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# Microsoft Lists advanced settings: versioning, content types
- URL: https://todayfixtech.com/microsoft-lists-advanced-settings/
- Published: 2026-10-31T00:03:21.000Z
- Updated: 2026-10-31T00:03:21.000Z
- Author: Md Sojib Mia
- Tags: Microsoft

[If you manage Microsoft](https://todayfixtech.com/customizing-microsoft-365-dashboard/) Lists and need to configure versioning, content types, item-level permissions or integrations, open Advanced settings from the list’s Settings menu (in the Microsoft Lists app) or from the SharePoint list settings page and make the changes there. In short: Settings (gear) > List settings > Advanced settings (or open List settings from the Lists app). From Advanced settings you can enable versioning and content approval, allow content type management, configure item-level permissions and column validation — each choice affects Power Automate flows, Power Apps and list performance. Below are exact locations, step-by-step actions, configuration notes and verification and rollback guidance.

## Where are Advanced Settings for my list right now

Prerequisites:

- You must have Edit owner or Site owner permissions for the list or site.
- The list must be a standard SharePoint list (modern). Classic lists behave differently.
- Access to the Microsoft Lists app or the SharePoint site where the list is stored.

Point first: Advanced Settings is available [from both the Microsoft](https://todayfixtech.com/microsoft-365-security-features/) Lists app and the SharePoint list settings page; the Lists app opens the list settings which route to SharePoint’s settings for Advanced settings. Tenant-level admin policies or Teams-connected lists can hide options.

How to open Advanced [Settings from the Microsoft](https://todayfixtech.com/microsoft-365-tips-tricks/) Lists app (exact clicks):

1. Open the Microsoft Lists app and select the list.
2. Click the gear icon (Settings) in the upper-right.
3. Choose `List settings` from the menu.

```text
Microsoft Lists app > Select list > Settings (gear) > List settings
```

Settings path

How to open Advanced Settings from the SharePoint list page (exact clicks):

1. Open the SharePoint site that hosts the list; open the list from site navigation or Site Contents.
2. On the list page, click the gear icon (Settings) in the upper-right and pick `List settings`.
3. On the List Settings page, click `Advanced settings` under the General Settings column.

```text
SharePoint site > Site contents > Select list > Settings (gear) > List settings > Advanced settings
```

Settings path

Notes on differences:

- The Lists app routes you to the same SharePoint list settings for Advanced settings, but some tenant-level admin policies may hide options in the Lists UI.
- If you don’t see List settings, you likely lack the required permissions or the list is a Teams-connected list with restricted access via Teams policies.

## How to enable and configure versioning and content approval

Lead with the point: Turn on versioning and content approval from Versioning settings on the List Settings page, then set how many versions to keep and whether to use major/minor versions.

1. From the List Settings page, click `Versioning settings`.

```text
List settings > Versioning settings
```

Settings path

1. Choose whether to keep version history: set `Create a version each time you edit an item in this list?` to Yes or No.
2. For major and minor versions (drafts): choose `Create major and minor (draft) versions` to enable minor drafts, or `Create major versions` for only published versions.

Enabling versioning increases storage usage; if you expect many edits, set a maximum number of versions to limit growth.

1. Configure the number of versions to keep by entering a value under `Keep the following number of versions`. If you enable major and minor versions, both count toward storage.
2. To require content approval, set `Require content approval for submitted items?` to Yes. Then choose who can see draft items using `Who should see draft items in this list?` (Only users who can approve items and the author, only users who can approve items, or all users). New items and edits remain in Draft until approved when content approval is on.

Practical example: For policy documents, enable major/minor versions, set `Keep the following number of versions` to a cap, and set `Require content approval` to Yes so reviewers must approve before wider visibility.

Retention and audit implications:

- Keeping many versions increases storage and may extend backup/restore windows.
- Version history records who changed an item and when; if your organization has an audit policy, versioning makes those changes available in the list and to audit logs.
- Minor versions hide drafts from users who lack approval permissions when configured that way.

![A laptop screen showing the version history pane and Versioning settings for a SharePoint list in the modern Microsoft Lists UI.](https://tse1.mm.bing.net/th?q=laptop%20displaying%20SharePoint%20list%20version%20history%20and%20versioning%20settings%20photo&w=624&h=352&c=7)

## How to add and manage content types and custom columns

Lead point: Enable content type management from Advanced settings, then add site or list content types and site columns to standardize metadata and forms.

1. From List Settings, click `Advanced settings` and set `Allow management of content types?` to Yes.

```text
List settings > Advanced settings > Allow management of content types? > Yes
```

Settings path

You must enable content type management before the list displays the Content Types section on the List Settings page.

1. After enabling, return to List Settings and find the `Content Types` area. Click `Add from existing site content types` to add a content type defined at the site level.
2. To create a new content type at the site level (so it can be reused), go to the SharePoint site settings > Site content types (site collection admin required), then create a content type and add columns or a document template.
3. To add a custom column to a content type in the list, click the content type in List Settings, then choose `Add from existing site columns` or `Create a new column`.
4. To publish a column for reuse, create it as a site column in site settings and add it to the content type so other lists can use the same definition.

Example safe update: If you add a new required column to a content type used by hundreds of items, first add the column as optional, populate values for existing items with a flow or script, then change the column to Required. This avoids blocking existing items.

Notes on updates:

- Changing a content type column name or data type can affect forms and views; test changes on a copy of the list if possible.
- If you change a column’s data type (for example, single line to choice), existing values may be preserved, converted, or lost depending on the change; test first.

## How to set item-level permissions, column validation and required fields

Lead point: Use Advanced settings for item-level read/edit permissions and use column settings for required fields and validation formulas. Test formulas before enforcing them.

1. From List Settings, click `Advanced settings` and find the Item-level Permissions section.

```text
List settings > Advanced settings > Item-level Permissions
```

Settings path

1. Set `Read access` to `All items` or `Only their own` and set `Create and Edit access` to `All items` or `Only their own` depending on whether users should only view or edit their own items. The change applies immediately after save.

Restricting Create and Edit access to `Only their own` can break flows or apps that rely on reading or updating others’ items; verify dependencies first.

1. For required fields: on the individual column settings page, set `Require that this column contains information?` to Yes. This enforces entry during item create/edit.
2. For column validation: open the column settings and use the `Column validation` area. Enter a formula that evaluates to TRUE when valid and a user message that displays when the formula fails.

Example validation formula (dates): ensure `EndDate` is after `StartDate`.

```text
Column settings > Column validation
```

Settings path

```text
=([EndDate]>[StartDate])
```

Validation formula

```text
End date must be later than start date.
```

Validation message

Notes on formulas:

- Use SharePoint column names in square brackets. If a column name contains spaces or special characters, use the display name exactly as shown.
- Test the formula on sample items before enabling broadly.

Security note: Column-level required settings and validations are enforced by the list service for UI and API saves, but site owners or scripts can alter items; for strict enforcement consider adding checks in Power Automate flows.

## How advanced settings affect Power Automate, Power Apps and performance

Lead point: Settings such as checkout, content approval, versioning and item-level permissions change how flows and apps see and update items and affect write volume and visibility; review and test integrations before you change these settings.

Integration behaviors to watch:

- Require checkout (applies mainly to document libraries) will block edits until files are checked out; flows that update items may fail or queue until checkout is completed.
- Content approval means new or edited items can remain in Draft and might not be visible to flows or apps running under normal user context.
- Versioning increases the size and number of write operations; frequent automated updates create many versions and can contribute to storage use or throttling.
- Item-level permissions hide items from users and from actions running under delegated user credentials; flows running under a service account with elevated permissions can bypass this, but flows triggered under a user may not see restricted items.

Best practices to avoid broken flows and performance issues:

- When enabling approval or item-level restrictions, review and update flows and Power Apps to confirm triggers and actions still find and act on required items.
- Use a documented service account with appropriate privileges for background flows that must access restricted items.
- Avoid making frequently updated fields required if automated updates occur; validate and set defaults inside the flow or app instead.
- If you expect high write frequency, set a sensible version cap or disable minor versions to limit storage and throttling risk.

Example: A flow that updates a status field on many items may encounter 429 throttling if versioning is on and each update creates versions. Mitigate by batching updates, reducing unnecessary updates, or limiting versions retained.

## How to verify your changes and roll back if needed

Lead point: Test with a sample item, check version history and audit logs, and have a rollback plan before changing settings that affect many items.

1. Create or use a test item in the list; perform the same create/edit actions a user or flow would use.
2. Check the item’s version history: open the item, choose `Version history` from the item menu to confirm versions are recorded and content approval behaves as configured.

```text
Item menu > Version history
```

Steps to view

1. If you enabled content approval, submit an item and verify its status and visibility for different user roles (author, approver, regular viewer).
2. Check audit logs (if your tenant has auditing enabled) or the Security & Compliance center for recorded events if you need traceability.

Rollback and restore options:

- To revert an Advanced setting, return to the same settings page and toggle the option back. This is immediate for most settings.

Reverting some changes (like removing a column) can permanently drop data unless you restore from backups or version history. Always export or back up data before destructive changes.

- If a content type or column change caused data issues, restore values from a backup or use Version History to restore earlier versions of affected items individually.

Backup suggestions:

- Export the list to Excel or use PowerShell/PnP to export items and schema if you plan major changes.

```powershell
# Example PnP export command (replace placeholders)
Get-PnPListItem -List "YourList" | Export-Csv -Path "C:\backup\YourListItems.csv" -NoTypeInformation
```

PowerShell (run as Administrator)

How you know it worked: After testing, users and flows behave as expected, version entries exist and approvals follow the configured flow. If anything fails, revert the setting and use the exported backup or version history to restore data.

## Conclusion

After changing Advanced settings, test representative user actions and your automated flows or Power Apps. If possible, make changes on a copy of the list or during a maintenance window, back up list data before destructive edits, and document any service accounts used by flows. Staged changes (enable content types, add optional columns, populate values, then make them required) reduce risk and make rollbacks simpler.

## Frequently Asked Questions

### Will enabling versioning slow down list performance?

Versioning by itself does not change read performance significantly, but it increases storage and the volume of write operations when items are edited. If your list receives many frequent automated updates, versioning can contribute to throttling or slower writes; set a version cap or disable minor versions for high-write lists.

### If I enable content types, do existing items lose data?

Enabling content type management only exposes content types; existing items keep their current column values. Problems arise when you change a column’s type or remove a column—those actions can affect existing values. To avoid data loss, add new columns as optional, populate them for existing items, then change the column to required or alter the content type.