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Export SharePoint List To Excel: Step-by-Step Guide

6 min read 11-15- 2024
Export SharePoint List To Excel: Step-by-Step Guide

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Exporting SharePoint lists to Excel can significantly enhance your productivity by allowing you to analyze, share, and manipulate your data more effectively. In this comprehensive guide, we will walk you through the process of exporting a SharePoint list to Excel step-by-step. Whether you're using SharePoint Online or SharePoint 2016/2019, the steps are largely similar. Let's dive in! 📊

Why Export a SharePoint List to Excel? 🗂️

Exporting a SharePoint list to Excel comes with several advantages:

  • Data Analysis: Excel offers powerful data analysis tools that can help you gain insights.
  • Data Sharing: It's easier to share Excel files with others, especially if they don’t have direct access to SharePoint.
  • Flexibility: Excel allows you to customize data visualization with charts and pivot tables.

Step-by-Step Guide to Export a SharePoint List to Excel 🔍

Prerequisites ✅

Before exporting, make sure you have:

  • Necessary permissions to access the SharePoint list.
  • Excel installed on your device.

Step 1: Navigate to Your SharePoint List 📑

  1. Open your SharePoint site in your web browser.
  2. Go to the Site Contents page by clicking on the gear icon ⚙️ and selecting Site Contents from the dropdown.
  3. Locate the list you want to export. Click on its name to open the list.

Step 2: Open the List for Export 🔗

  • Once in the SharePoint list, you will see the items displayed in a tabular format. The command bar at the top contains various options.

Step 3: Export to Excel 🖥️

  • In the command bar, click on the Export to Excel button. This is usually found under the “List” or “Items” tab.

Step 4: Download the Query File 💾

  • Upon clicking Export to Excel, a .iqy file (Internet Query file) will be downloaded to your device. This file contains the link to your SharePoint list.

Step 5: Open the .iqy File in Excel 📊

  1. Locate the downloaded .iqy file on your computer.
  2. Double-click the file to open it with Excel.
  3. Excel may prompt you with a security warning. Click Enable if you're confident in the source.

Step 6: Refresh Data in Excel 🔄

  • When the file opens, you may need to refresh the data to display the latest list items.
  • To refresh, go to the Data tab on the ribbon and click on Refresh All.

Step 7: Save Your Excel File 💻

  • Once the data is loaded, you can manipulate it as required. Don’t forget to save the Excel file in your preferred location.

Step 8: Customize Your Data (Optional) ✨

  • You can create charts, pivot tables, or apply filters to analyze your data effectively.

Important Notes 📝

Make sure to regularly refresh the data in your Excel file if the SharePoint list gets updated frequently. You can automate this process using Excel settings.

Troubleshooting Common Issues ⚠️

1. Export Option Not Available

  • If the Export to Excel option is not visible, ensure that you have the appropriate permissions for the list.

2. Data Not Refreshing

  • If the data doesn’t appear, check your network connection or ensure that your SharePoint permissions are still valid.

Conclusion

Exporting a SharePoint list to Excel is a straightforward process that can unlock new possibilities for data management and analysis. By following this step-by-step guide, you can easily export your lists and utilize the powerful features of Excel. Happy exporting! 🎉

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