Add, edit, or delete list items

Add, edit, or delete list items

A SharePoint site can include a variety of list items, such as contacts, calendars, announcements, and issues-tracking. Your list can also include the following items: Text, Number, Choice, Currency, Date and Time, Lookup, Yes/No, and Calculated columns. For information about creating SharePoint lists, see Create a list in SharePoint.

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 list items, you must have edit permissions. If you don't see any options to add or edit list items, contact your SharePoint admin. To delete a complete list, see Delete a list in SharePoint.

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. Above the list, Select the + new item 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.

  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, select Attach File, and then select 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.

      Select Open, and then select 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. Select Save.

Add multiple items in Quick Edit view

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

  2. At the top of the list, select edit. This is the same thing as selecting the Quick Edit command on the List tab.

    Adding an item to a list inline

    To switch from list view to Quick Edit view from the ribbon, select 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 dialog appears 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 select the ellipse (...) in the Quick Edit listing next to each item.

  4. Do one of the following:

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

    • To delete an item, select the ellipsis next to the item, and then select Delete Item in the dropdown.

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 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. Select the name or title of the list.

  3. Select the ellipses (...) next to the item you want to edit, and then select Edit Item in the dropdown.

  4. In the list item, edit the information.

  5. Select Save.

Edit multiple items in Quick Edit view

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

  2. At the top of the list, select edit to enter Quick Edit view.

    Adding an item to a list inline

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

  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 select the ellipse (...) in the Quick Edit listing next to each item.

  4. When you are finished editing the information, select 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. Select the name or title of the list.

  3. Select the ellipses (...) next to the item you want to edit, and in the dropdown, select Edit Item. If you're in Quick Edit view, select the ellipse (...) next to an item.

  4. Select Edit, in the Actions group, select Attach File, and to locate the file, select Browse.

    Edit tab on ribbon with Attach File highlighted.

    Select Open, and then select Save or OK. If the Attach File command is unavailable, your list doesn't support attachments. Contact your SharePoint administrator or manager.

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

    Delete attachment

  6. Select 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. For more info, see Restore deleted items in Site recycle bin.

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

  2. Select 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. Select the checkmark to the left of the items you want to delete, and from the Manage section of the Items tab, select Delete Item.

    Delete Item

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.

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