Export SharePoint List to Excel Automatically Using Power Automate – Guided

Published By Mohit Jha

Approved By Anuraag Singh

Published On January 6th, 2025

Reading Time 4 Minutes Reading

Category SharePoint Online

Converting SharePoint lists to Excel is a prominent task for SharePoint users. Using an Excel file the process of getting insights becomes easier as compared to the SharePoint lists. But what if you could skip the manual steps and automate this process completely? Power Automate comes up with the scheduled option to perform the tasks automatically. You can use this tool to export SharePoint list to Excel automatically using Power Automate.

It will save you valuable time and also ensure accuracy. Whether you manage inventory or employee directories, automating the workflows enhances efficiency. This article will guide you through the required steps to export your SharePoint list to Excel automatically using Power Automate. So, let’s dive into it.

Prerequisites

Before directly jumping to the process of exporting the SharePoint list to Excel. You need to make sure that everything is set up. Fulfill the below prerequisites to start the process smoothly.

• Access to Power Automate – Make sure you have the active subscription plan of Microsoft Power Automate. If you are using Microsoft 365, then Power Automate is by default in your plan.
• A SharePoint List with Data – Ensure your SharePoint list is ready with the data that going to be exported in Excel. Also, know how to delete a column in SharePoint list to remove the unnecessary columns from the list.
• Excel File and Storage Location – Finalize the location to save the resulting Excel file. Also, make sure you have the write permissions to that location.
• Basic Understanding of Power Automate – If you are already familiar with Power Automate, then you are good to go. But if not, then do not worry. This guide will help you out simply.

Export SharePoint List to Excel Automatically Using Power Automate Step By Step

Let’s deep dive into the step-by-step process of exporting your SharePoint list to Excel with manual efforts.

Step 1. Create a Scheduled Flow

1. Log in to your Power Automate account.
2. Move to the My Flows option.
3. Click on the +New Flow and then choose the Scheduled Cloud Flow option.
4. Provide a name to the flow such as “Export SharePoint List to Excel”.
5. Select the scheduled time to automatically export your SharePoint list to Excel. You can choose it as a requirement, but it is preferred to set it for daily.

Step 2. Retrieve SharePoint List Items

1. After setting up your flow, start fetching the data from the SharePoint list.
2. Search the Get items and choose Action under SharePoint.
3. Provide the address of the site and also specify the name of the list to be exported.

Step 3. Create a CSV Table

1. Add the ‘Create CSV Table’ Action from the Data operations.
2. In the From field: Select the body/value option.
3. In advanced parameters, you can select the columns that are necessary to export in an Excel file.

Step 4. Save the Data to an Excel File

1. Now, search for the Create file Action and select it.
2. Site Address: Add the SharePoint site.
3. Folder Path: Specify the path of the document library and folder where the file will be saved.
4. File Name: Assign a name to the output file (e.g., ExportedData.csv). Make sure to include the .csv extension.
5. File Content: Choose the Output from the ‘Create CSV Table’ action.

Step 5. Save and Test Your Flow

1. Lastly, click on the Save option from the top-right corner.
2. Select the Test and manually to start the flow.
3. Check the destination location to view the resulting Excel file.

Step 6. Automate and Relax

After the execution of the flow once, you do not need to set it up again. It was set to the automatically and export SharePoint list to Excel on daily basis.

Walk-Around

Using Power Automate you can automate the SharePoint tasks. But automating the crucial data can lead to data loss. So, to avoid the data loss or corruption like issues. You can move it to another account using SharePoint Migration Software. By having a backup of your data, you can automate your tasks without headache.

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This suggested professional tool requires only few steps move your data to another account.

1. Download and Install the tool on your machine.
2. Choose the platforms: Source & Destination.
3. Enable sites and provide details of both platforms.
4. Add sites and users into the tool.
5. Finally, start the migration process.

Concluded Words

In this article, we have discussed the complete process of how to export SharePoint list to Excel automatically using Power Automate. Now, you can automate your flow to accomplish the task without manual efforts. Also, do not forget to fulfill the prerequisites before directly jumping to the Power Automate to get the expected results.