In data management, the ability to efficiently move data between different platforms is a vital skill. One such common requirement is exporting data from Excel to a SharePoint list. This article aims to guide you through the process of exporting Excel data to a SharePoint list directly from Excel itself, addressing common issues to ensure a smooth data transfer.
Also Read :
Understanding Excel and SharePoint Integration
Excel and SharePoint can work together to provide a seamless experience for users. You can publish an Excel workbook to a SharePoint library so that people can view or edit it in a web browser without needing Excel installed on their computers. This integration allows users to access and manipulate SharePoint data directly within the familiar Excel interface.
Benefits of Exporting Excel Data to a SharePoint List
Exporting Excel data to a SharePoint list offers numerous benefits:
It allows users to work with the data on the SharePoint site, just like any other SharePoint list.
It eliminates the need for manual data entry or importing of data from SharePoint into Excel.
Users can leverage the advanced data analysis capabilities of Excel.
SharePoint lists support version history and multiple view types for the data, which can’t be easily duplicated in an Excel file.
Step-by-Step Guide to Export Excel Data to SharePoint List
STEP 1: Make sure your Excel file is ready with a proper header (the header columns will be created as a column name in the SharePoint list). Also, ensure that there are a few records in the file.
STEP 2: Open the Excel File and Select Records including the header row.
STEP 3: From the INSERT tab in Excel, click on Table.
This will show a Create Table pop-up window. In this window, select the My table has headers checkbox.
STEP 4: Navigate to "Table Design => Export => Export table to SharePoint List".
STEP 5: In the Address box, type the address or URL of the SharePoint site. Make sure to type everything that's in your web address before the "/default.aspx".
In the Name box, type a unique name for the list.
Optionally, you can enter a description in the description box.
STEP 7: Click "Next".
You may be asked to enter your Microsoft 365 credentials or organizational domain credentials. Review the information given in columns and data types and then click "Finish".
A message indicating that your table is published, along with the Uniform Resource Locator (URL) appears. Click on the URL to go to the list. You can also add the URL as a favorite in your browser.
Troubleshooting Common Issues
1. Unsupported Data Types:
Not all Excel data types can be exported to a SharePoint list. For instance, formulas that you create in Excel are converted to values in a SharePoint list. When unsupported data types are exported, these data types are converted to data types that are compatible with SharePoint lists. For example, if a column in Excel has cells with different data types, Excel applies a data type that can be used for all of the cells in the column.
Here are some examples of data types in Excel that are not supported when exporting to a SharePoint list:
Formulas: Formulas that you create in Excel are converted to values in a SharePoint list.
Certain Data Types in Formulas: Not all data types can be used in formulas in SharePoint. Only columns of the following data types can be referenced in a formula: a single line of text, number, currency, date and time, choice, yes/no, and calculated.
Specific File Types: Data sources that you can connect to in Excel that are not supported in Excel Services include Access databases, website content, XML files, Azure Marketplace data, and text files.
2. Large Data Sets:
Dealing with large data sets can be challenging when exporting to SharePoint. For instance, if you have an Excel workbook with a large number of rows (e.g., >25,000 rows), the Excel file must be processed periodically, after the new file is uploaded or modified in the SharePoint library.
One approach to handle large data sets is to use some batch creation method to drastically improve the efficiency & speed.
let’s consider an example of using a batch create a method to handle large data sets when working with SharePoint.
The SharePoint $batch API allows you to bundle up to 1,000 actions to SharePoint in a single HTTP request. This can drastically increase performance and reduce the number of API actions required by a factor of 1,000. However, it is more complicated to implement.
Here’s a simplified example of how you might use the batch create method with Power Automate and SharePoint:
# Create a New Batch
$Batch = New-PnPBatch
# Update List Items
For ($i=1; $i-le 1000; $i++) {
Set-PnPListItem -List $ListName -Identity $i -Values @ {"Title" = "Updated Item:"+$i} -Batch $Batch
}
# Send Batch to the server
Invoke-PnPBatch -Batch $BatchIn this example, we’re creating a new batch ($Batch = New-PnPBatch), then updating list items in a loop (Set-PnPListItem -List $ListName -Identity $i -Values @ {"Title" = "Updated Item:"+$i} -Batch $Batch). After all the updates have been added to the batch, we send the batch to the server (Invoke-PnPBatch -Batch $Batch).
This method is much faster and more efficient than updating each item individually, especially when dealing with large data sets. However, it’s important to note that this is a simplified example and actual implementation may require additional steps and considerations.
3. Permissions:
To export a table in an Excel spreadsheet to a list on a SharePoint site, you need permission to create lists on the site. If you are not sure about your permissions, you should contact your SharePoint site administrator. If you don’t have the necessary permissions, you won’t be able to export the data.
4. Connection Issues:
There might be issues with the server connection when trying to export Excel data to a SharePoint list. For instance, you might encounter an error message saying "Cannot connect to the server at this time. Your table cannot be published". This could be due to various reasons such as network issues, server downtime, or configuration settings. One possible solution is to check your Excel and SharePoint versions and make sure the SharePoint site is added under the connected service part in your Excel.
Conclusion
Exporting Excel data to a SharePoint list directly from Excel itself is a powerful feature that can greatly enhance your data management capabilities. By understanding the common issues, you can efficiently manage your data between Excel and SharePoint while maintaining data integrity.