How to Configure Advanced SharePoint List Settings

Introduction

SharePoint List Settings is the administrative page where list owners or administrators configure how a list works, how data is managed, and who can access or modify it. It provides multiple configuration sections that control the list’s structure, security, data validation, version history, workflows, and communication options.

In a Microsoft SharePoint List, List Settings allow you to configure how the list behaves, what data it stores, permissions, versioning, and many other options. You can open it from:
List → Settings (⚙️) → List settings

Below is a detailed explanation of each option shown in the List Settings page.

1. General Settings

This section controls the basic configuration and behavior of the SharePoint list.

1.1 List Name, Description and Navigation

This option allows you to change the name, description, and navigation visibility of the list.

Functions

• Rename the list

• Add or edit a description explaining the list purpose

• Show or hide the list in the site navigation (Quick Launch)

Example

A list originally named List1 can be renamed to Employee Leave Requests and described as:
"This list is used by employees to submit and track leave requests."

You can also choose whether the list appears in the left navigation menu.

1.2 Versioning Settings

This setting controls how versions of list items are stored and tracked.

Functions

• Enable or disable version history

• Keep multiple versions of items

• Track major versions (1.0, 2.0, etc.)

Benefits

• Track who changed data

• Restore previous versions

• Maintain data history

Example

If an employee edits a leave request:

• Version 1.0 → Original request

• Version 2.0 → Updated leave dates

Administrators can view or restore previous versions.

1.3 Advanced Settings

This section controls advanced list behavior and functionality.

Key Options

• Allow management of content types

• Allow attachments

• Enable search visibility

• Enable folders

• Enable offline synchronization

• Allow quick editing

Example

If Attachments are enabled, employees can upload:

• medical certificates

• approval documents

• supporting files

1.4 Validation Settings

Validation ensures data accuracy and consistency in the list.

Functions

• Create validation formulas

• Display custom error messages

Example Validation Rule

Ensure End Date is not earlier than Start Date.

Formula:

[End Date] >= [Start Date]

Error Message:

"End Date cannot be earlier than Start Date."

This prevents incorrect data entry.

1.5 Audience Targeting Settings

Audience targeting allows content to be shown only to specific groups of users.

Functions

• Target list items to specific audiences

• Display items only to relevant users

Example

A Company Announcements List may show:

• HR announcements → only HR department

• IT updates → only IT staff

1.6 Rating Settings

This feature allows users to rate list items.

Types

• Likes

• Star ratings

Example

In a Knowledge Base list, employees can rate articles based on usefulness.

1.7 Form Settings

Controls how list forms behave when users interact with list items.

Forms include

• New Item form

• Edit Item form

• Display Item form

Options

• Use default SharePoint forms

• Use custom forms (e.g., Power Apps)

Example

A company may customize the Leave Request form using Power Apps to add:

• better UI

• approval buttons

• conditional fields

2. Permissions and Management

This section controls security and administrative management of the list.

2.1 Delete This List

Allows administrators to permanently delete the list and all its data.

Important

Deleting a list removes:

• all items

• attachments

• configuration

Example: Removing an outdated project tracking list.

2.2 Permissions for This List

Controls who can access and modify the list.

Permission Levels

• Full Control

• Edit

• Contribute

• Read

Example

Employee Leave List permissions:

Role	Permission
Employees	Create requests
Managers	Approve requests
HR	Full control

Permissions can also be unique or inherited from the site.

2.3 Workflow Settings

This section manages workflows and automation processes connected to the list.

Functions

• Add workflows

• View workflow status

• Manage running workflows

Example Workflow

Leave Request Process:

1. Employee submits request

2. Workflow sends approval task to manager

3. Manager approves or rejects

4. Employee receives notification

Modern SharePoint often uses Power Automate instead of classic workflows.

2.4 Generate File Plan Report

Used mainly in records management environments.

Purpose

Creates a report that shows:

• content types

• retention settings

• metadata structure

Example

Organizations using compliance policies generate reports for auditing purposes.

2.5 Enterprise Metadata and Keywords Settings

Allows lists to use managed metadata from the Term Store.

Benefits

• Standardized tagging

• Better search

• Consistent classification

Example

A document list may include metadata such as:

• Department

• Project Name

• Document Type

These values come from a centralized Term Store.

3. Communications

RSS Settings

RSS (Really Simple Syndication) allows users to subscribe to list updates.

Functions

• Enable RSS feed

• Configure RSS title and description

Example

If RSS is enabled for an Announcements List:

• Employees can subscribe

• New announcements appear automatically in their RSS reader or Outlook.

Conclusion

SharePoint List Settings is a central configuration page that allows administrators to manage list structure, security, workflows, validation, metadata, and communication features. It ensures proper control over how data is stored, accessed, validated, and automated within a SharePoint list.