How to export SharePoint lists to Excel

[jrineakter]

Have you ever tried to export data from SharePoint to Excel, only to experience the frustration of formatting issues and missing information? You're not alone.

Many users face this obstacle when analyzing their data. Exporting data seamlessly from SharePoint requires more than just hitting "Export"

Let’s find out how to export a SharePoint list to Excel and how to troubleshoot the most common issues in the process. We’ll also explore how adopting alternative solutions can improve your data management experience.

When to export SharePoint lists to Excel
Excel is a very popular work management tool among students, professionals, and organizations. Commonly used for simple data management and analysis, its versatility and ease of use have led to Excel even being used for project management .

Exporting data to Excel from other, less flexible apps often helps users format, process, and analyze it better.

Below are some situations where users often choose to export data. Understanding these situations will allow you to make informed decisions to meet your data management needs.

Advanced data manipulation
SharePoint is an excellent tool for albania number data managing basic tasks like document sharing, collaboration, and version control within a team. Its integration with Microsoft 365 makes it ideal for storing and organizing information across projects, but its capabilities are better suited for these simple tasks.

Excel is superior when it comes to handling complex calculations, detailed data analysis, and sophisticated database management . For example, if you manage financial data or perform statistical analysis, Excel offers advanced features like PivotTables, VLOOKUP, and complex formulas that can handle large data sets with ease.

Plus, in situations where data is spread across multiple lists and document libraries, exporting to Excel ensures you have a centralized place for analysis and reporting. Use features like conditional formatting to highlight important data points in your Excel file, ensuring that critical information stands out.

Sharing with external users
In collaborative projects, you may encounter situations where not all team members or external stakeholders have access to SharePoint. While SharePoint supports external sharing, you often need to manage permissions or configure additional access, which can slow down the process, especially if users don't have Microsoft accounts or face compatibility issues. This can be a challenge when it comes to sharing important lists or data.

Excel offers greater flexibility in data sharing. You can send files via email, cloud services like OneDrive, or third-party tools without worrying about SharePoint restrictions. Recipients can easily interact with the data, even if they don’t use SharePoint. Excel Online also supports real-time collaboration, providing a seamless experience with no access barriers, though it’s important to balance flexibility with security in sensitive environments.

Backup and archive
Need a quick snapshot of your data at a particular point in time? Exporting to Excel is a great way to back it up and refer back to it. You can track changes, manage different versions of your analyses, and revert to previous versions if necessary. This is especially useful if you work with external stakeholders who may need historical data or to review the evolution of your analyses. While SharePoint offers version control, Excel provides more granular control over individual data sets and calculations.