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.

Thanks to customer feedback, this article was updated July 25, 2016.

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.

    Notes: Does your Office 365 or SharePoint online screen look different from the examples here? If so you can click Return to classic SharePoint to follow the steps in this article. Setting to Classic mode is session dependent, and isn't permanent. To get back, close all browser windows, reopen the browser, and log back in to Office 365 and SharePoint.

    If you're a list or site owner, or administrator, see Switch the default for document libraries from new or classic for the steps to set the default experience. The steps are the same though you'll want to click List settings, rather than Library settings.

  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. Depending on how your site is configured, you may 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 Quick Edit 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 data into a column (field) that 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.

  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

    You can easily switch from list view to Quick Edit view from the ribbon 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 Quick Edit view. However, you can still attach a file to individual list items in the Quick Edit view. Follow the steps in Add an attachment to an existing item but click the ellipse (...) in the Quick Edit 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.

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 in the Quick Edit 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 Quick Edit 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 to enter Quick Edit view.

    Adding an item to a list inline

    You can also click the List tab, and then click Quick Edit. You can switch from list view to Quick Edit view from the ribbon by selecting the View and Quick Edit commands on the List tab.

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

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

    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.

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. You can select one or more items to delete at a time. Click the check mark to the left of 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. Select 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.

Leave us a comment

Was this article helpful? If so, please let us know at the bottom of this page. If it wasn't helpful, let us know what was confusing or missing. Please be as specific as possible. We'll use your feedback to double-check the steps, fix errors, and update this article.

Was this information helpful?

Great! Any other feedback?

How can we improve it?

Thank you for your feedback!

×