Do you know that according to recent statistics, more than 70% of companies depend on SharePoint to handle their essential data and operations? Yes, it’s true. It is so because those who work with Excel and SharePoint lists know these tools are essential to their operations.
It seems difficult to know how to take Excel data to a SharePoint list plus upload Excel to a SharePoint list that already has data and how to import a CSV file and create an item in SharePoint. Worry not!
This blog will explore SharePoint export to Excel and other complex terms. you will understand how to operate SharePoint list columns with Excel, transfer lists from one site to another, and quickly update your SharePoint lists.
Through our simple instructions, you’ll develop the skills to build SharePoint create a list from Excel data import Excel as a SharePoint list, and copy SharePoint lists between different sites. Get started today to change how you run your data operations.
Key points covered in this blog
- What is a SharePoint List?
- Why SharePoint Lists for the Management of Data?
- How to create a SharePoint list from Excel Data
- How to update using Excel Saving a list from a SharePoint site to an Excel format
- Data Exporting from Excel to SharePoint
- Importing New records from Excel to the Existing SharePoint List
- Import a CSV File into a SharePoint List
- Moving SharePoint Lists Across Sites
- In what way are SharePoint Development Services helpful?
What is a SharePoint List?
Before diving deeper into the data exchange between Excel and SharePoint lists, we need to understand what SharePoint lists mean. SharePoint lists make it simple for teams to create and share data storage systems. Unlike basic Excel files, SharePoint lists enable more advanced functions that include automatic history updates, access controls, and automation through scheduled processes.
A SharePoint list stores multiple data formats, including text elements, date entries, numerical values and connected documents. The tool handles different types of information superbly. Lists function as the main data storage system in SharePoint using their strong organized format that helps users easily search and modify their data. Using this, you will get the SharePoint update list from Excel data into the system.
Learning from Best Practices: SharePoint Lists: Why and How for Data Management?
There are several reasons why companies prefer SharePoint lists over Excel for managing and sharing data:
- Real-time collaboration
Excel files require constant manual file transfer to collaborate but SharePoint lists eliminate this requirement by offering users simultaneous visibility and data editing. SharePoint lists reduce the chance of users accidentally modifying the work of their colleagues. Sharing Excel files becomes obsolete when you choose to upload excel to SharePoint list that already has data while maintaining everything in a single accessible location.
- Security and Permissions
Through SharePoint list security, you have full control to establish authorization rules that cover entire lists along with their individual components and individual fields. Authoritative users remain the only ones who have permission to access or change delicate data. Your SharePoint list column with excel are managed through Excel functions alongside imported data under a permission system that ensures both security and user accessibility.
- Data Integrity and Versioning
SharePoint maintains built-in versioning, which enables users to monitor changes that happen to their lists throughout time. A previous version is available for retrieval in case you delete data by mistake or create errors. SharePoint enables seamless updates of list data from Excel spreadsheets through a key function, which improves data consistency as well as accuracy during all import and modification stages.
- Integration with Other Microsoft Tools
Advanced integration capabilities exist within SharePoint and enable workflows with Power Automate and Power Apps and Teams connectivity for better teamwork experiences. Power Automate automation lets you import data into SharePoint lists while PowerApps enables you to design user-friendly applications that work with your list data. Move your workflow forward by introducing integrations that propel spreadsheet users toward effective team collaboration powered by SharePoint list applications derived from Excel data.
How to Create a SharePoint List from Excel
This is one of the simplest techniques of create SharePoint list from Excel, for the data can be imported directly from an Excel sheet into the SharePoint list. Here’s how to do it:
Step 1: Prepare Your Excel File
Clear structures in this Excel file are ideal if you want to import this file to SharePoint successfully. Every column of the data must have a title, and the actual data must also be uniform. In Excel, every column will be directly connected to the corresponding column of the SharePoint list.
Step 2: Go to Your SharePoint Site
To create the SharePoint list, go to the SharePoint site where you wish the list would exist. You can create the list on any site that you have access to.
Step 3: Create a New List
Navigate through the option list in the top right part of the page and find the button that looks like the gear icon.
- Then, choose “Site Contents” on the menu.
- There, tap on “New,” followed by “List.”
- Select “From Excel” if you want to input data from an already existing Excel worksheet.
Step 4: Upload the Excel File
Select the Excel file that you worked out to prepare for this database. Originally, when using the import list option in SharePoint, the program would be able to generate a list based on the next available list from the Excel file by using the headers of the columns in the Excel file as the field name of the list.
Step 5: Check Column Settings
SharePoint will map the data types of the Excel columns with SharePoint column types such as text, date and number, etc. Confirm these settings and should they find them unsuitable, must correct them. It also provides additional information when this step is completed, such that your data has been imported successfully.
Step 6: Save and Finish
After you have reached this stage of configuring your list, you need to save the new list. Well done! That is it; you have now learned how to create a SharePoint list from Excel.
Importing Data from Excel to SharePoint
Exporting an existing Excel file to a SharePoint list is just like importing it, with an emphasis on synchronized data with the existing List. Here’s how to do it:
Step 1: Prepare Your Excel File
Make sure that the first row of your Excel spreadsheet corresponds to the column names you want to import into the SharePoint list and the correct data types of the columns you want to import. If needed, you can also edit the given matrix to remove additional rows or columns that are not needed.
Step 2: Go to Your SharePoint List
You can also go to the SharePoint list where you want to import data from the SharePoint list. It can be consolidated into an existing list or a new different list.
Step 3: Import Excel Data
In the ribbon that we saw at the top of the window, click on the ‘List’ button.
On the next screen, select ‘Import Spreadsheet’ and navigate to the Excel file you wish to upload.
When using SharePoint, it will ask you to map the Excel columns to those of SharePoint columns.
Step 4: Final Adjustments
After importing data, scroll through the entries and make the necessary adjustments to check and ensure scrupulous cleanliness. Here you successfully import excel into sharepoint list
You will also be able to modify the list view in SharePoint and have the ability to add filters or configure more, such as workflows or notifications.
How to Import Data into SharePoint from Excel and Add New Records into an Existing List
If you want to sharepoint list add records from Excel that already have data. follow these steps:
Step 1: Prepare Excel File
Organize your Excel file to mirror your current SharePoint list, where the columns of the Excel sheet must match those of the SharePoint list.
Step 2: Export to SharePoint
You will append them, meaning that instead of putting fresh data in place of the older data, you will be putting more records. Interestingly, there is a view in SharePoint called “Quick Edit” that lets you copy/paste Excel rows directly to the list!
Step 3: Paste Records into SharePoint
Here, in Quick Edit mode, one simply copies the rows in Excel and pastes them into the required fields in the SharePoint list. When you save the new records you have created, you will notice that they will be saved in the list.
Step 4:Verify Data Integrity
Once you have pasted the records, ensure data has been downloaded as planned. Ensure that no formatting or missing columns have been added during the paste-on to the new Excel workbook.
How to export a SharePoint list to Excel vs how to import a SharePoint list to Excel:
| Process | Export a SharePoint List to Excel | Import Excel Data into a SharePoint List |
| Purpose | Transfer SharePoint list data to Excel for offline analysis or reporting | Transfer data from an Excel sheet to a SharePoint list for shared use |
| Pre-Requisites | Access to the SharePoint site.Export permissions on the list. | Access to the SharePoint site.- Excel file with structured data. |
How to update SharePoint list from Excel
It appears difficult to update the SharePoint list from Excel. However, an existing SharePoint list import from Excel is perfect when you want to refresh the data in large numbers. Here’s how to do it:
Follow the below steps to update the SharePoint list with Excel
Step 1: Export List to Excel
Open your SharePoint list to click on the option “Save List as Excel. This should export the current list to an Excel file.
Step 2: Make Changes in Excel
Let’s get back to the Excel file, make some changes, and then close the document. Adding a new entry: As you modify the data, you will have to open the Excel file you’ve recently had on the desktop and then make changes to it as well as save it properly. Check that (in the updated data) the changes you made maintain the column structure of SharePoint.
Step 3: Use Import Updated Excel to SharePoint or import from Excel to Sharepoint list
SharePoint also has a “Quick Edit” option; right-click on the column and insert the new records back into the list. Reloading the list will cause the new entries to replace the original ones in the SharePoint list. The updates will be made automatically on the SharePoint list.
Read also -> SharePoint for Project Management
This feature makes it possible to transfer a list, that is, from the SharePoint list to Excel.
Taking data from SharePoint to Excel is also very easy. At some stage, you may probably need to move the list data to Excel for analysis, reporting, or even archival. Here’s how to do it:
Step 1: Launch the SharePoint List Showing Products.
Click on the list to go to the list you want to export.
Step 2: Export to Excel
On the SharePoint ribbon, choose the “Export to Excel” button.
The list will be exported into an Excel file where the data can undergo data processing and analysis.
Step 3: Save the Excel File
Most importantly, after exporting, it is recommended that you save the Excel file to your computer or cloud storage for future use.
Importing of CSV file to a SharePoint list
There is no big difference between importing data in Excel and using a CSV file on a SharePoint list. CSV files are less complex than Spreadsheets; in fact, they are text files that can be read by SharePoint.
Here’s how to do it:
Step 1: Prepare Your CSV File
Make sure that your CSV file headers match the name of the SharePoint list. As required, remove or format any additional spaces or such like that you find necessary to clean up.
Step 2: Import Spreadsheet Using Option
It works like importing an Excel file but selecting the CSV file that you want. SharePoint will then import the contents of the CSV file and automatically match the contents of each column to the fields in the SharePoint list.
Step 3: Verify Data and Save
Once the CSV data has been imported, take a look at what was imported so you can see that everything has been properly mapped. Depending on the new results, make the necessary changes and consider the new list saved.
How to copy list in SharePoint Between Site
If you need to transfer a SharePoint list from one site to another, you can use the following method:
Step 1: Export the List
Writing the list data requires the use of the export to Excel option.
Step 2: At the new site setup, you need to develop the List
To import the data to the destination site, make sure the list does not exist in the destination site and then follow the right steps below:
Step 3: Move List Settings Manually
You have to recreate all the existing and used workflows, essential permissions, and any custom views on the new site by yourself.
How SharePoint Development Services Can Help
If you need help with managing SharePoint lists and dealing with lists as an aspect of your processes, then SharePoint development services are a great help. A SharePoint consulting company can help with:
- Custom SharePoint list solutions: The main need for list segmentation is to manage various lists based on the requirements of your organization.
Automating list updates: Use Power Automate to automatically sync data from Excel and other sources into your organization. - Integrating SharePoint with other business tools: It becomes easy to integrate with other tools such as Teams and Microsoft Forms, among others.
Developing custom workflows and applications: Create, submit, and track your specific and personalized cumulative workflow processes to help cut down time.
Conclusion
So once you learn how to export Excel to a SharePoint list or how to import from an Excel CSV file and create items in SharePoint. You are then able to enhance your company’s way of working with data. Regardless of whether you are inserting data from Excel to a SharePoint list, modifying a SharePoint list using Excel, or vice versa, these are straightforward activities once you know how to get data from SharePoint to Excel. For more complex customization or linkage of the forms, SharePoint development services will assist in the development of additional custom solutions for the organization’s requirements.
Additionally, continuously practice the use of importing and exporting data between Excel and SharePoint lists, and then you will be sure to have better and more secure access to the data where it is needed most. Together with a well-organized Excel environment that matches your working flow, you and your teams will save a lot of time.
