When managing data in SharePoint or Microsoft Lists, it’s sometimes necessary to export that data for analysis, reporting, or sharing with others (especially when they don’t have access to the list itself). Understanding a couple key differences between exporting to Excel and CSV formats is helpful before making your format decision.
More of a visual learner? Check out my video on how to export list data to Excel or CSV.
You can control which data gets exported to Excel or CSV by first configuring and selecting different views in SharePoint. For example, if you only want specific columns or filtered data, you can switch to a view that shows only the rows matching your filter criteria or excludes sensitive columns. This gives you the flexibility to tailor your export before downloading the data.
After you’ve selected the view you wish to export, simply select Export at the top of your list in the ribbon menu then choose either Export to Excel or Export to CSV.
Let’s consider these two options.
Export to Excel
Exporting your list data to Excel comes with a couple advantages:
- Identity Validation: Exporting to Excel requires you to validate your identity upon opening the downloaded query file, ensuring secure access to the data.
- Live Data Connection: One of the biggest benefits of exporting to Excel is the ability to maintain a live connection between the Excel file and your SharePoint list. This means you can refresh the Excel file to pull in the most up-to-date data directly from SharePoint, making this option perfect for dynamic, ongoing reporting. It gives you the flexibility of working with the data in Excel, while keeping that data up-to-date on-demand.
Export to CSV
CSV exports provide a different set of benefits:
- No Identity Validation: CSV exports don’t require identity verification, so it’s a quicker option when you just need a static copy of the data.
- Standalone Copy: Unlike Excel, CSV exports are a snapshot of your data at the time of export. There’s no live connection to your SharePoint list that can be refreshed, so any updates made to the list after export won’t appear in the CSV file.
- Lightweight File Format: CSV files are lightweight and ideal for simple data transfer or sharing with others who may not need full Excel functionality.
Choosing the Right Format
The choice between exporting to Excel or CSV depends on your specific use case. If you need ongoing access to updated data, Excel is the way to go. However, if you just need a quick, static export for sharing or backup purposes, CSV is the more efficient option.
If you’d like to see the export process in action, watch my video.
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