How To Export A SharePoint List To Excel

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.

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