Using SharePoint Lists in your pages

Owned by Miguel Jesus
Last updated: Sept 25, 2024
5 min read

Learn how to add SharePoint lists to your Confluence pages.

About lists

Lists are great for sharing large amounts of data with your team. With SharePoint Lists, you have everything in one place and it is always updated.

 

  1. List title

  2. Column titles

  3. Content

  4. Pagination

  5. Context menu

  6. Open in SharePoint

  7. Sign out

 

Adding a list to your page

Adding a list to your page is quite simple:

  • Copy the URL from the list on SharePoint;

  • On your Confluence page, enter edit mode;

  • Type /lists and select SharePoint Lists from the menu. Alternatively, you can click the Insert menu (the + icon on the Confluence toolbar and type lists);

  • Select the macro and click the edit button;

  • Paste the URL on the SharePoint Lists modal;

  • Click the “Attach” button;

  • If you haven’t before, you’ll need to authenticate with your SharePoint account to view the list content;

  • [Optional] Select the layout options to be applied (you can edit this later);

  • Click the “Insert” button.

All done. You can now view your list on the Confluence page.

Layout options

You can edit the layout options when adding the list for the first time. After that, you can always enter the page’s edit mode and edit the macro to change the layout options.

You're in control of the preview layout of your list:

  • Visibility: You can toggle the visibility of each column. Clear the checkmark to hide a column;

  • Width: You can define the width of each column. The default is Auto (100%);

  • Type: Choose the format to display the data for each column.

Display types

Regular

Display data as regular text. This is the default setting.

Label

Display data as labels. When you select this option, you can select the color for the label.

Number / Currency

Display data as numbers or currency. The Number type is applied automatically, and then you can change to currency and select the currency if needed.

Date / Time

Display data as date and time. The date type is applied automatically, and then you can change it to Time if it is more appropriate. You can select your preferred format for both settings.

Custom

The custom option also displays data as plain text but lets you select the kind of data shown. This is intended for SharePoint Lists fields that allow multiple selections.

Selecting this option enables the “Format field”. In this field, you can type the name of the data category to be shown in the table.

Configuring the custom field

  • To find the name of the data category, go to the “Live preview”;

  • Find the kind of information you want to see in the table;

  • Copy the name before it;

Example:
A field that allows multiple selections will display like a string like this one: [{"LookupId":12,"LookupValue":"John Smith", "Email":"john@email.com"},
{"LookupId":10, "LookupValue":"Sara Smith", "Email":"sara@email.com"}]

In this string, we have two selections, each with an LookupID, LookupValue and Email. If you want the names of the people to appear (John and Sara), then you’ll have to copy LookupValue. If you want the email, then you would copy Email, and so on.

  • Return to the “Layout Options” tab and insert the name in the format field;

  • You can return to the “Live preview” to see if it’s correct;

  • Click Save when ready.

Using published lists

Open in SharePoint

You can also open lists on your pages directly in SharePoint to access advanced features without having to open SharePoint and look for the list manually:

  • Click the context menu;

  • Select the option “Open in SharePoint”.

All done. The list opens in SharePoint in a few moments.

Sign out

Users can revoke the authentication anytime; the list won’t be visible.

  • Click the context menu;

  • Select the “Sign out” option;

  • Confirm you want to sign out.

Authentication

To view the list on Confluence, all users must authenticate with a SharePoint account with access to the content. The Authentication is done with the standard Oauth 2.0 and works exactly as in SharePoint.

Authentication is required:

  • the first time a user adds a list;

  • the first time a user wants to view a list shared by another user.

We converted the first case when adding a list to a page, and for the second, the user needs to click the “Authenticate” button and follow the required steps. After that, the list will be available.

Removing a list from your page

To remove a list from a page:

  • Enter the page edit mode;

  • Select the macro of the list you want to delete;

  • Click the “Delete” button;

  • Publish the changes to the page.

Wrap up

That's all on adding and using SharePoint lists on your pages.

If you still have questions about any topics covered on this page, visit our support portal and send us your questions. Our team is always happy to help.