How To Export A SharePoint List To Excel

Introduction

Exporting a SharePoint list to Excel is a common task for data analysis and reporting, requiring familiarity with both platforms' interfacing features. Understanding the process can streamline data management and enhance productivity.

While this guide provides step-by-step instructions on exporting SharePoint lists, we'll also explore how Sourcetable's AI-powered platform eliminates the need for complex Excel functions by letting you analyze data through simple conversation - try Sourcetable now to transform your data analysis workflow.

Export SharePoint List to Excel

To export a SharePoint list to Excel, access the Export to Excel feature from the command bar of the list. This feature only works when no list items are selected and is available in SharePoint and the Microsoft Lists app.

Steps to Export

Ensure the list items are not selected, then locate the Export to Excel option on the command bar. Classic SharePoint users will find this option on the List tab on the ribbon. Click to create an Excel table with a one-way data connection to your SharePoint list.

Excel Workbook and Connection

The resultant Excel workbook allows manipulation of list data with options to maintain a one-way connection to the original list or use the data independently. Periodic refreshes on the Data tab in Excel can update the workbook with changes from SharePoint.

Understanding Exported Data Structure

Exported lists exclude SharePoint's folder structure but include Item Type and Path columns to filter and sort by data type and location. These columns compensate for lack of folder structure in the Excel table.

Export Limitations and Alternatives

The export feature has certain limitations, including the inability to export SharePoint list color coding and JSON formatting. To retain JSON formatting, create a new list from an existing one. For macOS users, Export to CSV is the only option, with a limit of 30,000 rows. CSV files will not be connected to the original SharePoint list and can be opened in Notepad or Excel.

Export to CSV

For a brief period, the Export to CSV option was enabled for document libraries, offering a straightforward, non-connected data export suitable for macOS users or those needing a simple CSV file format.

Best Practices and Formatting

When exporting SharePoint lists, be aware that Excel does not retain SharePoint's color coding or JSON formatting. For reporting purposes, consider creating an HTML report with Microsoft Flow, though this too will not maintain SharePoint list formatting.

Excel vs Sourcetable: A New Era of Spreadsheets

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Data Analysis Approach

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Data Handling

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Visualization Creation

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Learning Curve

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Workflow Efficiency

Excel workflows involve multiple manual steps. Sourcetable's AI automates entire processes from data upload to analysis to visualization through simple conversation.

Streamline Your SharePoint Data Analysis with Sourcetable

Exporting SharePoint lists to Excel can be a crucial step in data analysis and reporting. Sourcetable simplifies this process by replacing traditional spreadsheet functions with a powerful AI chatbot. Simply upload your data or connect your database, and let AI handle the complex analysis, visualization, and reporting tasks.

Sourcetable's conversational interface eliminates the need for manual spreadsheet work. Instead of wrestling with Excel functions, you can create spreadsheets from scratch, generate sample data, and transform your data into stunning visualizations just by telling the AI what you want. This approach makes data analysis accessible and efficient for everyone on your team.

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