Export STS List to Excel Instantly: A Quick Guide

Seeking a fast and efficient way to export your SharePoint list data to an Excel file for analysis, reporting, or backup? SharePoint Online's latest features provide seamless ways to achieve this without the need for complex coding or third-party tools. Here, we'll dive into the quickest methods to export your SharePoint list to Excel instantly.

Understanding Export Options in SharePoint Online

Before you export, it's important to understand that SharePoint offers several methods for data export:

• Direct Export: Using built-in functions within SharePoint.
• Power Automate: Automating the export process.
• PowerShell: For those who prefer scripting.
• Third-Party Apps: Although we're focusing on native solutions, these are worth mentioning.

Method 1: Direct Export from SharePoint

This method is the fastest for one-time or occasional exports:

1. Navigate to your SharePoint list: Go to the SharePoint site where your list is located.
2. Select the Items: Click the checkbox next to any item to reveal the Ribbon. Check or uncheck items as needed.
3. Click on Export: In the Ribbon, find and click on the "Export to Excel" button. A pop-up will appear.
4. Download the File: Click "Download" and SharePoint will create an Excel file (.xlsx) from your list data.

👉 Note: This method exports all columns in the list view, not just the ones visible. Ensure your view is optimized for the data you need.

Method 2: Export with Power Automate

Power Automate allows you to automate the export process for regular updates:

1. Create a Flow: Navigate to Power Automate and create a new Flow from scratch.
2. Trigger: Set up a trigger, like "SharePoint – When an item is created or modified".
3. Action: Use the "Export list to Excel" action under SharePoint, which exports the list to OneDrive or SharePoint.
4. Save and Test: Finish your Flow, save, and test it to ensure it works as expected.

💡 Note: This Flow can be set to run on a schedule, making it ideal for automated data exports.

Method 3: Using PowerShell

For those comfortable with scripting, PowerShell provides powerful export capabilities:

1. Set Up Your Environment: Install SharePoint Online Management Shell.
2. Connect to SharePoint Online: Use the SharePoint Online PowerShell Module to connect to your site.
3. Retrieve List Items: Use PowerShell cmdlets like Get-SPOListItems to pull list data.
4. Export to Excel: Convert the data into an Excel file using scripts or PowerShell modules like ImportExcel.

Here's a basic PowerShell script to get you started:

# Connect to SharePoint Online
Connect-PnPOnline -Url $SiteURL

# Get list items
$listItems = Get-PnPListItem -List $ListName -Fields $Columns

# Export to CSV, can be converted to Excel later
$listItems | Select-Object $Columns | Export-Csv -Path "$($ListName).csv" -NoTypeInformation

Key Takeaways and Considerations

In this guide, we've covered the quickest methods to export your SharePoint list to Excel, from the simplest click-based export to automated workflows and script-based exports. Each method has its use case:

• Direct Export is perfect for one-time or occasional needs.
• Power Automate streamlines repetitive tasks, making it ideal for scheduled exports.
• PowerShell provides flexibility for tailored data exports.

Keep in mind:

• List permissions affect who can export data.
• Large lists might hit export limits or slow down the process; plan accordingly.
• Regular exports through Power Automate or PowerShell help keep your data fresh for analysis.

By utilizing these native SharePoint features, you can efficiently manage and extract data from your SharePoint lists to enhance your business processes or data analysis efforts.

Can I export a SharePoint list to Excel without Office installed?

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Yes, SharePoint Online allows you to export data directly to an Excel file (.xlsx) without requiring Office to be installed on your machine.

What happens to calculated columns and formatting when I export to Excel?

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Calculated columns will retain their formula values, but any custom formatting applied in SharePoint won’t be preserved in Excel. You might need to reformat in Excel.

Is there a limit to the number of items I can export?

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While there’s no strict limit on item count, SharePoint has list view thresholds. For very large lists, consider using PowerShell or Power Automate for segmented exports.

Can I export multiple lists at once?

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The direct export method in SharePoint only supports exporting one list at a time. However, with Power Automate or PowerShell, you can automate the process for multiple lists.