SharePoint List vs Library: Key Differences, Use Cases, and Best Practices

Overview: What’s the Difference Between a List and a Library in SharePoint?

The primary question many teams ask is the difference between list and library in SharePoint. In simple terms, a SharePoint list manages rows of data (like a table), while a SharePoint document library manages files and their metadata. Understanding how they differ helps you choose the right container for your content and build a scalable information architecture.

Core Definitions

What is a SharePoint List?

A list stores structured data as items, similar to a spreadsheet or database table. Each item contains columns (text, number, choice, date, person, lookup, etc.). Lists are ideal for tracking processes and records that are not file-based.

• Examples: Issue tracker, asset inventory, change requests, event registrations.
• Typical columns: Status, Priority, Due Date, Assigned To, Category.

What is a SharePoint Document Library?

A document library stores files (documents, images, PDFs) plus metadata about those files. Libraries are designed for document-centric collaboration with rich file features.

• Examples: Policies and procedures, project documents, design assets, client deliverables.
• Typical metadata: Document Type, Owner, Project, Department, Confidentiality.

Key Differences at a Glance

• Primary content: Lists store items (rows of data); libraries store files with metadata.
• File handling: Libraries support check-in/out, file previews, co-authoring, and Office integration; lists don’t need file operations.
• Versioning: Lists track item versions; libraries track both file and metadata versions with richer controls.
• Templates & content types: Libraries often use document content types (e.g., Policy, Contract) with specific templates; lists use item content types.
• Views & formatting: Both support custom views and conditional formatting; libraries add file-centric filters (e.g., by file type).
• Automation: Both integrate with Power Automate; libraries frequently use flows for approvals and publishing.
• Permissions: Both support unique permissions; libraries commonly secure folders or documents for compliance.

When to Use a List vs. a Library

Choose a List When

• You track structured records without needing to store a file per record.
• You need form-based data entry and validation across many columns.
• You want lightweight workflows for requests, approvals, or status tracking.
• You plan to integrate with Power Apps to build a data-driven app.

Choose a Library When

• Your primary asset is a file (Word, Excel, PowerPoint, PDF, image, CAD).
• You need co-authoring, track changes, and document version history.
• You require document sets to group related files with shared metadata.
• You want retention labels, records management, and approval workflows.

Practical Examples

Example 1: IT Asset Tracking (List)

Create a list with columns such as Asset Tag (single line), Model (choice), Assigned To (person), Purchase Date (date), Warranty Expiry (date), and Status (choice). Build views for “Assigned” and “In Repair”. Automate notifications when Warranty Expiry is within 30 days.

Example 2: Policy Management (Library)

Use a library with metadata: Policy Type (choice), Owner (person), Review Cycle (choice), Effective Date (date), Compliance Tag (choice). Enable major/minor versioning, check-out, and an approval flow. Use views for “Pending Review” and “Effective Policies.”

Example 3: Project Delivery Docs (Library with Document Sets)

Create a library using Document Sets for each project. Metadata like Client, Project Manager, Phase, and Confidentiality classify files. Configure folders or sets with unique permissions for client-specific access.

Power Features and Governance

Versioning and Check-In/Out

Libraries provide robust versioning for files, enabling approval, drafts, and rollbacks. Lists also version items, which is useful for audit trails on data changes.

Metadata and Content Types

Both support custom columns and content types. Use site columns to enforce consistency across sites. For libraries, align document content types with templates and approval policies.

Views, Filters, and Formatting

Use views like Group By, conditional formatting, and filters to surface relevant content. In libraries, combine metadata-driven navigation with pinned filters to flatten folder hierarchies.

Automation and Integrations

Leverage Power Automate for alerts, approvals, and review reminders. Use Power Apps to create forms for lists (e.g., requests), and Office desktop/web apps for library co-authoring.

Performance and Limits

• Thresholds: Both are affected by the list view threshold (commonly 5,000 items for certain operations). Use indexed columns and filtered views to scale.
• File handling: Libraries include file size limits and supported types; consider chunked uploads and OneDrive sync for large files.

Security and Compliance

• Apply sensitivity labels and retention labels to libraries holding regulated documents.
• Use unique permissions sparingly; favor SharePoint groups and inheritance to keep access manageable.
• Enable auditing in Purview/M365 for critical lists and libraries.

Quick Decision Guide

• If you primarily manage data records without files, choose a List.
• If you primarily manage files and need collaboration features, choose a Library.
• Combine both when needed: store requests in a list and link to documents in a library via lookup columns.

Best Practices

• Design metadata first to enable better search, filters, and governance.
• Favor views over deep folders, especially in libraries.
• Standardize with site columns and content types for consistency.
• Document naming conventions and permissions to reduce confusion.
• Train users on co-authoring, versioning, and approvals in libraries.

FAQ

Can a list store files?

Lists can include an attachment per item, but this is limited and lacks rich document management features. For file-centric work, use a library.

Can I convert a list to a library?

No direct conversion exists. Instead, create a library, migrate files, and map metadata. Keep the list for tracking if needed.

Do both support Power Automate?

Yes. Triggers and actions exist for both list items and library documents, enabling approvals, notifications, and archival flows.