Add, edit, or delete list items

Applies to: SharePoint Online, Office for business, Office 365 Small Business, SharePoint Server 2016, SharePoint Foundation 2013, SharePoint Server 2013 Enterprise, SharePoint Server 2013.

A SharePoint site can encompass a range of lists, such as contacts, calendars, announcements, and issues-tracking. Irrespective of the list type, the process is akin to add, edit, or delete list items. Your list can comprise Text, Number, Choice, Currency, Date and Time, Lookup, Yes/No, and Calculated columns. You can also attach files to a list item to offer supplementary details, like a spreadsheet including supporting numbers or a document containing background information. To delete a complete list, see Add, change, or delete a list or library on a page.

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.

Updated November 30, 2016 thanks to customer feedback.

Add a list to a page

  1. On your desired page that you seek to create the list, click Page and then click Edit. If the Page tab is still hidden to you, pick Settings Office 365 Settings button , and then choose Edit Page.
Edit the Page

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 experience is session dependent, and isn’t permanent unless your administrator configures it. To get back, close all browser windows, reopen the browser, and log back in to Office 365 and SharePoint.

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

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

  1. 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.

Add single items in list view

  1. Visit the site including your preferred list for inserting an item.
  1. 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.

  1. Type the information for the list item.

  • You must input data into a column (field) with an asterisk * beside 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.
  1. Click Save.

Add multiple items in Quick Edit view

  1. Find your relevant site with the list for adding an item.
  1. 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.

  1. State the information for the list item. For columns that need data, 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.

  1. Do one of the following:
  • After you’re finished typing the information, click Stop editing this list.
  • To delete an item, click the ellipsis adjacent to the item and then click Delete Item in the drop-down menu.

Edit one or more items and add attachments

Similar to adding items, there are two ways to edit an item in a list. You can edit an item in list view, which is the basic method, or you can modify several items in the Quick Edit view.

Edit Item

Edit a single item in a list view

  1. Find your appropriate site with the list in which you want to edit an item.
  1. Click the name or title of the list.
Adding an item to a list inline
  1. Click the ellipses () next to the item you want to edit and then click Edit Item in the drop-down.
  1. Edit the information in the list item.
  1. Click Save.

Edit multiple items in Quick Edit view

  1. Go to your specific site containing your desired list for inserting an item.
  1. 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.

  1. Edit item information exactly 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.

  1. Once you are finished editing the information, click Stop editing this list.

Add an attachment to an existing item

  1. Locate the site with your preferred list for changing an item.

  1. Click the name or title of the list.

  1. 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.
  1. 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.

  1. 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
  1. Click Save.

Delete one or more 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 deleted items in Site recycle bin for more info.

  1. Find the site with your sought list for erasing the items.
  1. 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.

  1. You can pick one or more items to delete at a time. Click the checkmark 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. If you don’t see the Recycle Bin on the Quick Launch bar, follow these steps:
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 zone of the Site Content page.
View of recycle bin button inside Site Contents.
  1. Choose your preferred item or items you want to restore and then click Restore Selection to recover the picked 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 or delete a column from a list

To add columns to lists, see Create a column in a list or library.

To delete columns from lists, see Delete a column in a list or library.

Views can show different columns, so you can hide columns without deleting. For more info, see Create, change, or delete a view of a list or library.

Additional resources

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