If you have a Microsoft 365 subscription, you have access to an app called Microsoft Lists that allows you to create databases, custom calendars, and other personal information trackers. In this blog, I walk you through using Microsoft Lists to create a writing submission tracker with custom views to see your open submissions and upcoming deadlines.

I am not professionally affiliated with Microsoft; I just subscribe to Microsoft 365. Professionally, I write technical documentation and procedures, in addition to my poetry and creative nonfiction. I enjoy all of my writing endeavors, especially when I have an opportunity to bring them together in how-to blogs for writers. I hope these “helper” blogs make your journey easier! Also check out my Resources forum for links to useful software and media libraries.

What can you use instead of Microsoft Lists? Google has beta app called Tables that has similar functionality. You can also check out AirTable and OpenOffice Base (open source). These options are free or have free plans.

Below, I walk you step-by-step through creating a submission tracker with Microsoft Lists. Preferably, you have two monitors to display these steps on one while you build your submission tracker on the other. You can also print this page to follow along. Feel free to tweak the steps to your preferences along the way (I’m just your guide).

Create a custom submission tracker in Microsoft Lists

Create your tracker

1. Log in to Microsoft365.com and click on the Launcher () in the upper-left corner to open Lists. You can also visit https://lists.live.com/.
2. Click on New list () and choose Blank list.
3. In the Name field, enter Submission Tracker (or the preferred name for your tracker).
4. Optionally enter a Description and choose a color and icon.
5. Click on Create.

Create the Status column

1. Click on Add column () and choose Choice and click on Next.
   
2. In the Name field, enter Status.
3. In the Choices section, click on the first choice and type Upcoming.
4. For the second and third options, enter Sent and Accepted respectively.
5. Click on Add choice and enter Declined.
6. Click on Add choice and enter Published.
7. Click on Add choice and enter No response.
8. Optionally click the pallet icons () to change choice colors.
9. In the Default value field, choose Sent.
10. Click on Save to save the column.

Create the Submission Date column

1. Click on Add column and choose Date and time and click on Next.
2. In the Name field, enter Submission Date.
3. In the Default value field, select Today.
4. Save the column.

Create the Publisher columns

1. Click on Add column and choose Text and click on Next.
2. In the Name field, enter Publisher.
3. Save the column.
4. Click on Add column and choose Hyperlink and click on Next.
5. In the Name field, enter Website.
6. Save the column.
7. Click on Add column and choose Hyperlink and click on Next.
8. In the Name field, enter Guidelines.
9. Save the column.

Create the submission columns

1. Click on Add column and choose Date and time and click on Next.
2. In the Name field, enter Deadline and Save the column.
3. Click on Add column and choose Number and click on Next.
4. In the Name field, enter Fee.
5. Under Preview, choose the currency.
6. Set Number of decimal places to 2.
7. In the Default value field, enter 0.00.
   
8. Save the column.
9. Add another Number column and Name it Potential.
10. Set is as currency with 2 decimal places.
11. In the Default value field, enter 0.00.
12. Save the column.
13. Click on Add column and choose Choice and click on Next.
14. In the Name field, enter Works.
15. Click on the More options button at the bottom of the pane.
16. Toggle on Allow multiple selections.
17. In the Choices section, replace the options with the titles of the works you will submit. (To add new titles later, you can click on the column heading and choose Column settings > Edit to add new choices).
18. Save the column.
19. Optionally Add column and choose Text and click on Next.
20. In the Name field, enter Notes.
21. In the Type field, choose Multiple lines of text.
22. Save the column.

More information: Microsoft: Create a list from the Lists app

Add submission records

You can add submission records in the grid view by clicking on Edit in grid view in the upper-left corner of the screen and entering information in the rows and columns. Or, enter information in a form by clicking on the Add new item button.

Create a view for open submissions

To create a list of open items (those with the Status of Accepted or Sent), let’s create a view. First, you will need at least one record for each of the available Statuses so that we can filter the grid to create views. If you do not have submissions for each of the statuses, create them before continuing. You can delete them after the views are set up.

1. In the upper-right corner of the screen, click on the Add a view button ().
2. In the View name field, enter Open items and click on Create.
3. Click on the Status column header and choose Filter by.
4. In the Filter pane that appears, select Accepted and Sent and click on Apply.
5. On the Open items tab in the upper-right corner of the screen, click on the dropdown arrow and choose Save view as.
6. Click on Save.

Go ahead and test the new view by clicking on the All Items tab and then back on the Open items tab.

Create a calendar of upcoming deadlines

Now, let’s create a calendar view that shows upcoming deadlines.

1. Click on the Add a view button.
2. Name it Upcoming deadlines and click on the Calendar button.
3. Make sure the Deadline field is selected in the start and end date fields.
   
4. Click on Create.

Feel free to create more views or add more columns to your personal submission tracker!

Additional learning resources

Want more information about Microsoft Lists? Check out these additional sources:

• Organize and Manage Your Work Better With Microsoft List (23 mins.)
• How to use Microsoft Lists (21 mins.)