How To Export A SharePoint List To Excel

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.

This guide provides step-by-step instructions on exporting SharePoint lists effectively. Additionally, we will delve into how Sourcetable offers a more efficient approach to this task compared to traditional methods with 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.

Excel vs. Sourcetable: Streamlined Data Management & Analysis

Excel, a Microsoft spreadsheet tool, is renowned for its versatility in data analysis, budgeting, and data manipulation. However, Sourcetable offers a specialized, efficient alternative for modern data management. With the ability to sync from over 100 applications, Sourcetable brings a seamless integration of various data sources to a spreadsheet-like interface, streamlining the workflow for growth teams and business operations.

Where Excel may demand coding skills for complex data analysis and extended functionality through add-ons and macros, Sourcetable simplifies the user experience. Its built-in AI copilot aids users with formula creation and templating, using an intuitive chat interface that enhances productivity, thereby offering a user-friendly solution without the need for extensive technical knowledge.

Although Excel has a robust set of features allowing for deep data analysis and complex calculations, Sourcetable specializes in creating live models that update automatically. With data syncing as frequent as every 5 minutes on the pro plan, Sourcetable ensures that your business decisions are informed by the most current data, making it superior for real-time collaboration and decision-making. Unlike Excel, Sourcetable is designed to allow for easier, more integrated sharing, enhancing teamwork and efficiency.

Cost-wise, Sourcetable presents a transparent model with a $50 monthly starter plan and a $250 pro plan, both with a 14-day free trial. Excel, as part of various licensing models, may entail different costs, and requires an Office 365 subscription for real-time collaboration through OneDrive. Sourcetable, in contrast, is poised to cater to businesses seeking a focused, streamlined business intelligence solution with a contemporary interface and no-coding-required ease of use.

Streamline Your SharePoint Data Analysis with Sourcetable

Exporting SharePoint lists to Excel can be a crucial step in data analysis and reporting. Sourcetable transforms this process by providing a seamless solution for integrating with third-party tools like SharePoint. With real-time data access and a collaborative interface, your team’s efficiency is significantly enhanced.

Sourcetable's AI capabilities take spreadsheet management to the next level. Automate complex reports, gain insights effortlessly, and find answers to pressing questions about your data or spreadsheet formulas. By simplifying these tasks, Sourcetable delivers a potent mix of productivity and accessibility.

Ready to redefine how you work with SharePoint data in Excel? Try Sourcetable now and experience the future of spreadsheet automation and data analysis.