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4 ways to Export a Microsoft List

Posted on May 28, 2024

I blogged previously about the ability to import data into a Microsoft List. Today, I want to explain the opposite – the ability to export an existing Microsoft List to Excel and other formats. This might be handy if you would like to work with the data and analyze it further using the functionality that’s not available in a list but available in the other applications. There are a total of 4 ways to export a Microsoft List.

For this exercise, I will use a small project list I have.


Option 1: Export Microsoft List to CSV

  1. Click Export, then Export to CSV4waysexportmicrosoftlists2
  2. The CSV file will then be downloaded to your computer4waysexportmicrosoftlists3

Option 2: Export Microsoft List to CSV with Schema

CSV with Schema is like a regular CSV file but also includes encoded information on the type of metadata/column used within CSV. This helps standardize and assure the accuracy of information when exchanging and working with data and data sets. To read more about CSV with schema, check out this article.

  1. Click Export, then Export to CSV with SchemaExport a Microsoft List
  2. The CSV file with Schema will then be downloaded to your computerExport a Microsoft List

Option 3: Export Microsoft List to Excel

  1. Click Export, then Export to ExcelExport a Microsoft List
  2. This will download the query.iqy file on your computer4waysexportmicrosoftlists8
  3. Double-click on the query file above to open Excel. When you get a warning message, just click Enable.Export a Microsoft List
  4. Excel will open up with Data from the List4waysexportmicrosoftlists10
  5. You can then save the file as a regular .xlsx (Excel) file. What is interesting about this Export option is that Excel maintains a one-way connection from the list to Excel. So, if you change the list, they will be reflected in Excel. You just need to remember to refresh the data in Excel (Data > Refresh All)4waysexportmicrosoftlists11

Option 4: Export Microsoft List to Power BI

This option is great if you need to analyze List data and prepare reports via Power BI.

  1. Click Export, then Export to Power BIExport a Microsoft List
  2. You will then be asked to name the datasetExport a Microsoft List
  3. After that, the dataset will be ready for further Power BI analysis.4waysexportmicrosoftlists12

About Me

I’m Greg Zelfond, a U.S. based SharePoint consultant, and I provide affordable out-of-the-box SharePoint consulting, training, and configuration assistance to small and medium-sized businesses all over the world.

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