Finding Lists

Registers, trackers and sign-up sheets live in lists, not the document library. Here is how to reach them.

Documents are not the only thing on a site

Most people use a SharePoint site for one thing: the Documents library, where files are stored. But district sites also hold lists, and lists are where a lot of the district's working information actually lives.

A list is a table rather than a folder. Instead of holding files, it holds rows. Some examples from around the district:

• The Compliance Register on Youth Protection, holding WWCC and RYVID clearances
• District Events and Event Registrations, which drive the event sign-on forms
• RYVID Submissions, holding declarations submitted through the online form
• Newsletter Subscribers, the mailing list for the Spotlight newsletter

Lists are used instead of a spreadsheet because several people can work in one at the same time without creating rival copies, and because forms and reports elsewhere in the district can read from them directly.

Finding lists on a site

Every district site now carries a Lists link in its navigation. On most sites this is down the left-hand side, under Home, Documents and Notebook.

If you cannot see the Lists link

1. Check you are looking at the site itself, not at a document library opened from OneDrive or Teams. Lists do not appear in the OneDrive sync folder on your computer, because they are not files.
2. Try the address directly. Add /_layouts/15/viewlsts.aspx to the end of the site address. For example: https://rotaryd9660.sharepoint.com/sites/IT/_layouts/15/viewlsts.aspx
3. On a few sites the navigation runs across the top rather than down the left. Look along the top bar instead.
4. If it is still missing, email support@rotary9660.org.au and say which site.

Lists do not sync to your computer

This catches people out. When you sync a SharePoint site to your computer, only the document libraries come across. Lists stay online.

That is not a fault, and there is nothing to fix. Open lists in the browser, or through the Microsoft Lists app if you use one.

Who can see what

A list carries its own permissions, which are not always the same as the document library on the same site. It is perfectly normal to be able to open a site's Documents library but not one of its lists, particularly on Youth Protection, where the Compliance Register is deliberately restricted.

Need help

Email district IT support at support@rotary9660.org.au. The shared inbox is monitored, so please use it rather than emailing team members directly.