Microsoft Lists: a guide for Not-for-Profits

As an organisation who works closely with charities and community organisations across England and Wales, we often see nonprofits juggling multiple spreadsheets, email threads and paper-based systems to manage their day-to-day operations. It’s time-consuming, prone to error and often lacks the security and collaboration features needed in a world where everyone is working from a computer or their phone.

That’s where Microsoft Lists comes in, a user-friendly tool that’s already included in your Microsoft 365 Business Premium licence (which many nonprofits access at a discounted or donated rate through Microsoft’s nonprofit programme).

Let’s explore what Microsoft Lists is, how it can transform your workflows, and why it’s a secure, scalable solution for the third sector.

What is Microsoft Lists?

Microsoft Lists is a modern information tracking app that helps teams manage data, processes and collaboration in a structured, secure way. Think of it as an alternative to spreadsheets, designed for teamwork, automation and integration with the wider Microsoft 365 ecosystem.

You can create lists from scratch or use templates to manage things like:

• Volunteer rosters
• Event planning
• Grant applications
• Case management
• Asset tracking
• Safeguarding logs

And because it integrates with Microsoft Teams, SharePoint, Power Automate and Power Apps, it becomes a central part of your digital strategy, without needing to invest in additional software.

Built-in security for the nonprofit sector

Security and data protection are non-negotiable for charities, especially those handling sensitive beneficiary data or working with vulnerable communities. Microsoft Lists benefits from the enterprise-grade security and compliance features of Microsoft 365, including:

• Role-based access control: share lists with specific team members or departments and control who can view, edit or manage data.
• Data Loss Prevention (DLP): prevent sensitive information from being shared inappropriately.
• Audit logs and compliance: maintain a clear record of changes and access for accountability and regulatory compliance.
• Secure cloud storage: all data is stored in Microsoft’s secure cloud environment, compliant with UK GDPR and ISO standards.

How nonprofits are using Microsoft Lists

Here are some real-world examples of how nonprofits are using Microsoft Lists to improve efficiency, transparency and collaboration:

1. Volunteer coordination

Create a list to manage volunteer sign-ups, availability, training records and DBS check status. Use colour-coded status indicators to track who’s ready to be deployed and who needs follow-up.

Bonus tip: use Power Automate to send automatic reminders for upcoming shifts or training renewals.

2. Event & campaign planning

Plan fundraising events, awareness campaigns or community outreach programmes with a shared list that tracks tasks, deadlines, suppliers and budgets. Assign responsibilities and monitor progress in real time.

Bonus tip: use the calendar view to visualise timelines and avoid scheduling conflicts.

3. Grant & fundraising management

Track funding applications, deadlines, reporting requirements and outcomes. Add columns for grant amounts, contact details and submission statuses.

Bonus tip: set up alerts to notify your team when deadlines are approaching or when a grant status changes.

4. Case & client management

For organisations offering support services, Lists can be used to track client interactions, appointments and outcomes, all while maintaining strict access controls to protect sensitive data.

Bonus tip: combine with Power Apps to create a secure, user-friendly front-end for staff or volunteers to input data on the go.

5. Asset & equipment tracking

Keep tabs on laptops, mobile devices or loaned equipment. Record who has what, when it’s due back and its condition.

Bonus tip: use conditional formatting to highlight overdue returns or items needing maintenance.

Why Microsoft Lists should be part of your digital strategy

For non profits looking to modernise their operations, Microsoft Lists offers:

• Low barrier to entry: no coding required and easy to use for staff and volunteers alike.
• Improved collaboration: everyone works from the same source of truth, reducing duplication and confusion.
• Time savings: automate repetitive tasks and reduce manual data entry.
• Scalability: whether you’re a small community group or a national charity, Lists can grow with you.
• Cost-effectiveness: already included in your Microsoft 365 Business Premium licence.

Getting started