Export SharePoint List Data to Excel/CSV - Quick Guide

Key insights

 

• Learn how to export SharePoint or Microsoft Lists data to Excel or CSV formats for tailored data management.
• Understand the option of exporting different list views to control which columns appear in your exports.
• Compare the benefits of exporting to Excel, which includes identity verification and a live data connection, versus CSV which provides a standalone data copy.
• Discover that an Excel export allows ongoing data synchronization with SharePoint, supporting real-time updates.
• Realize the utility of a CSV export for creating a permanent, offline data repository without live updates.

About Data Export from SharePoint and Microsoft Lists

Exporting data from SharePoint or Microsoft Lists into Excel or CSV formats is crucial for effective data management and analysis. This process allows users to manipulate and organize their data according to specific needs, selecting certain columns to appear in the outputs. Particularly, Excel exports require identity verification and maintain a connection with the SharePoint list, enabling automatic data refresh as the list updates. On the other hand, CSV exports create an independent copy of the data, ideal for uses that do not require ongoing synchronicity with the source list. This flexibility in exporting methods accommodates various user needs, from dynamic data tracking in Excel to static data storage in CSV files.

In a recent YouTube tutorial by Nate Chamberlain [MVP], viewers are guided through the process of exporting data from SharePoint Online or Microsoft Lists into Excel or CSV formats. The video provides a detailed explanation of how to handle this task, ensuring that users can select various list views to export. This flexibility allows users to determine the included columns, tailored to show more, fewer, or filtered columns based on their needs.

The tutorial highlights key differences between exporting to Excel and CSV. When exporting to Excel, users must undergo identity verification, and this method maintains a live connection with the list. This connectivity allows users to refresh data directly in Excel as updates occur in SharePoint Online. On the contrary, exporting to CSV forms a standalone copy of the data. This method does not require identity validation and does not keep any connection to the list, which is an excellent option for users needing data access offline.

Through step-by-step instructions, Chamberlain ensures that even users unfamiliar with SharePoint Online can efficiently perform these operations. This makes the video an excellent resource for professionals seeking to enhance their productivity and data management skills in various business environments. Despite the technical nature of the content, the presentation is accessible, aiming to equip viewers with the knowledge to utilize SharePoint and Microsoft Lists effectively.

• Excel Export: Requires identity verification and maintains a live connection.
• CSV Export: Does not require identity verification and offers a standalone copy for offline use.

The demonstration by Chamberlain is concise yet comprehensive, providing necessary details while avoiding unnecessary complexity. It serves as a critical resource for users needing practical advice on managing and exporting lists effectively in business settings using Microsoft's tools. Whether for analytical purposes or simplifying data handling, this guide accomplishes its educational purpose effectively.

Further Insights into Data Export from SharePoint and Microsoft Lists

Exporting data from collaboration platforms like SharePoint and Microsoft Lists into widely used formats like Excel and CSV is a critical task for many professionals. This process not only helps in backing up important information but also plays a crucial role in data analysis and reporting. For users of Microsoft's cloud-based services, understanding how to perform these exports efficiently can significantly streamline their workflow and enhance productivity.

With Excel's ability to maintain a live connection to the data source, users benefit from real-time data updates, an essential feature for dynamic business environments where data changes frequently. On the other hand, CSV files are invaluable for creating portable data backups without the need for continuous synchronicity with the source, suitable for presentations or external consultations.

The choice between Excel and CSV export methods depends largely on the users' specific needs concerning data usage and accessibility. While Excel is ideal for ongoing data manipulation and analysis due to its comprehensive features and live updates, CSV is perfect for static data usage where compactness and simplicity are more beneficial.

Nate Chamberlain's tutorial addresses these needs, providing viewers with actionable guidance tailored to diverse professional contexts. As businesses continue to rely heavily on data for decision-making processes, knowing how to appropriately manage and export data is becoming increasingly crucial. This YouTube video serves as a foundational tool, empowering users to leverage SharePoint and Microsoft Lists effectively in their daily operations.

 

 

People also ask

How do I Export data from a SharePoint list to Excel?

Export the data from the SharePoint list by navigating to the SharePoint site that hosts the list. Choose either 'Site contents' or 'View All Site Content', then click on the name of the list under the appropriate list section. Next, select 'List', followed by 'Export to Excel'.

How do I Export a SharePoint event list to Excel?

To export a SharePoint event list to Excel, you begin by navigating to the list, followed by selecting 'List' and choosing 'Export to Excel' from the available options.

Can SharePoint list be linked to Excel?

To link a SharePoint list to Excel, enter the URL of your SharePoint site in the “Address” bar of your browser. Ensure to check the box labeled “Create a read-only connection to the new SharePoint list”, which enables the data to update in your Excel table whenever you add to or refresh the list in SharePoint.

How do I Export a list of all SharePoint sites?

To export a list of all SharePoint sites, utilize the 'Export to Excel' feature in SharePoint Online. Navigate to your Site, go to 'Pages' found in the Site Navigation, click on the three dots in the ribbon, select 'Export to Excel', and then open the Excel file that downloads.

 

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