When it comes to importing Excel data into SharePoint or Microsoft Lists, you have several options depending on your requirements and comfort level with different tools. Let’s explore three main methods, each with its own advantages, so you can choose the one that best suits your scenario. For options 1 and 3, I’ve included step-by-step video tutorials.
1. The Easiest Option: Import an Excel Table as a New List
If you want a straightforward way to create a list, importing an Excel table as a new list is the simplest approach. This method allows you to quickly transform your data into a SharePoint or Microsoft List without any complex setup. All you need is a properly formatted Excel table, and SharePoint will create the list for you, automatically setting up columns based on the table structure.
This is perfect for:
- Creating a new list from scratch.
- Quickly visualizing your data in list format.
- Avoiding the need to manually configure each column type.
Check out my step-by-step video on this option to see it firsthand.
However, this option lacks flexibility if you already have an existing list and need to update it with new data.
2. The Medium Option: Copy and Paste Rows from Excel to SharePoint
Another approach is to copy rows directly from Excel and paste them into SharePoint. This works well for small datasets or when you only need to add a few entries. You can paste multiple rows at once, although depending on the number of rows, you may need to do this in batches. Important: You also have to ensure your columns are in the same order and are the same data types in your workbook and your list.
This method is useful if:
- You need a quick way to add data to an existing list.
- You don’t have the time or technical skillset to set up automation.
- Your dataset is small enough to handle manually without much effort.
To copy and paste, simply copy your row(s) of data from your Excel workbook (Ctrl+C) and paste them into your SharePoint list (Ctrl+V). If you’re having trouble, try using your arrow keys to leave the first cell in your list and return to it before attempting the paste.
The downside is that copying and pasting can become tedious for large datasets, and there is a risk of errors, such as mismatched column types or missing data. Browsers also don’t always play nicely with copying and pasting into lists.
3. The More Challenging (but Elegant) Option: Use Power Automate to Import Data into an Existing List
For those looking for more control and automation, Power Automate offers an elegant solution for importing Excel data into an existing SharePoint list. This approach can handle complex scenarios, such as recurring updates, larger datasets, or specific column mappings.
In my recent video, I demonstrate how to:
- Convert your range of data into an Excel table for compatibility.
- Set up the “For a selected file” trigger, making it easy to import data on demand.
- Use Power Automate’s new designer to build an efficient flow.
- Manage tricky data formats (like converting Excel currency values to a compatible format for SharePoint using the
float()function).
This solution is ideal if:
- You need to import data regularly.
- You only want to import some columns from Excel into an existing list (regardless of column order or names)
- You’re working with an existing list that already contains other data.
- You want a more automated and less error-prone process compared to manual methods.
Check out my step-by-step video on this option to see it firsthand.
The main advantage here is scalability and precision, but it does require familiarity with Power Automate and some technical setup.
Note that if you have many rows in Excel, you may hit Power Automate’s threshold. Edit the Excel “List rows” action’s Settings to enable Pagination. Then you can set a higher threshold such as 5000 as shown here:
Which Method Should You Choose?
- New List Needed? Choose the easiest option—importing an Excel table as a new list.
- Small, Manual Update? The medium option of copy and paste will do the trick.
- Large or Recurring Updates to Existing Lists? Go for the more challenging option and set up a Power Automate flow.
If you’re ready to get hands-on, check out my latest videos:
- How to Import Excel Data as a New Table in SharePoint – Learn how to quickly create a new list from an existing Excel table.
- How to Import Excel Data as New Rows in an Existing List Using Power Automate – Watch me build an automated flow that makes updating existing SharePoint lists a breeze.
These tutorials will guide you step-by-step, so no matter your skill level, you can find the right solution for importing Excel data into SharePoint or Microsoft Lists. And don’t forget to subscribe!
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