Exporting SharePoint list data to Excel is a common requirement for users who need to analyze, manipulate, or share data outside of SharePoint. SharePoint provides multiple ways to export list data to Excel, allowing for both manual and automated exports.
This guide will cover:
✔ Different methods to export SharePoint list data to Excel
✔ Step-by-step instructions for each method
✔ Automating exports using Power Automate
✔ Best practices for exporting data
1. Methods to Export SharePoint List Data to Excel
There are several ways to export SharePoint list data to Excel, depending on your requirements:
1. Export Using the “Export to Excel” Option (Easiest Method)
✔ Best for one-time exports of list data.
✔ Works well for small to medium-sized lists.
2. Export Using Power Automate (Flow)
✔ Best for automated exports on a schedule.
✔ Useful for integrating with OneDrive, SharePoint, or third-party apps.
3. Export Using PowerShell
✔ Best for bulk data exports or scripting automated solutions.
✔ Works well for large SharePoint lists.
4. Export Using Excel’s “Get Data” Feature
✔ Best for real-time data synchronization between Excel and SharePoint.
✔ Allows refreshing data without re-exporting manually.
2. Exporting Using the “Export to Excel” Feature
This is the simplest way to export data and requires no technical knowledge.
Step-by-Step Guide:
1️⃣ Navigate to the SharePoint list you want to export.
2️⃣ Click on Export > Export to Excel (in modern SharePoint) or List > Export to Excel (in classic SharePoint).
3️⃣ A .iqy file will be downloaded. Open this file in Microsoft Excel.
4️⃣ If prompted, click Enable Content and then Refresh Data to pull the latest records.
5️⃣ The list data will appear in Excel. You can now save it as a .xlsx file.
Limitations:
- Exports only visible columns (hidden columns are not included).
- Exports live data (modifications in SharePoint can affect the data in Excel).
- Works best for smaller lists (large lists may take time to load).
3. Automating Export Using Power Automate
For automated exports, Power Automate can extract data from SharePoint lists and save it as an Excel file in OneDrive or SharePoint.
Step-by-Step Guide:
1️⃣ Open Power Automate (flow.microsoft.com).
2️⃣ Click Create > Instant cloud flow.
3️⃣ Select a trigger, e.g., “When an item is created or modified”.
4️⃣ Add a “Get items” action and configure it to fetch the SharePoint list data.
5️⃣ Add a “Create table” action to format the data into an Excel table.
6️⃣ Add a “Create file” action to save the exported Excel file to OneDrive or SharePoint.
7️⃣ Click Save and test the flow.
Benefits:
✔ Exports data automatically when records are added or modified.
✔ Saves time and effort compared to manual exports.
✔ Allows for scheduled exports (e.g., daily, weekly).
4. Exporting Using PowerShell
For bulk exports, PowerShell is a powerful and flexible tool.
Step-by-Step Guide:
1️⃣ Install the PnP PowerShell module (if not already installed):
powershellCopyEditInstall-Module PnP.PowerShell -Force -AllowClobber
2️⃣ Connect to SharePoint:
powershellCopyEditConnect-PnPOnline -Url "https://yourdomain.sharepoint.com/sites/yoursite" -UseWebLogin
3️⃣ Export data to an Excel-compatible CSV file:
powershellCopyEdit$listItems = Get-PnPListItem -List "Your SharePoint List Name"
$listItems | Select-Object Field1, Field2, Field3 | Export-Csv -Path "C:\ExportedList.csv" -NoTypeInformation
4️⃣ Open the exported CSV file in Excel.
Best for:
✔ Large-scale data exports.
✔ Automated, scheduled exports via task scheduler.
✔ Exporting specific columns (by modifying the Select-Object fields).
5. Exporting Using Excel’s “Get Data” Feature
If you want to link SharePoint list data to Excel and refresh it without manual exports, use Excel’s “Get Data” feature.
Step-by-Step Guide:
1️⃣ Open Microsoft Excel.
2️⃣ Click Data > Get Data > From Online Services > From SharePoint Online List.
3️⃣ Enter the SharePoint site URL (not the list URL).
4️⃣ Choose the list you want to import.
5️⃣ Click Load to import the data into an Excel table.
6️⃣ Click Refresh whenever you want to update the data.
Benefits:
✔ Keeps data synchronized with SharePoint.
✔ No need to re-export manually.
✔ Works for large lists (faster than manual exports).
6. Best Practices for Exporting Data from SharePoint
✔ Use Power Automate for Recurring Exports – Automate frequent exports instead of manually exporting.
✔ Use “Get Data” for Live Data – If you need real-time updates, use Excel’s “Get Data” feature instead of manual exports.
✔ Filter Data Before Exporting – Use views and filters in SharePoint to limit exported data.
✔ Avoid Large Data Exports Manually – Use PowerShell or Power Automate for large datasets.
✔ Ensure Data Formatting – Clean up data in SharePoint before exporting to avoid errors.
7. Conclusion
Exporting SharePoint list data to Excel can be done manually or automatically, depending on your needs:
✔ For one-time exports, use the Export to Excel feature.
✔ For automated exports, use Power Automate.
✔ For bulk exports, use PowerShell.
✔ For real-time updates, use Excel’s “Get Data” feature.
By selecting the right method, you can efficiently export and analyze SharePoint data in Excel while minimizing manual effort.