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Fix Missing Tasks and Duplicate Categories in Microsoft Lists

Olivia Miller Sep 28, 2026 868 views

Question details

The user needs to resolve an issue in Microsoft Lists where fields are blank, tasks are missing, and duplicate categories cannot be deleted.

How to Fix Missing Tasks and Duplicate Categories in Microsoft Lists

Product: Microsoft Lists
Device & OS: not provided
Scenario: Managing tasks and updating category statuses within a Microsoft List on the web or Teams.
Observed behavior: The list displays blank fields and missing tasks, and the 'In progress' category appears twice and cannot be removed.

Before you start

Ensure you have Site Owner or Member permissions with edit rights for the underlying SharePoint site to modify list settings and column properties.

Solution 1Recommended

Verify List Views and Edit Column Settings

Checking the list's view settings and column properties can resolve hidden items and allow you to remove duplicate choice values.

Because Microsoft Lists runs through SharePoint, problems with missing items or duplicate fields are often caused by improper view filters or corrupted column choices. Accessing the list directly from SharePoint provides more comprehensive settings.

Open the list in SharePoint

Instead of viewing the list in Microsoft Teams, navigate to the underlying SharePoint site where the list is hosted and open it in your web browser.

Check view filters

Click the view dropdown menu at the top right of the list, select 'Edit current view', and ensure no filters or groupings are accidentally hiding your tasks.

Access list settings

Click the gear icon (Settings) in the top right corner and select 'List settings'. Scroll down to the Columns section and click on the affected category column (e.g., Status).

Remove duplicate categories

In the column settings, review the choice values in the text box. Manually delete or rename the duplicate 'In progress' entry, then click 'OK' to save your changes.

Verify List Views and Edit Column Settings

Wait for synchronization: After saving the column settings, it may take a few moments for the changes to reflect across SharePoint and Microsoft Teams.

Solution 2

Contact Microsoft 365 Administrator

If the list schema is corrupted and settings cannot be changed manually, you will need to escalate the issue to your IT administrator.

Free Microsoft Office alternative

Manage Your Tasks and Data with WPS Office

While WPS Office doesn't directly repair Microsoft Lists backend issues, WPS Spreadsheet offers a powerful, lightweight, and free alternative for managing tasks, project statuses, and structured data. Enjoy full compatibility with Microsoft Excel formats and a familiar interface without the complex SharePoint setups.

1. Export your list: Export your current Microsoft List data to an Excel (.xlsx) file format.
2. Open in WPS Spreadsheet: Launch WPS Office and open the exported file to view all your tasks locally.
3. Manage categories easily: Use the Data Validation feature in WPS Spreadsheet to recreate, edit, and manage your dropdown categories without duplicate errors.

Easily manage task lists and drop-down categories without complex SharePoint configurations.Fully compatible with Microsoft Excel (.xlsx, .xls) formats for seamless data migration.Free, lightweight, and fast-loading office suite for everyday productivity.Familiar tabbed user interface, requiring zero learning curve for new users.

microsoft office alternative - wps office

Frequently Asked Questions

Why is my Microsoft List missing items?

Items may appear missing if the current view has active filters or groupings applied. Check the 'Edit current view' settings to ensure all tasks are set to display without restrictive filters.

Can I download a desktop app for Microsoft Lists?

No, Microsoft Lists does not have a standalone desktop application. It is a web-based service accessed through Microsoft 365, SharePoint, or as an integrated tab within Microsoft Teams.

How do I delete a duplicate category choice in Lists?

Go to 'List settings' from the gear icon, select the specific column containing the duplicate category, manually delete the duplicate text from the choices box, and click OK to save your changes.

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