Others

How to Add an Auto-Updating Directory to Microsoft Lists

Maira Mehtab Sep 22, 2026 868 views

Question details

The user wants to display an automatically updated department directory inside the task-creation interface in Microsoft Lists.

Product: Microsoft Lists
Device & OS: not provided
Scenario: Creating tasks and assigning them to team members using a dynamic, always-up-to-date employee or department directory.
Observed behavior: Microsoft Lists does not include a native, standard feature for embedding an auto-updating department directory directly within its default task-creation interface.

Before you start

Ensure you have an active Microsoft 365 subscription with access to Microsoft Power Apps, and verify that you have the necessary permissions to customize forms within your Microsoft List.

Solution 1Recommended

Create a Custom Form Using Power Apps

Since Microsoft Lists does not natively support embedding an auto-updating directory, you can build a customized interface using Power Apps to combine your directory data and task assignments.

Power Apps allows you to replace the default Microsoft Lists entry form with a highly customizable interface. By connecting a dynamic directory source (like Office 365 Users), you can ensure the task-creation interface always reflects the latest personnel updates.

Integrate Power Apps with Microsoft Lists

Open your Microsoft List, click on 'Integrate' in the top command bar, select 'Power Apps', and then choose 'Customize forms'.

Connect Your Directory Data Source

Once the Power Apps studio opens, go to the Data panel and add a connection to your directory, such as the 'Office 365 Users' connector or a specific Azure Active Directory group.

Design the Custom Interface

Insert a gallery or a dropdown control into your form, and set its 'Items' property to your directory data source. This allows users to search and select up-to-date department members while assigning tasks.

Save and Publish the Form

Click 'File', choose 'Save', and then click 'Publish to SharePoint'. Your custom form will now replace the default task-creation interface in Microsoft Lists.

Submit a Feature Request: For additional implementation help, you can consult the Power Apps community. If you prefer a native feature, consider submitting an idea to the official Microsoft Lists feedback portal.

Free Microsoft Office alternative

Manage Data and Tasks Effortlessly with WPS Office

While Microsoft Lists requires Power Apps for advanced directory integrations, you can easily manage team rosters, directories, and task assignments using the highly compatible WPS Spreadsheet. It is a lightweight, free alternative to Microsoft Office that supports all major document formats and complex data validation.

Fully compatible with Microsoft Excel (.xlsx) formats for easy directory and task management.Built-in data validation and dynamic dropdown lists to streamline task assignments without coding.Lightweight, fast, and completely free to use.Familiar, tabbed user interface for seamless migration from Microsoft Office.

microsoft office alternative - wps office

Frequently Asked Questions

Can I link an Excel directory directly to Microsoft Lists?

You can import an Excel table to create a new list, but it will not automatically sync future updates made to the original Excel file. For auto-updating directories, advanced integrations like Power Automate or Power Apps are required.

Is Power Apps free to use with Microsoft Lists?

Power Apps capabilities for customizing SharePoint or Microsoft Lists forms are generally included in most enterprise Microsoft 365 plans, but you should verify your specific license to ensure you have access.

Where can I request new features for Microsoft Lists?

You can submit feature requests, such as native auto-updating directories, and vote on existing ideas by visiting the official Microsoft Feedback portal and navigating to the Microsoft Lists section.

Office Quick Solutions