Intro to Lists

Lists are in the middle of ClickUp's Hierarchy and hold every task in your Workspace. Tasks cannot exist outside Lists.

Screenshot of the ClickUp Hierarchy.

Folders are optional and can hold multiple Lists, creating a more granular organizational structure.

What you'll need

  • Lists are available on all plans.
    • The number of Lists and Folders that can be created in a Workspace varies. Take a look at our pricing page for full details.
  • Guests cannot create, edit, or delete Lists.
  • Up to 5,000 tasks can load at a time in one view.

Create a List

To create a new List:

  1. From the Sidebar, hover over the Space or Folder where you're creating your List.
  2. Click the plus icon.
  3. Select List.
  4. Name your List and click Create List.

Edit, archive, or delete a List

You can manage your Lists from the ellipsis ... menu in the Sidebar, at the top of a view, or the location header.

To edit an existing List:

  1. Open the List settings:
    • From the Sidebar, hover over the List and click the ellipsis ... menu.
      Screenshot showing the ellipsis ... menu in the Sidebar.
    • At the top of a view to the right of the breadcrumbs, click the ellipsis ... menu.
      Screenshot showing the ellipsis ... menu to the right of the breadcrumbs at the top of a view.
    • Expand the location header, and to the right of the List name click the ellipsis ... menu.
      Screenshot showing the ellipsis ... menu in the location header.
  2. Choose from the following List settings:
    • Rename: Rename the List.
    • Copy link: Copy the URL of your List to quickly share it.
    • Create new: Create a new item. The item will either be added to the List or its Space.
    • Convert List to Sprint: Turn the List into a Sprint.
      This will only display if you've enabled the Sprints ClickApp.
    • List settings: Edit Automations, Custom Fields, or statuses for the List.
    • Templates: Apply a template to the List, save the List as a new template, or update an existing List template.
    • List Info: View the List info. You can record any relevant information about the List you're working on here, including comments, attachments, Priorities, owners, watchers, and general descriptions. 
    • Add to favorites: Add the List to your favorites.
    • Default task type: Set your default custom task type. 
    • Email to List: View the custom email address associated with the List so you can create tasks via email.
    • Move: Move the List to a different Folder or Space.
    • Duplicate: Duplicate the List.
    • Archive: Archive the List.
    • Delete: Delete the List.
    • Sharing & Permissions: Edit the sharing and permissions of the List.

We recommend archiving Lists rather than deleting them so you can access their data in the future.

Find Lists in your Workspace

Lists display in different locations depending on where you are in your Workspace.

Task view

Open a task to see its parent List, Folder, and Space in the upper-left breadcrumb section.

The Sidebar

All of your Spaces, Folders, and Lists are located in your Sidebar. Hover over a location to expand the Space, Folder, or List.

Screenshot highlighting the caret icon used to expand Spaces, Folders, and Lists in the Sidebar.

List view

In List view, tasks are automatically separated by List. When looking at Spaces in List view, the name of each List's parent Folder displays above it.

Status progress

In List view, the status of each task is tracked by a progress icon. Click the status progress icon to change the task's status. 

Screenshot of the status progress icons next to Lists in the Sidebar.

Board view

In Board view, you have the option to show or hide task locations. 

To show or hide task locations:

  1. In the upper-right corner, click Customize.
  2. Select Board options.
  3. Click Task locations to show or hide task locations. 

Parent Lists and Folders display in the upper-left corner of each task.

Screenshot highlighting the breadcrumbs section in Board view.

Team view

In Team view, you have the option to show or hide task locations. 

To show or hide task locations:

  1. In the upper-right corner, click Customize.
  2. Select Team options.
  3. Click Task locations to show or hide task locations. 

Parent Lists, Folders, and Spaces display above each task name.

Team view is available on the Unlimited Plan and above.

Screenshot highlighting the breadcrumbs section in Team view.

Gantt view

In Gantt view, you can visualize the tasks in a List by color. On the Gantt chart, a colored circle will represent the priority, status, or List that the task is in. 

For example, if a task has high priority and you choose to color tasks by priority, that task will have a red circle.

To set task colors:

  1. In the upper-right corner, click Customize and select Gantt options.
  2. Click Color tasks by.
  3. Select an option.

Unlimited uses of Gantt view are available on the Unlimited Plan and above.

Set up Lists

How you set up your Lists depends on what type of work you want to accomplish using ClickUp! We've put together two real-world examples to reference when setting up your Hierarchy.

Lists for digital agencies

Running a digital agency? Create a Folder for each of your clients, and use Lists to detail the services that you will perform for each client. For example, you might have Lists titled Inbound Marketing, SEO, and Social Media Outreach.

Lists for content creation

Use ClickUp for any type of content creation. You can create Folders to separate your big-picture action items. For example, you could create Folders for Monthly Newsletter, Seasonal Campaigns, or Marketing Automation.

Create Lists to separate your brainstorming sessions from tasks that are actively contributing to your Folders. Under Monthly Newsletter, you could add Lists entitled Ideas, Blog Posts, and User-suggested Topics.

You can take a look at our pre-made List templates for more ideas!

Change List colors

You can customize your Lists by adding unique colors to them. Each color can be used once.

To change a List color:

  1. In the Sidebar, click the List icon to the left of a List.
    Screenshot of the List icon to the left of a List in the Sidebar.
  2. Choose one of the displayed colors or click Add/edit colors to see more options.

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