Importing data into SharePoint lists is a common requirement for organizations that manage structured information. Whether you’re migrating from Excel, SQL databases, or other sources, SharePoint provides multiple ways to import and manage data efficiently.
In this guide, we’ll cover:
✔ Methods to import data into SharePoint lists
✔ Step-by-step instructions for each method
✔ Best practices for data import
1. Methods to Import Data into SharePoint Lists
There are several ways to import data into a SharePoint list, depending on your data source and requirements:
1. Import Data from Excel (Most Common)
✔ Best for structured data already maintained in Excel spreadsheets.
✔ Uses the built-in “Import Spreadsheet” feature or Power Automate.
2. Use Quick Edit / Grid View
✔ Best for small datasets that need manual copying from Excel.
✔ Allows easy copy-pasting of data into SharePoint lists.
3. Import Using Power Automate
✔ Best for automated data imports from external sources.
✔ Supports integration with SQL, Excel, SharePoint, and more.
4. Import Using SharePoint API or PowerShell
✔ Best for large-scale data migrations from databases or external systems.
✔ Requires technical expertise (PowerShell scripting or API knowledge).
2. Importing Data from Excel to SharePoint List
Method 1: Using the “Import Spreadsheet” Feature
This method allows you to create a SharePoint list from an Excel table.
✔ Step-by-Step Guide:
1️⃣ Open SharePoint and navigate to the site where you want to create the list.
2️⃣ Click on Site Contents > New > App.
3️⃣ Select “Import Spreadsheet” from the app list.
4️⃣ Provide a Name and Description for the list.
5️⃣ Click Browse, select your Excel file, and click Import.
6️⃣ Choose the range of data to import and click OK.
7️⃣ SharePoint will create a new list with the imported data.
Limitations:
- Works best with structured Excel tables (ensure your data is formatted as a table).
- Some column types (dropdowns, dates, etc.) may not import correctly.
Method 2: Using Quick Edit (Grid View)
If you already have a SharePoint list but need to import data from Excel, use the Quick Edit (Grid View) feature.
✔ Step-by-Step Guide:
1️⃣ Open your Excel file and format it properly.
2️⃣ In SharePoint, navigate to the target list.
3️⃣ Click on Edit in Grid View (previously “Quick Edit”).
4️⃣ Select the relevant rows and columns in Excel and copy them (Ctrl + C).
5️⃣ Paste the data into the SharePoint grid view (Ctrl + V).
6️⃣ Click Exit Grid View to save changes.
Limitations:
- Can only be used for existing lists (does not create a new list).
- Copy-pasting does not work well for lookup or complex columns.
3. Importing Data Using Power Automate
If you need to automate data imports, Power Automate (formerly Microsoft Flow) is a great option.
✔ Step-by-Step Guide:
1️⃣ Open Power Automate (flow.microsoft.com).
2️⃣ Click Create → Instant cloud flow.
3️⃣ Choose a trigger (e.g., “When an Excel file is added to OneDrive” or “On a schedule”).
4️⃣ Add a “List rows present in a table” action to retrieve data from Excel.
5️⃣ Add a “Create item” action to insert data into the SharePoint list.
6️⃣ Map the Excel columns to SharePoint fields.
7️⃣ Save and test the flow.
Benefits:
✔ Automates the data import process.
✔ Supports scheduled imports (e.g., daily or weekly updates).
✔ Works with multiple data sources (SQL, Excel, APIs).
4. Importing Data Using PowerShell
For large datasets or database migrations, PowerShell is a powerful tool to import data into SharePoint lists.
✔ Step-by-Step Guide:
1️⃣ Install PnP PowerShell (Install-Module PnP.PowerShell).
2️⃣ Connect to SharePoint:
powershellCopyEditConnect-PnPOnline -Url "https://yourdomain.sharepoint.com/sites/yoursite" -UseWebLogin
3️⃣ Use PowerShell to import data from a CSV file:
powershellCopyEdit$csvData = Import-Csv "C:\Path\To\Data.csv"
foreach ($row in $csvData) {
Add-PnPListItem -List "Your SharePoint List Name" -Values @{
"Title" = $row.Title;
"Description" = $row.Description;
"Date" = $row.Date
}
}
4️⃣ Run the script to import the data into SharePoint.
Best for:
✔ Large data migrations from databases or legacy systems.
✔ Importing thousands of records efficiently.
5. Best Practices for Importing Data into SharePoint
✔ Ensure Column Mapping is Correct – Match SharePoint list columns with your data source before importing.
✔ Use Excel Tables for Importing – When importing from Excel, format your data as a table for better accuracy.
✔ Avoid Manual Imports for Large Datasets – Use Power Automate or PowerShell for large-scale imports.
✔ Keep Data Clean – Remove duplicate rows, blank values, and incorrect data types before importing.
✔ Test with a Small Dataset First – Before importing a large dataset, test with a few rows to ensure correct formatting.
✔ Use Unique Identifiers – If your data includes IDs, ensure they match existing records to avoid duplicates.