How to Export SharePoint List to Excel: A Comprehensive Guide

Exporting a SharePoint list to Excel is a straightforward process that simplifies data management and reporting. SharePoint is widely used by organizations for its robust data organization capabilities, especially with lists, which function as versatile tables for storing structured data like task assignments, project milestones, or contact information. Why export SharePoint list to Excel? The answer lies in the analytical and collaborative power of Excel. While SharePoint offers dynamic data views, Excel provides unparalleled tools for sorting, filtering, graphing, and analyzing data.?

This makes exporting essential for reporting and decision-making workflows. There are multiple ways to export a SharePoint list to Excel, ranging from the built-in “Export to Excel” feature to advanced automation using Power Automate.

This guide will take you through step-by-step instructions, explore common challenges, and offer tips for streamlining your exports for both casual users and advanced professionals.

By the end of this guide, you'll understand the methods, tools, and best practices for exporting SharePoint lists effectively, ensuring clean, usable data every time. Whether you’re working with a small list or handling large datasets, this tutorial has you covered.

How to Export SharePoint List to Excel Using Export Option?

Exporting a SharePoint list to Excel is a built-in feature that is both efficient and user-friendly. This method works best for users who want to quickly transfer data for analysis or reporting. Below is a detailed step-by-step guide:

Step 1: Open the SharePoint List

• Navigate to your SharePoint site and locate the list you wish to export.
• Ensure you have the necessary permissions to access the list. At a minimum, "Read" access is required.

Step 2: Click the “Export to Excel” Option

• Once on the list view, look for the “Export to Excel” button. This is usually found in the command bar or under the “List” tab.
• Click this button to export SharePoint list to Excel.

Step 3: Save the .iqy File

• A file with the extension .iqy (Internet Query File) will be downloaded. This file acts as a bridge between SharePoint and Excel, allowing data to be retrieved dynamically.
• Save the file to your computer.

Step 4: Open the .iqy File in Excel

• Double-click the .iqy file, which will open in Excel.
• Excel may prompt you to enable data connections. Click “Enable” to proceed.

Step 5: Review and Save Your Data

• The SharePoint list data will now appear in Excel. Review the imported data to ensure accuracy.
• Save the file in your preferred format, such as .xlsx or .csv, for easy sharing or offline use.

Key Benefits of Using This Method

1. Real-Time Updates: Data in Excel can sync with SharePoint, allowing you to refresh it directly.
2. Ease of Use: Minimal technical knowledge required.
3. Quick Access: Ideal for small-to-medium-sized lists.

This method is perfect for users who need a quick export without additional configuration.

Using List Settings for Advanced Export

For users seeking more control over the data being exported from SharePoint, the "List Settings" method provides a powerful alternative. This method is particularly useful for handling larger datasets or when you need to export specific views of a list. Here’s how to use the List Settings for an advanced export:

Step 1: Access List Settings

• Start by opening your SharePoint site and navigating to the desired list.
• In the top-right corner, click the Settings icon (often represented by a gear).
• From the dropdown menu, select List Settings. This will open the settings page for your list.

Step 2: Export SharePoint List to Excel

• On the List Settings page, scroll down to the Permissions and Management section.
• Click on the Export to Excel link. This will trigger the export process directly from the settings page.

Step 3: Choose Data to Export

• After clicking "Export to Excel," SharePoint will generate a file that includes all columns in the selected view. However, before exporting, it’s a good idea to configure the view and filter out any unnecessary data.
• You can modify the list view by going to the List Settings and customizing the columns or adding filters for more precise data export.

Step 4: Save and Open the File

• Once the export is complete, save the file to your computer. As with the previous method, the file will typically be saved as a .iqy (Internet Query) file.
• Open the file in Excel and enable data refresh if needed.

Key Benefits of Using List Settings for Export

1. Customizable Views: Tailor the export by applying filters or selecting specific columns.
2. Cleaner Data: Export only the data you need without irrelevant information.
3. Greater Control: Ideal for large or complex lists where detailed filtering is necessary.

This method offers a great balance between flexibility and simplicity, especially for users who are working with larger SharePoint lists or want to avoid unnecessary data.

Automate Export SharePoint List to Excel with Power Automate

If you frequently need to export SharePoint lists to Excel, automating the process with Power Automate can save you a lot of time and effort. Power Automate is a tool that lets you set up workflows to automate tasks, such as exporting data from SharePoint lists directly into Excel. This method is especially useful for recurring exports or when dealing with large datasets that need constant updates.

Step 1: Create a New Flow

• To begin, log in to Power Automate and click on Create in the left-hand menu.
• Select Automated Flow from the options. This will trigger a workflow based on a specific event, such as a new item being added to your SharePoint list.

Step 2: Set the Trigger

• For this flow, set the trigger to be When an item is created or modified. This will ensure that every time a new item is added to the SharePoint list or an existing one is updated, the export process is triggered automatically.
• Choose the SharePoint site and the list you want to export from.

Step 3: Add Actions to Export Data

• Once the trigger is set, add an action to Get Items from the SharePoint list. This action retrieves all the data from your list.
• Next, add another action for Create CSV table to convert the SharePoint list data into a CSV format. You can also use Create Excel File if you want to export SharePoint list to Excel.

Step 4: Save the File

• After the data is exported into a CSV or Excel file, use the Create File action to save it in OneDrive or SharePoint, or send it via email.
• Choose where you want the file to be saved and name it accordingly. This file will now be automatically generated every time the trigger condition is met.

Step 5: Test Your Flow

• Once the flow is created, run a test to make sure it works as expected.
• Check the saved file in OneDrive or SharePoint to ensure that all data has been exported correctly.

Key Benefits of Automating Export with Power Automate

1. Efficiency: Automates repetitive tasks and eliminates the need for manual intervention.
2. Customizability: Allows you to tailor the workflow to your specific needs, whether it’s exporting specific columns or scheduling exports at regular intervals.
3. Error Reduction: Automated processes reduce human errors and ensure consistency in exports.

This method is ideal for teams who need regular exports or work with large datasets. It streamlines the process and ensures that data is always up to date without manual effort.

By using Power Automate, you can transform how your organization handles SharePoint list exports, making it a more efficient and error-free experience.

Troubleshooting Common Issues: Export SharePoint List to Excel

While exporting SharePoint lists to Excel is typically a smooth process, there are common issues that users may encounter. Fortunately, most of these problems can be easily resolved with a few adjustments. Here's a guide to troubleshooting some of the most frequent issues:

1. Permissions Not Allowing Export

One of the most common issues is when a user doesn't have the proper permissions to export a list. To resolve this:

• Ensure that the user has at least Read permissions on the list. If you're not the site owner, reach out to the administrator to confirm or adjust your permissions.
• If you're trying to export a restricted list (such as a list with sensitive data), check whether any custom permissions have been applied to limit access.

2. Formatting Problems in Excel

After exporting, you may notice that some data appears misaligned or incorrectly formatted in Excel. This can happen for various reasons:

• Text vs. Number Formatting: Excel may interpret text as numbers or dates incorrectly. This is common when SharePoint lists contain mixed data types in the same column.
• Solution: Use Excel’s Text to Columns feature to manually separate mixed data types or reformat columns to the desired type.

3. Limits to Export SharePoint List to Excel

If you're exporting a very large SharePoint list (more than 5000 items), you might encounter issues due to SharePoint's list view threshold limit. Here's how to handle it:

• Filtered Views: Try exporting a smaller subset of the data by applying filters in the SharePoint view.
• Indexed Columns: Ensure that your list has indexed columns to make the export process more efficient.
• Use Power Automate: If you're dealing with large datasets, consider using Power Automate to export the data in smaller chunks.

4. Exporting Non-Visible Columns

By default, only the visible columns in the current view are exported. If you've hidden any columns, they won’t appear in your Excel file.

• Solution: To ensure all columns are exported, go to the List Settings, modify the view, and ensure all necessary columns are visible.

5. Data Not Refreshing in Excel

When exporting data through the .iqy file, the data in Excel may not automatically refresh, leading to outdated information.

• Solution: To refresh the data in Excel, go to the Data tab and click Refresh All. This will sync the Excel file with SharePoint for the most up-to-date information.

Best Practices for Exporting SharePoint Lists to Excel

Many businesses export SharePoint list to Excel in their routine tasks, but ensuring the export is done effectively requires some best practices to avoid common pitfalls. By following these guidelines, you can optimize your data export process and ensure the files you export are ready for use without unnecessary complications.

1. Clean Up Your List Before Exporting

Before starting the export process, ensure that your SharePoint list is as clean and organized as possible. This includes:

• Removing Unnecessary Data: Delete or archive irrelevant list items.
• Reorganizing Columns: Consider hiding columns that aren’t needed in the export. This will make the Excel file more manageable and focused on the key data.
• Validating Data: Double-check that all fields contain the correct data and that there are no missing or inconsistent entries.

2. Use Filtered Views for Specific Data

Instead of exporting the entire list, which can be inefficient, create filtered views in SharePoint to narrow down the data. This ensures that only the relevant items and columns are exported, making the Excel file easier to work with. For example, filter by dates, categories, or status.

• Save Custom Views: If you need to export similar data regularly, save the view for future use.

3. Leverage Indexed Columns for Large Lists

SharePoint lists with thousands of rows can slow down the export process due to SharePoint’s view threshold. To improve performance, use indexed columns to speed up the query and filter results more efficiently.

• How to Index Columns: Go to List Settings > Indexed Columns, and select columns that are frequently filtered or used in views.

4. Schedule Regular Exports with Power Automate

If you regularly need to export the same data, automate the process using Power Automate. Set up a flow that runs at regular intervals and exports data from your SharePoint list into Excel or CSV format.

• Why Automate: Regular exports are less prone to human error and save time. They also ensure data is consistently updated without manual intervention.

5. Keep Your Excel File Organized

Once the data is exported, clean up your Excel file to ensure it is easy to read and manipulate. Consider:

• Removing Empty Rows: Delete any rows or columns that don’t contain data.
• Using Excel Filters and Formatting: Apply filters to your columns and format the data for readability (e.g., use bold headings, and apply cell borders).
• Saving in Multiple Formats: Save your file in both .xlsx and .csv formats if you need it for different systems or purposes.

Following these best practices will help ensure that your SharePoint list exports are efficient, clean, and useful for analysis or reporting. On the other hand, if you want to store all of your data including document libraries, then you can use the SysTools SharePoint Migration Software. This tool can save your SharePoint data to another cloud platform.

Conclusion

Exporting SharePoint lists to Excel is a powerful tool for analyzing and sharing data, but to get the most out of this process, it’s essential to follow best practices and use the right tools. Whether you're exporting data manually, automating the process with Power Automate, or troubleshooting common issues, these methods help you to export SharePoint list to Excel effectively.