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.
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.
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.
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.
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.
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.
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.
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.
Data Backup and Offline Access |
Create reliable backup copies of your SharePoint list data for secure offline storage. This ensures you always have access to critical information, even without an internet connection, and maintains a historical record for future reference. |
Advanced Data Analysis |
Leverage Excel's powerful analytical tools and functions to perform complex data analysis on your SharePoint list data. This enables deeper insights through pivot tables, statistical analysis, and advanced calculations that may not be possible within SharePoint itself. |
Custom Reporting and Visualization |
Transform your SharePoint data into compelling visual presentations using Excel's extensive charting capabilities. Create professional reports with custom formatting, graphs, and charts that effectively communicate insights to stakeholders. |
External Stakeholder Collaboration |
Share your SharePoint list data with external partners and stakeholders in the widely-used Excel format. This ensures seamless collaboration with those who may not have SharePoint access or prefer working with spreadsheets. |
Data Integration and Consolidation |
Combine your SharePoint list data with information from other sources in Excel for comprehensive analysis. This integration allows you to create unified datasets and derive insights from multiple data sources in one workspace. |
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You can export a SharePoint list to Excel by selecting Export > Export to Excel from the command bar. This creates an Excel table with a one-way data connection to the SharePoint list.
When exporting to Excel, you get a one-way connection to the original list that can be refreshed to get updated data. CSV exports have no connection to the original list and are limited to 30,000 rows. CSV exports are only available on macOS.
No, the connection between Excel and SharePoint is one-way only. Changes made to the Excel table will not be sent back to the SharePoint list. However, you can select Refresh All on the Data tab to get a fresh copy of the SharePoint list data in Excel.
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.
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