Build a Prompt Library with Microsoft Lists (#1949)

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+---
+title: "Build a prompt library with Microsoft Lists"
+date: 2024-10-14T04:00:00.000Z
+author: "Pat McGown"
+githubname: PMcGown
+categories: ["Community post"]
+images:
+- images/hero.png
+tags:
+- Microsoft Lists
+- SharePoint
+- List formatting
+- Power Automate
+type: "regular"
+---
+
+### Enhance your organization’s productivity by creating centralized Prompt repositories
+
+As teams adopt **Microsoft Copilot** and AI tools, quick access to a shared prompt repository, like a **Microsoft Lists Prompt Library**, boosts efficiency and consistency. Whether you're working in content creation, coding, design, or project management, a well-organized **Prompt Library** serves as a valuable resource for teams.
+
+![Gallery view of a Microsoft Lists Prompt Library displaying interactive prompt cards.](images/prompt-library-cards.png)
+
+The **Prompt Cards** design in this guide comes from the [Copilot Lab](https://copilot.cloud.microsoft/en-US/prompts?WT.mc_id=MVP_400145), which visually organizes and displays prompts.
+
+### Creating a Microsoft Lists Prompt Library
+
+Building a **Prompt Library** with **Microsoft Lists** involves creating a new list, adding columns, and customizing the view.
+
+#### Setting Up the List
+
+Navigate to **Microsoft Lists** and create a new list. Name it **"Prompt Library"** and add a description like, "A central repository of prompts for our team."
+
+Save the list on a **SharePoint** site your team can access for collaboration.
+
+![Create the Prompt Library with Microsoft Lists.](images/create-prompt-library-list.png)
+
+### Adding Essential Columns
+
+Define the key information for each prompt by adding these columns:
+
+- **Title** (Single line of text): A concise name for the prompt.
+- **Prompt** (Multiple lines of text): The full text of the prompt.
+- **Prompt Category** (Choice): Categorize prompts for easy filtering. Use categories like "Understand," "Create," "Catch up," and "Analyze."
+- **Works in** (Choice with multiple selections): Specify the apps or contexts where the prompt is effective (e.g., Word, Excel, Teams).
+- **Make it your own** (Multiple lines of text): Additional tips or details on how to customize the prompt.
+- **Icon** (Calculated Column): Automatically assigns an icon based on the **Prompt Category** for visual recognition in the list. Fluent UI icons are used for consistency. For more icons, visit [flicon.io](https://flicon.io).
+
+For detailed instructions and the formula for the **Icon** column, see the [PnP List View Formatting Samples – Prompt Cards repository](https://github.com/pnp/List-Formatting/tree/master/view-samples/prompt-cards).
+
+### Enhancing Your Microsoft Lists Prompt Library with View Formatting
+
+A **Prompt Library** is functional, but [custom formatting](https://learn.microsoft.com/en-us/sharepoint/dev/declarative-customization/view-formatting?WT.mc_id=MVP_400145) makes it visually engaging.
+
+#### Applying the Formatting
+
+Create a new view. Name it **"Prompt Cards"** and select **Gallery** under the **Show as** section to display the prompts as cards. Once ready, click **Create**.
+
+![Create a gallery view to apply formatting to.](images/create-gallery-view.png)
+
+Next, open the **View Formatting** pane by selecting the view name and clicking **Format current view**. Switch to **Advanced mode** to apply the **JSON** code.
+
+![Apply JSON formatting in advanced mode.](images/format-view.png)
+
+Head over to my [Prompt Cards List View Formatting Sample](https://adoption.microsoft.com/en-us/sample-solution-gallery/sample/pnp-list-formatting-prompt-cards/?WT.mc_id=MVP_400145) on GitHub, copy the **JSON** code, paste it into the **SharePoint JSON editor**, and save the changes. The **Prompt Library** will now display visually appealing cards.
+
+### Crowdsourcing Prompts for Your Microsoft Lists Prompt Library
+
+The **Prompt Library** becomes more valuable when filled with diverse, real-world prompts from your team. Use **Microsoft Lists Forms** to gather prompts easily.
+
+#### Gathering Prompts
+
+Click the **Forms** button and select **New form**. Title the form **"What’s your favorite prompt?"** and add a description like:
+
+> "We’re gathering the most effective and creative prompts used by our team to enhance productivity. Please share your favorite prompt."
+
+Arrange the columns logically so it's easy for users to submit prompts. For example, make sure **Title**, **Prompt**, and **Prompt Category** are clearly labeled.
+
+Once the form is ready, click **Send form** to copy the link and share it with your team.
+
+![Crowdsourcing prompts using Microsoft Lists Forms for a centralized Prompt Library.](images/crowdsource-prompts.png)
+
+### Crowdsourcing Without Oversharing
+
+Using **Microsoft Lists Forms** lets you gather prompts without oversharing the full list. This keeps the list private while allowing submissions. To moderate entries, set up an approval workflow with **Power Automate**. Only approved prompts will be published to the **Prompt Library**, ensuring high-quality content.
+
+Additionally, you can use the [Add-SPOListDesign](https://learn.microsoft.com/en-us/powershell/module/sharepoint-online/add-spolistdesign?view=sharepoint-ps&WT.mc_id=MVP_400145) PowerShell command to turn the **Prompt Library** into a reusable template across your organization. Teams can create their own prompt libraries from the **Microsoft Lists** app, **SharePoint**, or **Office.com**, enabling collaboration across departments.
+
+![Microsoft Lists interface showing the Prompt Library template available when creating a new list, demonstrating how teams can select the template from the list creation options.](images/list-as-template.png)
+
+This guide gives you a structured, easy-to-use **Prompt Library** for managing and sharing prompts across your organization. By centralizing prompt management, you'll boost productivity and foster collaboration.