Step-By-Step Guide: Importing Excel Data Into Existing Sharepoint Lists
Prerequisites
Before importing Excel data into an existing SharePoint list, certain prerequisites should be completed to ensure a smooth and successful process:
Ensure Excel Data is Well-Formatted and Compatible
The Excel data file intended for import into SharePoint must adhere to the following formatting best practices:
- Data should be structured in a tabular format with column headers in the first row
- Avoid merging multiple header rows or cells
- Columns should have consistent data types in all cells
- Eliminate blank rows and columns which can impact import
- Ensure no formatting errors including text in number fields
Verify SharePoint List Structure Matches Data
Before importing, thoroughly compare the structure of the source Excel data to the destination SharePoint list in terms of:
- Number and sequence of columns
- Column header names matching identically
- Underlying data types of all fields
Any mismatches in list design can cause errors on import. Making updates to either data set is easier prior to importing.
Have Edit Permissions for Target SharePoint List
The user account initialling the Excel import must have Contribute, Edit, or Full Control permissions on the destination SharePoint list.
Check with the SharePoint site owner if you encounter access restrictions on importing data.
Connecting Excel to SharePoint
Importing begins by establishing a connection bridge between the source Excel file and the target SharePoint list location:
Open Excel and Select Data to Import
On the computer with the source Excel file, open the workbook containing the data intended for SharePoint import. Use your cursor to specifically select the sheet name, cells, columns, and rows, that encompass the target import data.
Go to SharePoint List and Click Import from Excel
In another browser window, navigate to the SharePoint site and list where data will be imported. From the List tab on the ribbon, find and select the Import Spreadsheet command. This opens the import configuration screen.
Map Excel Columns to SharePoint Columns
A key step is accurately correlating each Excel header to the associated SharePoint column. The import utility auto-matches column names when identical strings exist between data sets. Carefully review auto-matches and manually configure any unmapped fields.
Configure Import Settings like Overwrite Rules
Expand the advanced options of the import page to define additional parameters for the data migration:
- Select behavior when PK or unique values conflict
- Choose to add new items only or modify existing
Importing the Excel Data
With preprocessing steps complete, initiate the Excel data import into the SharePoint list destination:
Review Preview of Import Results
On the final import confirmation screen, closely scan the previewed columns, data types, and row count from Excel to verify expected content will be migrated accurately without truncation or errors.
Fix any Errors or Inconsistencies
If the preview screen exposes formatting issues or data mismatches, cancel out of the import wizard. Refine the Excel spreadsheet to remedy exposed problems before reattempting the import process.
Click Import and Monitor Status
If satisfied with validation checks, trigger activation of the Excel data migration into SharePoint. Monitor as the import runs reporting successes, warnings, and errors on each batched row.
Verifying Successful Import
Following Excel import, verify completeness, accuracy, and formatting consistency within the SharePoint list destination:
Check SharePoint List for Imported Items
Compare row count in SharePoint to source Excel after import finishes to check if totals fully migrated. Scan for NULLs across the Entire list that may suggest dropped records.
Spot Check Random Items for Accuracy
Open several finished SharePoint list items at random to crosscheck cell contents accurately moved from the original Excel columns without distortion or truncation.
Remediate any Issues with Formatting
If wrapping or alignment issues surface on textual data review import setting selections. Reimport source Excel again toggling options if needed to optimize presentation.
Best Practices
Apply these recommendations as recurring import procedures move Excel datasets into SharePoint lists overtime:
Structure Data Properly Before Importing
Enforce consistent data hygiene standards for formatting Excel files intended as routine SharePoint import sources. Prevent errors upfront.
Test Imports with Small Samples First
Stage dress rehearsals importing excerpt rows to validate automation integrity before migrating business critical Excel data sources.
Enforce Consistent Column Formats
Restrict column types between periodic import batches. Avoid drifting integers into text to avert schema issues.
Automate Imports with Power Automate
Configure repeatable no code workflows to schedule and standardize movement of Excel to SharePoint lists. Attend automation.
