How to Export SharePoint List to Excel
Exporting data from a SharePoint list to Excel is easy. You can quickly transfer your SharePoint list into an Excel spreadsheet by using built-in options in SharePoint. This is handy for sharing, analyzing, or manipulating data. Let’s dive into how you can do this step-by-step.
In this section, we’ll walk you through the steps needed to export your SharePoint list to an Excel file. This will help you manage your data outside of SharePoint, making it accessible for various needs.
Step 1: Open Your SharePoint Site
First, open the SharePoint site where your list is located.
Navigate to the specific SharePoint site in your web browser. Make sure you have the necessary permissions to access the list you want to export.
Step 2: Access the List
Next, go to the list you want to export.
In your SharePoint site, find and click on the list from which you want to export data. This will open the list in your web browser.
Step 3: Click on "Export to Excel"
Now, find and click on the "Export to Excel" option.
Usually, this option is found under the "Export" or "List" tab in the ribbon at the top of the page. Look for it and click on it.
Step 4: Download the Query.iqy File
You will be prompted to download a query file. Save the file.
The browser will prompt you to download a file named "query.iqy". Save this file to your computer. This file will serve as the bridge between SharePoint and Excel.
Step 5: Open the Query.iqy File in Excel
Finally, open the downloaded file in Excel.
Locate the "query.iqy" file on your computer and double-click it. Excel will open and prompt you to enable data connections. Accept these prompts to import your SharePoint list data into Excel.
Once these steps are completed, your SharePoint list data will be displayed in an Excel spreadsheet. You can now manipulate, analyze, or share the data as needed.
- Ensure you have the correct permissions: You need access to the SharePoint list.
- Use modern browsers: They are fully compatible with SharePoint functionalities.
- Regularly update your exported data: SharePoint lists can change, so make sure your Excel file is up-to-date.
- Save your Excel file properly: This prevents data loss and ensures you can access it later.
- Familiarize yourself with Excel: This will help you make the most of your data once exported.
Frequently Asked Questions
How do I update my exported Excel data?
Open the Excel file, go to the Data tab, and click on “Refresh All.” This will pull the latest data from your SharePoint list.
Can I export a filtered list?
Yes, apply your filters in SharePoint before exporting to Excel. Only the filtered data will be exported.
Do I need special permissions to export a SharePoint list?
You need "Read" permissions at a minimum to export a SharePoint list to Excel.
Can I automate the export process?
Yes, using Power Automate, you can set up a flow to export data automatically at regular intervals.
What if I can’t find the "Export to Excel" button?
Check your list’s settings or permissions. Not all lists have this option enabled by default.
Summary
- Open your SharePoint site.
- Access the list.
- Click on "Export to Excel."
- Download the query.iqy file.
- Open the query.iqy file in Excel.
Conclusion
Exporting a SharePoint list to Excel is straightforward and brings a lot of flexibility to data management. With just a few clicks, you can transfer your list data from SharePoint to Excel, making it easier to analyze and share. Plus, once you get the hang of it, the process is a breeze.
Whether you need to create reports, analyze trends, or simply keep a backup of your data, knowing how to export SharePoint lists to Excel can be incredibly useful. So, next time you find yourself needing to manipulate SharePoint list data, remember these steps. Happy exporting!
Matt Jacobs has been working as an IT consultant for small businesses since receiving his Master’s degree in 2003. While he still does some consulting work, his primary focus now is on creating technology support content for SupportYourTech.com.
His work can be found on many websites and focuses on topics such as Microsoft Office, Apple devices, Android devices, Photoshop, and more.