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Microsoft Lists vs. SharePoint Lists: Which is Better for Power Apps?

Maira Mehtab Sep 27, 2026 869 views

Question details

The user needs to determine whether to use Microsoft Lists or SharePoint Lists as the primary data source for an organizational Power Apps project.

Product: Microsoft Power Apps
Device & OS: not provided
Scenario: Setting up the storage location and collaboration environment for a new team-based Power Apps application.
Observed behavior: Both Microsoft Lists and SharePoint Lists offer similar list capabilities, but their differing storage environments create confusion on which to choose for optimal team collaboration.

Before you start

Before choosing a data source, determine whether your app requires site-level permissions and team collaboration, or if it is meant purely for individual tracking.

Solution 1Recommended

Use SharePoint Lists for Organizational Power Apps

SharePoint lists are highly recommended for organizational or team-based Power Apps due to their robust, site-based collaboration and centralized permission management.

While Microsoft Lists and SharePoint Lists share the same underlying architecture and list-making capabilities, they differ significantly in where the data is stored and how permissions are managed. Microsoft Lists created under 'My lists' are stored in a personal OneDrive, making them harder to manage at an enterprise level.

SharePoint lists, on the other hand, reside within a dedicated SharePoint site. This makes them the ideal choice for enterprise-level applications, ensuring that when the app creator leaves the organization, the data and permissions remain securely accessible to the team.

Create a SharePoint site

Set up a SharePoint site dedicated to your team or project where the Power App will be utilized, ensuring a central hub for all related data.

Set up the SharePoint list

Navigate to the Site Contents within your SharePoint site and create a new list to store your application's required data structure.

Configure site permissions

Assign appropriate site-level permissions to ensure all authorized team members can access the app and its underlying list data.

Connect the list to Power Apps

Open Power Apps, add a new data connection, select the SharePoint connector, and point it to your newly created SharePoint list.

Best Practice: Always use a SharePoint site for production-level Power Apps to avoid broken data connections if an individual user account is disabled or deleted.

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Frequently Asked Questions

Do Microsoft Lists and SharePoint Lists have the same delegation limits in Power Apps?

Yes. Because they share the same underlying SharePoint connector in Power Apps, both Microsoft Lists and SharePoint Lists have the exact same delegation limits and query capabilities.

Can I move a Microsoft List to a SharePoint site later?

If you created a Microsoft List in 'My lists' (stored in OneDrive) and want to move it to a team, you cannot directly transfer it. You will need to export the data to Excel or CSV and import it into a newly created SharePoint List on your team site.

When is it appropriate to use Microsoft Lists over SharePoint Lists?

Microsoft Lists saved to your personal storage are best for personal task tracking, individual productivity, or very small-scale projects where complex site-level permissions and broad team access are not required.

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