Export SharePoint List to Excel: The Complete 2025 Tutorial for Users and Admins

Exporting a SharePoint list to Excel is the simplest way to view and share list data outside SharePoint. It only takes a few clicks to generate a spreadsheet. Here, I’ll explain how to export SharePoint list to Excel using the latest 2025 methods step by step.

So, let’s begin our discussion:

• Why Export List from SharePoint to Excel?
• How to Export SharePoint List to Excel?
  • Method 1. Connected .iqy File (Windows OS Only)
  • Method 2. Export to CSV
  • Method 3. Export Using Power Automate
  • Export SharePoint List Attachments
• Author’s Verdict
• People Also Ask

Why Export List from SharePoint to Excel?

Exporting a SharePoint list to Excel is useful when:

• Need to analyse list data with filters, charts, or formulas.
• Want to share the list with users who don’t have SharePoint access.
• Building Power BI dashboards or reports.
• SharePoint Online storage quota exceeded, and you want to archive data locally.
• Need a quick offline backup of my SharePoint list data.

Due to these reasons, I backed up my SharePoint list as an Excel. In the next section, I’ll simply explain to you how I did it with a reliable and appropriate set of instructions.

How to Export SharePoint List to Excel?

Microsoft has officially confirmed that the CSV export supports up to 30,000 rows. However, the .iqy connection can handle larger lists but is limited. 

According to this update, there are two main methods I found:

1. Export directly using the Export to Excel feature in SharePoint.
2. Connect the SharePoint list to Excel for live synchronisation.

Now, let me explain the details of these two solutions with step-by-step instructions. 

#Method 1. Connected .iqy File (Windows OS Only)

This is my go-to method when I want a live data connection. For the same, follow the steps:

• Open the SharePoint site, and select the list to export.
• On the command bar, click Export > Export to Excel.
• A small .iqy file (Internet Query file) will be downloaded to the system.
• Now, open Microsoft Excel in the Windows system only.
• Double-click the .iqy file or use Data > Existing Connections > Browse for .iqy file.
• When prompted, Enable Content and Allow Connection.

Excel will now load your SharePoint list into a table format.

Remember, .iqy files don’t work on Excel for Mac or Excel Online. For those environments, use the CSV method instead.

#Method 2. Export to CSV

If you’re working on macOS or Excel Web, use the CSV option to export SharePoint list to Excel because .iqy isn’t supported there:

• Go to the list to export.
• Choose Export > Export to CSV to generate a .csv file in the local system.
• Now, open Excel and import the CSV file.
• Save it as .xlsx if needed.

CSV exports are limited to 30,000 rows as per Microsoft’s 2025 documentation. So, if you exceeded this limit, it will show an error. Therefore, keep your rows limited, or import them again if needed.

#Method 3. Export SharePoint List to Excel Using Power Automate

If needed to export SharePoint lists automatically, it is recommended to use Power Automate. Here’s how:

• Open Power Automate.
• Choose Create > Scheduled cloud flow.
• Select SharePoint > Get items.
• Enter the site URL and the list name.
• If the list has more than 100 items, enable Pagination and set Top Count, e.g., 5000.
• Afterwards, add Create CSV table action.
• Choose Custom to select specific columns(if needed).
• Add Create file.
• Choose a folder and give the file a name.

This method is perfect to export SharePoint list to PDF, Excel, or any other format automatically.

Export SharePoint List Attachments

The default Excel export does not include attachments. Fortunately, I found these two methods to export SharePoint list to Excel along with attachments:

Option 1. Power Automate

• Add the Get attachments and Get attachment content actions to your flow.
• Then, loop through each list item and save the attachments as files in a SharePoint or OneDrive folder.

Option 2. PowerShell

If you’re comfortable with PowerShell, use this simple approach. First, download or update SharePoint Online Management Shell, and run these cmdlets:

Connect-PnPOnline -Url "https://machjohntenant.sharepoint.com/sites/companysite" -UseWebLogin
$items = Get-PnPListItem -List "Documents"
foreach ($item in $items) {
    $attachments = Get-PnPAttachment -List "Documents" -ListItemId $item.Id
    foreach ($attachment in $attachments) {
        Get-PnPFile -Url $attachment.ServerRelativeUrl -Path "C:\SharePointExports" -FileName $attachment.FileName -AsFile
    }
}

These cmdlets help you export all attachments locally, along with filenames and structure.

Author’s Verdict

Exporting a SharePoint list to Excel is a must-know skill for anyone managing data in SharePoint. I use it to create quick reports, backup SharePoint to local storage, or manage large datasets offline. So, now you have a proper knowledge of how to export SharePoint list to Excel simultaneously and effortlessly.

People Also Ask

1. Can I export a filtered SharePoint view?
   Yes. When you apply filters or create a custom view before exporting, only that filtered data is exported to Excel.
2. Does the Excel sheet stay updated automatically?
   Only if you use the connected .iqy file and enable refresh, a simple export gives a static copy.
3. Can I export a SharePoint list with attachments?
   No, Excel export doesn’t include file attachments. You can only export metadata columns and values.
4. Why does the Export to Excel button not appear?
   You do not have permission, or the site is using a custom list format. Check your list settings or ask your SharePoint admin.