For those who’re the writer of Microsoft Excel knowledge that others in your group have to view and even perhaps replace, you’ve many choices, equivalent to sharing an Excel file or creating a listing utilizing Microsoft Lists or Microsoft SharePoint.
If all you’re after is a small a part of the Excel file, sharing your complete workbook is overkill and doubtlessly harmful. Microsoft Lists and SharePoint are comparable, however Microsoft Lists is an efficient alternative when interacting with the listing by way of Groups.
SharePoint lists are additionally a stable alternative and a bit simpler to implement than Microsoft Lists. As soon as the information is accessible as a SharePoint listing, you possibly can resolve who can entry and replace the listing. The one requirement is that you just format the information as an Excel desk.
SEE: Get probably the most out of Excel with these 13 programs (TechRepublic Academy)
On this tutorial, I’ll present you how one can export an Excel desk to a SharePoint listing. I’ll additionally share numerous fundamental details about SharePoint lists alongside the best way.
I’m utilizing Microsoft 365 Enterprise Premium, which incorporates OneDrive for Enterprise and SharePoint. You could have Microsoft 365 Enterprise Premium, Normal or Primary. Nonetheless, you possibly can export from Excel to SharePoint in earlier variations via Excel 2007.
You’ll be able to comply with alongside utilizing this Microsoft Excel demonstration file.
For those who’re accustomed to Microsoft Lists, you’ll discover that SharePoint lists are comparable. They’re a straightforward option to share knowledge with others in your group when they should observe the identical knowledge.
Technically, a SharePoint listing is a set of associated knowledge in desk format, just like Microsoft Excel. From one perspective, lists are a option to share knowledge on a SharePoint web site. You may also add attachments, equivalent to paperwork and pictures. However, lists aren’t a easy listing of knowledge. Lists may take the type of calendars, contacts, bulletins, hyperlinks, surveys and extra. You’ll be able to even combine lists with Microsoft Movement, Microsoft Energy Apps and Energy Automate.
If the information is already in Excel, you is perhaps questioning why you may use a SharePoint listing as an alternative of sharing the Excel workbook. It’s a sound query, and right here are some things to contemplate when selecting between the 2:
- A SharePoint listing can act as a predominant listing with probably the most up-to-date knowledge. Despite the fact that you possibly can share an Excel file, customers might reserve it regionally and reference it as an alternative of the web model. Who’s maintaining with the completely different variations? That’s not an issue if everybody’s interacting with a SharePoint listing as an alternative.
- Despite the fact that you possibly can shield components of an Excel file, it’s nonetheless too simple for somebody to get off observe and alter and even delete essential knowledge. In distinction, a SharePoint listing accommodates solely the related knowledge, so there’s no confusion.
- You’ll be able to set permissions and implement knowledge validation to guard the information in SharePoint, which ensures the integrity of your knowledge. These choices can be found in Excel, however they’ll be along with the workbook’s objective. With a SharePoint listing, the listing is its personal objective. There’s nothing else to distract you. As well as, SharePoint lists help model historical past. This may increasingly or is probably not enabled regionally in your Excel file.
- SharePoint lists help a number of view varieties for the information, which you’ll be able to’t simply duplicate in an Excel file.
A SharePoint listing is an effective way to handle knowledge when numerous folks view and edit that knowledge repeatedly. Now, let’s create a SharePoint listing utilizing Excel knowledge.
When you’ve made the choice to share Excel knowledge as a SharePoint listing, you have to format the information as an Excel Desk. To format the information as a desk, click on wherever contained in the dataset and press Ctrl + T, or select Desk from the Tables group on the Insert tab. When Excel prompts you to substantiate the conversion, be aware the header query, after which, click on OK.
Determine A reveals two desk objects in the identical Excel sheet. We wish to create a SharePoint listing of the speed desk in H2:I8 as a result of a few managers refer to those charges repeatedly. In addition they have permission to vary them, however all of them want probably the most up-to-date charges. This can be a good instance for utilizing a SharePoint listing. It’s okay for managers and even staff to see the speed desk. It’s altogether one other factor for those self same folks to see the precise gross sales and fee values for everybody within the group.
Now you’re prepared to begin the export:
Click on inside the speed desk, and within the contextual Desk Design tab, click on Export within the Exterior Knowledge Desk group.
Select Export Desk To SharePoint listing from the dropdown. For those who’re not at the moment signed into your Microsoft account, the wizard will immediate you to take action sooner or later.
Within the ensuing dialog, enter the SharePoint web site tackle. Enter your complete hyperlink, even when it’s enormously lengthy. To search out the URL, signal into your Microsoft account, and select SharePoint from the listing of apps. Then, select the positioning the place you propose to create the listing, and duplicate the URL from the browser to the dialog.
Identify the listing and add a significant description (Determine B). Then, click on Subsequent.
Verify that the wizard accurately assigns the precise knowledge sort to every column (Determine C), and click on End.
Click on the hyperlink within the affirmation message proven in Determine D to entry the brand new listing. It’s a good suggestion to bookmark this web page.
As you possibly can see in Determine E, the SharePoint listing accommodates the identical price data because the Excel workbook. At this level, you possibly can edit the brand new listing if needed. To share it, click on the Share hyperlink within the top-right nook. You’ll be able to enter people or teams.
You should have full entry to the information and the construction. These you share the listing with can view and edit the information. However, they will’t edit permissions or listing construction.
For those who’ve used Microsoft Lists, you possibly can see how a lot simpler the SharePoint listing is to create. The wizard does the whole lot whereas Microsoft Lists, due to the elevated social interplay performance, requires extra work in your half.
Be ready to be hooked on SharePoint lists. They’re simple to implement and supply quite a lot of helpful flexibility to others in your group.
The one factor lacking on this situation is a reside hyperlink between the SharePoint listing and the unique Excel workbook. As is, somebody can change the listing, and that change is not going to replace the unique knowledge. In a future article, I’ll present you how one can replace the unique knowledge.
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