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 type of list you are updating, 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 one or more files to a list item to provide additional details, such as a spread sheet containing supporting numbers or a document containing background information.


 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

There are two ways to add an item to a list. You can add an item by using a form, which is the default method, or you can add an item in line, which means you add the item directly on the list page.

 Note    Some lists may appear in Web Parts, which are basic buildings blocks of pages on a site. For example, the Announcements, Calendar, and Links lists appear in Web Parts on the default home page. When a list appears in a Web Part, you may be able to add items to the list without directly opening up the list. However, if you do not see the link to add a new item to a list, you need to directly open the list.

Add an item by using a form

  1. Navigate to the site containing the list for which you want to add an item.
  2. Click the name of the list on the Quick Launch (the left navigation pane), or click Settings SharePoint Online Public Website Settings button, click Site contents, and then in the appropriate list section, click 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.

  1. In the ribbon, click the Items tab, and then in the New group, click 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.

  1. Enter the information for the list item. Note the following:
  • You must enter information if the column label has a red asterisk next to it.
  • To attach a file to the list item, in the ribbon, on the Edit tab, in the Actions 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 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.
  1. Do one of the following:
  • When you are finished entering the information, click Save, at the bottom of the form.
  • To discard any information you entered, click Cancel at the bottom of the form.

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Add or edit an item inline

  1. Navigate to the site containing the list for which you want to add an item.
  2. Click the name of the list on the Quick Launch, or click Settings SharePoint Online Public Website Settings button, click Site contents, and then in the appropriate list section, click 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.

  1. Click edit at the top of the list.

Adding an item to a list inline

  1. Enter the information for the list item. Note the following:
  • For columns that require information, if you do not enter anything, an error message displays next to the column.
  • You cannot attach a file to a list item when editing inline. However, you can still attach a list item by adding the item with a form.
  1. Do one of the following:
  • When you are finished entering the information, click Stop editing this list.
  • To discard any information you entered, click the ellipsis …next to the item and click Delete Item from the drop-down menu.

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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 more of the following:

  • Look in the address book of your e-mail program. If the e-mail address is not there, you need to obtain 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. Click the name of the list on the Quick Launch, or click Settings SharePoint Online Public Website Settings button, click View Site Contents, and then in the appropriate list section, click 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.

  1. In the ribbon, on the List tab, in the Settings group, click List Settings.

List Settings command

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

 Note    Your site must be enabled for email. If E-Mail Address does not appear on the List Settings page, your site has not been enabled 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 enables its members to 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.
  1. 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.
  2. Send the message. In most e-mail applications, you click Send to send the message.
  3. 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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Edit an item in a list

There are two ways to edit an item in a list. You can edit an item by using a form, which is the default method, or you can edit an item in line, which means you edit the item directly on the list page.

 Note    If the list is set up to track versions, a new version of the list item is created each time you edit a list item. You can view a history of how the list item has changed and restore a previous version if you make a mistake in a newer version.

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Edit an item by using a form

  1. Navigate to the site containing the list for which you want to edit an item.
  2. Click the name of the list on the Quick Launch, or click Settings SharePoint Online Public Website Settings button, then click Site contents, and then in the appropriate list section, click 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.

  1. Click the check mark next to the item you want to edit.
  2. In the ribbon, on the Items tab, in the Manage group, click Edit Item.

 Note    You can also click the ellipsis --- next to the item and select Edit item from the menu.

Edit Item

  • Edit the information in the list item. Note the following:
  • You must enter information if the column label has a red asterisk next to it.
  • To attach a file to the list item, in the ribbon, on the Items tab, in the Actions 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.
  • 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, click Delete.

Delete attachment

  1. Do one of the following:
  • When you are finished entering the information, in the ribbon, on the Edit tab, in the Commit group, click Save, or at the bottom of the form, click Save.
  • To discard any information you entered, in the ribbon, on the Edit tab, in the Commit group, click Cancel.

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Delete one or more 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. Click the name of the list on the Quick Launch, or click Settings SharePoint Online Public Website Settings button, click Site Contents, and then in the appropriate list section, click 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.

Click the check mark in the check mark column corresponding to the items you want to edit and click Delete Item.

Delete Item

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Applies to:
Office 365 Enterprise, Office 365 Enterprise admin, Office 365 Midsize Business, Office 365 Midsize Business admin, Office 365 operated by 21Vianet - Enterprise, Office 365 operated by 21Vianet - Enterprise admin, Office 365 operated by 21Vianet - Midsize Business, Office 365 operated by 21Vianet - Midsize Business admin, Office 365 operated by 21Vianet - Small Business, Office 365 operated by 21Vianet - Small Business admin, Office 365 Small Business, Office 365 Small Business admin, SharePoint Foundation 2013, SharePoint Online Enterprise (E1), SharePoint Online Enterprise (E3 & E4), SharePoint Online operated by 21Vianet - Enterprise (E1 & E2), SharePoint Online operated by 21Vianet - Enterprise (E3 & E4), SharePoint Online operated by 21Vianet - Small Business, SharePoint Online Small Business, SharePoint Server 2013 Enterprise, SharePoint Server 2013 Standard