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How to Create Subtasks in Microsoft Lists: Best Workarounds
Question details
The user is looking for a way to break down project items into individually trackable subtasks within Microsoft Lists.
- Product
- Microsoft Lists
- Device & OS
- not provided
- Scenario
- Tracking complex projects that require smaller checklist items or subtasks under a parent task.
- Observed behavior
- Microsoft Lists currently lacks a native, built-in feature specifically designed for creating subtasks or checklists within an item.
Before proceeding, evaluate the complexity of your tasks. If you only need simple steps, column-based workarounds are sufficient, but complex multi-level dependencies might require using a separate dedicated list.
Method 1: Use a Separate List with a Lookup Column
Create a dedicated subtask list and link it to your main task list using a Lookup column for detailed progress tracking.
This method is ideal if your subtasks require their own deadlines, assignees, or detailed descriptions.
Navigate to Microsoft Lists and click 'New list' to create a blank list specifically for your subtasks.
In your new Subtasks list, select 'Add column', choose 'Lookup', and configure it to pull data from the Title column of your main project list.
Create a Choice column named 'Status' with options such as 'Not Started', 'In Progress', and 'Completed' to track the individual progress of each subtask.
Method 2: Create Subtask Columns in the Existing List
If your subtasks are identical across all project items, adding specific Choice or Yes/No columns directly to the main list is a quick alternative.
Manage Tasks Effectively with WPS Office
Since Microsoft Lists lacks native subtasks, you might find project tracking more flexible in a spreadsheet environment. WPS Office provides a free, highly compatible suite that allows you to easily build task trackers with collapsible subtask hierarchies and interactive checkboxes.
Frequently Asked Questions
Is Microsoft planning to add native subtasks to Lists?
As of now, Microsoft has not officially released or announced a native subtask feature for Lists. However, users frequently request this via the Microsoft feedback portal, which influences their future development roadmap.
Can I use Microsoft Planner instead for subtasks?
Yes, Microsoft Planner includes a built-in checklist feature for individual task cards. If your workflow heavily relies on multi-step subtasks and visual boards, Planner might be a more suitable tool than Lists.
How do I link a subtask list to my main list?
You can link a separate subtask list to your main project list by creating a 'Lookup' column in your subtask list. When configuring the column, select your main list as the source and choose the Title column to establish the connection.
