Image: Tada Images/Adobe Stock If you’re the author of Microsoft Excel data that others in your company requirement to view and possibly even update, you have many options, such as sharing an Excel file or producing a list using Microsoft Lists or Microsoft SharePoint. If all you’re after is a little part of the Excel file, sharing the whole workbook is overkill and possibly harmful. Microsoft Lists and SharePoint are comparable, however Microsoft Lists is a good choice when interacting with the list by means of Groups.
SharePoint lists are likewise a solid option and a bit simpler to carry out than Microsoft Lists. When the information is offered as a SharePoint list, you can decide who can gain access to and update the list. The only requirement is that you format the data as an Excel table.
SEE: Get the most out of Excel with these 13 courses (TechRepublic Academy)
In this tutorial, I’ll reveal you how to export an Excel table to a SharePoint list. I’ll also share a great deal of basic details about SharePoint lists along the method.
I’m utilizing Microsoft 365 Business Premium, that includes OneDrive for Company and SharePoint. You must have Microsoft 365 Company Premium, Requirement or Basic. Nevertheless, you can export from Excel to SharePoint in previously versions through Excel 2007.
You can follow along using this Microsoft Excel presentation file.
What lists remain in SharePoint
Must-read Windows coverage
If you’re familiar with Microsoft Lists, you’ll find that SharePoint lists are comparable. They’re an easy method to share data with others in your organization when they need to track the very same data.
Technically, a SharePoint list is a collection of associated information in table format, comparable to Microsoft Excel. From one viewpoint, lists are a way to share information on a SharePoint website. You can likewise add accessories, such as files and images. But, lists aren’t a simple list of information. Lists can likewise take the form of calendars, contacts, announcements, links, surveys and more. You can even incorporate lists with Microsoft Flow, Microsoft Power Apps and Power Automate.
If the information is already in Excel, you may be questioning why you might utilize a SharePoint list rather of sharing the Excel workbook. It’s a valid concern, and here are a couple of things to think about when picking between the 2:
- A SharePoint list can function as a primary list with the most up-to-date data. Although you can share an Excel file, users may wait in your area and reference it rather of the online version. Who’s staying up to date with the various variations? That’s not an issue if everybody’s connecting with a SharePoint list rather.
- Although you can secure parts of an Excel file, it’s still too easy for somebody to leave track and modification and even erase essential data. In contrast, a SharePoint list consists of just the relevant information, so there’s no confusion.
- You can set approvals and execute data recognition to protect the data in SharePoint, which guarantees the integrity of your data. These alternatives are readily available in Excel, however they’ll remain in addition to the workbook’s function. With a SharePoint list, the list is its own function. There’s nothing else to distract you. In addition, SharePoint lists support version history. This may or may not be enabled in your area for your Excel file.
- SharePoint lists support multiple view types for the data, which you can’t quickly duplicate in an Excel file.
A SharePoint list is a fantastic method to handle data when great deals of people see and modify that information regularly. Now, let’s create a SharePoint list utilizing Excel data.
How to create a SharePoint list using Excel
Once you’ve made the decision to share Excel information as a SharePoint list, you need to format the information as an Excel Table. To format the information as a table, click anywhere inside the dataset and press Ctrl + T, or choose Table from the Tables group on the Insert tab. When Excel prompts you to verify the conversion, keep in mind the header question, and after that, click OK.
Figure A shows two table objects in the very same Excel sheet. We want to produce a SharePoint list of the rate table in H2: I8 since a couple of supervisors refer to these rates frequently. They likewise have consent to alter them, but they all require the most updated rates. This is a fine example for using a SharePoint list. It’s all right for managers and even workers to see the rate table. It’s completely another thing for those same people to see the real sales and commission worths for everybody in the organization.
Let’s export the rate table to a SharePoint list. Now you’re all set to start the export: Click inside the rate table, and in the contextual Table Design tab, click Export in the External Data Table group. Select Export Table To SharePoint list from the dropdown. If you’re not currently signed into your Microsoft account, the wizard will trigger you to do so at some time.
In the resulting dialog, enter the SharePoint site address. Go into the entire link, even if it’s immensely long. To find the URL, indication into your Microsoft account, and choose SharePoint from the list of apps. Then, pick the website where you prepare to develop the list, and copy the URL from the browser to the dialog.
Call the list and include a meaningful description (Figure B). Then, click Next.
Include a description to your table. Confirm that the wizard properly assigns the ideal data type to each column (Figure C), and click Finish.
Confirm the data types. Click the link in the verification message displayed in Figure D to access the brand-new list. It’s a good concept to bookmark this page.
Click the URL to access the brand-new SharePoint list. As you can see in Figure E, the SharePoint list includes the same rate records as the Excel workbook. At this moment, you can edit the brand-new list if required. To share it, click the Share link in the top-right corner. You can get in individuals or groups. Figure E< img src ="https://d1rytvr7gmk1sx.cloudfront.net/wp-content/uploads/2022/10/tr-export-ExcelSharePoint_E-770x344.jpg"alt="The SharePoint list consists of the very same records as the Excel table.
“width=” 770 “height=”344″/ > The SharePoint list contains the exact same records as the Excel table. You will have complete access to the data and the structure. Those you share the list with can view and modify the data. But, they can’t edit permissions or list structure.
If you’ve utilized Microsoft Lists, you can see how much simpler the SharePoint list is to develop. The wizard does everything whereas Microsoft Lists, since of the increased social interaction performance, needs more work on your part.
Be prepared to be hooked on SharePoint lists. They’re simple to carry out and offer a great deal of useful flexibility to others in your organization.
The something missing out on in this scenario is a live link in between the SharePoint list and the original Excel workbook. As is, someone can alter the list, and that modification will not update the original information. In a future short article, I’ll show you how to update the initial information.