Import Excel Data into Microsoft Lists: A Step-by-Step Guide

Updated at: 10/06/2025

Need to move your Excel data into Microsoft Lists? This step-by-step guide shows you exactly how. We'll cover importing from various Excel formats, handling different data types, and troubleshooting common issues. Say goodbye to manual data entry and hello to streamlined organization. Learn how to effortlessly transfer your spreadsheets into dynamic, collaborative Lists, saving you valuable time and effort. Let's get started!

Step-by-Step Instructions

  1. Prepare Excel Data

    • Select all data, go to the 'Insert' tab, and click the 'Table' icon. Confirm the selection and header row.
    • Save and close the Excel workbook.
    Save and close the Excel workbook. Save and close the Excel workbook.
    Prepare Excel Data

  2. Create a New List from Excel

    • Access Lists through office.com, choose 'New list', and select 'From Excel'.
    • Select the Excel file from your OneDrive or local device. Choose the table to import.
    Select the Excel file from your OneDrive or local device. Choose the table to import. Select the Excel file from your OneDrive or local device. Choose the table to import.
    Create a New List from Excel

  3. Configure Import Settings

    • Define the title, choose whether to import or exclude columns, and specify data types (e.g., Choice, Date and Time). Consider making important data, such as product names, the title for better mobile viewing.

  4. Finalize List Creation

    • Click 'Next' and name your list. Optionally add a description and color.
    • Save the list to your OneDrive, SharePoint, or team site.
    Save the list to your OneDrive, SharePoint, or team site. Save the list to your OneDrive, SharePoint, or team site.
    Finalize List Creation

  5. Format and Refine the List

    • Add Choice pill formatting for columns like 'Region' and 'Order Paid' for easier viewing.
    • Manually add columns for data not included in the import (e.g., 'Representative' as Person, 'Order Date' as Date and Time).
    Add missing columns: Manually add columns for data not included in the import (e.g., 'Representative' as Person, 'Order Date' as Date and Time). Add missing columns: Manually add columns for data not included in the import (e.g., 'Representative' as Person, 'Order Date' as Date and Time).
    Format and Refine the List

  6. Populate the List with Data

    • Switch to Grid view and paste data from Excel into the corresponding columns in Lists. Remember to select all rows before pasting.
    • Save the list by exiting Grid view.
    Save the list by exiting Grid view. Save the list by exiting Grid view.
    Populate the List with Data
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Tips

  • Make the most important information (e.g., product name) your title for better mobile viewing.
  • Use Choice formatting for fields with limited options (e.g., regions, yes/no).
  • Select all rows before pasting data from Excel to avoid errors.

Common Mistakes to Avoid

1. Incorrect File Format

Reason: Trying to import a file that isn't a standard Excel file (.xls or .xlsx) or contains unsupported data types.
Solution: Ensure your file is a properly formatted .xls or .xlsx file and remove any unsupported data types before importing.

2. Column Mismatch

Reason: The column headers in your Excel file don't match the column names in your Microsoft List, leading to data being imported into the wrong columns or not at all.
Solution: Double-check that your Excel file's column headers exactly match the column names in your Microsoft List, including capitalization and spacing.

3. Large File Size or Complex Data

Reason: Attempting to import a very large Excel file or one containing complex formulas or formatting can lead to import failures or timeouts.
Solution: Reduce file size by removing unnecessary data or formatting, or break the data into smaller, more manageable files before importing.

FAQs

Can I import all Excel file types into Microsoft Lists?
While Microsoft Lists generally supports importing from .xlsx and .xls files, the success depends on the complexity of your spreadsheet. Very large files or those with unusual formatting might require adjustments or data cleaning before importing. It's best to test with a smaller sample first.