left navigation.

    If you don't see the Recycle Bin on the Quick Launch bar, follow these steps:

    • Click Settings Office 365 Settings button, and then click Site Content.

    • The Recycle Bin is in the top right portion of the Site Content page.

      View of recycle bin button inside Site Contents.
  2. Check the item or items you want to restore and then click Restore Selection to recover the selected files.

Note:  If you don’t see the item you’re looking for, it may have exceeded the holding time limit and already deleted. But all is not lost. You can contact your administrator who may be able to restore it.

Add items to a list by sending email

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

Note: Email is disabled for SharePoint Online due to the performance concerns, as well as security, data requirement, legal compliance and scalability concerns.. You can only enable email for on-premisses versions of SharePoint.

Obtain the email address for the list by doing one or more of any of the following:

  • Look in the address book of your email program. If the email 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 email 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 email address of the list to its description.

  • View the email settings for the list, if the email 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 email.

    2. Click the title of the list you want to use.

      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. Click List Settings, in the Settings group, on the List tab.

      List Settings button

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

Note: If email Address does not appear on the List Settings page, your site is not set up for email.

Add files by sending email

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

Send email to a list
  1. In your email 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 email or calendar application.

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

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

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

  3. Send the message.

Depending on the settings of your email server, it may take a few moments for your list item to appear. If you do not see the item in the list, refresh the browser.

Note: If you send a calendar item to a site by using email, 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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