MS-900 Describe Microsoft 365 apps and services Practice Question
A sales team needs to create a shared list of customer contact information with custom fields like company, email, phone, and deal stage. The list should be accessible from within Outlook and allow real-time updates by multiple users. Which Microsoft 365 app should they use?
⚠ Common exam trap
Many candidates confuse Microsoft Lists with Microsoft To Do or Planner because both involve task tracking, but Lists is the only one that supports custom columns and real-time multi-user editing for structured data like contacts.
Answer choices
Why each option matters
Answer the question above first, then reveal the full breakdown to understand why each option is right or wrong.
Correct answer & explanation
✓
Microsoft Lists
Microsoft Lists is the correct choice because it provides a customizable, shared list that supports custom columns (e.g., company, email, phone, deal stage) and real-time collaboration. It integrates directly with Outlook via the Lists app or by adding a list as a tab in Outlook, allowing the sales team to access and update the list without leaving their email client.
Answer analysis
Option-by-option breakdown
For each option: why learners choose it and why it is or isn't the right answer here.
- ✓
Microsoft Lists
Why this is correct
Microsoft Lists is a SharePoint-backed data-tracking app in Microsoft 365 that lets you build a tailored customer contact list with custom columns for name, email, phone, and other fields. It supports real-time multi-user editing, version history, and sorting or filtering, and it appears in Outlook via the "My Lists" entry point or direct list sharing. Because it is built on SharePoint, it can be embedded in Teams and automated with Power Automate, making it the correct fit for a shared, structured list.
- ✗
Microsoft To Do
Why it's wrong here
Microsoft To Do is designed for personal productivity, offering tasks with due dates, reminders, and steps, but it does not support custom fields such as "Contact Name" or "Phone". While users can create multiple lists, To Do lists are not shared in a true multi-user sense; only individual tasks assigned via Microsoft Planner appear in team members' To Do views. Therefore, it cannot serve as a shared customer contact list for a sales team.
- ✗
Microsoft Planner
Why it's wrong here
Microsoft Planner is a team task-management tool built around Kanban boards with buckets and cards, not a structured list with custom columns. Cards in Planner can hold notes and checklists, but they do not represent rows in a table, and there is no native functionality to create a customer contact database. It is intended for tracking work and assignments, not for maintaining a reference list of contacts.
- ✗
Microsoft Dynamics 365
Why it's wrong here
Microsoft Dynamics 365 is a comprehensive CRM/ERP suite with sales, marketing, and customer service modules, requiring specialized administration and per-user licensing. For the simple requirement of a shared customer contact list, Dynamics 365 is cost-prohibitive and introduces unnecessary complexity; it is designed to automate business processes, not to serve as a casual team data-collection tool. Even a basic custom entity in Dynamics would be an over-engineered solution for this scenario.
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Benefits of Microsoft Cloud
Key term
Collaboration
Collaboration in Microsoft 365 refers to the integrated tools and services that enable people to work together in real time, share information, and coordinate tasks from anywhere.
Key term
Microsoft 365
Microsoft 365 is a subscription-based cloud service from Microsoft that combines productivity tools like Office apps with security, device management, and online storage.
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Senior Network & Security Engineer · founder of Courseiva
This MS-900 practice question is part of Courseiva's free Microsoft certification practice question bank. Courseiva provides original exam-style practice questions with explanations, topic-based practice, mock exams, readiness tracking, and study analytics to help learners prepare for the MS-900 exam.