Microsoft Lists export selection to Excel

Question

Hi,

I have created records in Microsoft Lists. When I export a selection of that list, Excel shows all the records instead of the selected records. I want only the selected records to show in Excel. Can you fix this? Thank you. Marjan

Answer 1

Dear Marjan,

Greetings! Thank you for posting to Microsoft Community.

Kindly let us work together and resolve this situation.

Now, I would like to know how you selected some records from Microsoft list and then Exported them to Excel. Because according to this Official article, Export option is not available when list items are selected. The moment you select items, Export option will disappear! Please check this article: Export to Excel from SharePoint or Lists - Microsoft Support.

Please post back and share the steps or screenshot on how you selected, so that we can also test from our side. Did you apply some filters/view settings and then tried to export records from that selected view?

Thanks for your patience and cooperation. We look forward to your response.

Sincerely, 

Edwine | Microsoft Community Moderator.

Answer 2

Hi Marjan,

Glad to hear that this Workaround was helpful!

Actually, good feedback encourages us to work harder and better! Thanks.

By the way, this can be worked on. We just need to let the Microsoft List Developers know how feasible it would be if it was possible to export only filtered Microsoft Lists records to Excel without first going to Edit the Current view or to create a new view!

A lot of existing features have been suggested by customers, and this could be among the features on the next release list!

Please let us request this from the Developers Team. I submitted a request. Please also add your vote via this link: Please make it possible to Export filtered Microsoft list records to Excel without first going to Edit the current list view. · Community. Developers Team are the managers of this website and are constantly checking it for customer feedback. I am sure they will work on this ASAP. Customer feedback is very important to Microsoft.

Thanks for your kind understanding and patience. Stay safe always!

Best Regards,

Edwine

Answer 3

Dear Marjan,

Greetings! Thank you for posting to Microsoft Community.

Kindly let us work together and resolve this situation.

Now, I would like to know how you selected some records from Microsoft list and then Exported them to Excel. Because according to this Official article, Export option is not available when list items are selected. The moment you select items, Export option will disappear! Please check this article: Export to Excel from SharePoint or Lists - Microsoft Support.

Please post back and share the steps or screenshot on how you selected, so that we can also test from our side. Did you apply some filters/view settings and then tried to export records from that selected view?

Thanks for your patience and cooperation. We look forward to your response.

Sincerely, 

Edwine | Microsoft Community Moderator. 

Hi Edwine.

Thank you for you quick reply.

Yes I did filter the records.

When I export that file. I also see the non filtered records.

It seems weird to me that it shows all records. Excel should only show the records as shown on the screen.

Thank you for your help.

Marjan

Answer 4

Hi Marjan,

Thanks for your quick response.

I also tested from my side. I applied some filters in current view, and tried to export, all records in the item were exported to Excel. Just the same as your scenario.

1. Now, what you will need to do, you will open your list.
2. Click on Edit Current View > and then filter your Data from the background as example shown below and click Ok to save your filters.
3. After that, Export. This will export only the data filters you entered. I tested this. Please try it.

Note: After Editing a list and applying those filter settings, to go back to your full list records, you will need to remove those applied filters following the same steps. For example, ticking "Show all items in view". in the above screenshot or simply deleting and selecting None.

For more information, please refer to this official article: Create or change the view of a list - Microsoft Support and Create, change, or delete a view of a list or library - Microsoft Support.

Else create a new view.

This way, you can even configure the filtering settings for your new view or edited view, and you will be able to export only items in that view.

I hope the above helps!

Please feel free to post back in cases you get challenges. We will do our best to help you.

Sincerely, 

Edwine | Microsoft Community Moderator.

Answer 5

Hi Marjan,

Thanks for your quick response.

I also tested from my side. I applied some filters in current view, and tried to export, all records in the item were exported to Excel. Just the same as your scenario.

1. Now, what you will need to do, you will open your list.
2. Click on Edit Current View > and then filter your Data from the background as example shown below and click Ok to save your filters.
3. After that, Export. This will export only the data filters you entered. I tested this. Please try it.

Note: After Editing a list and applying those filter settings, to go back to your full list records, you will need to remove those applied filters following the same steps. For example, ticking "Show all items in view". in the above screenshot or simply deleting and selecting None.

For more information, please refer to this official article: Create or change the view of a list - Microsoft Support and Create, change, or delete a view of a list or library - Microsoft Support.

Else create a new view.

This way, you can even configure the filtering settings for your new view or edited view, and you will be able to export only items in that view.

I hope the above helps!

Please feel free to post back in cases you get challenges. We will do our best to help you.

Sincerely, 

Edwine | Microsoft Community Moderator. 

Hi Edwine,

This does work but it's a workaround. It would be nice to have this changed in future versions. It just does not make sense.

Bisides that..love the program and will use it often.

Thank you for your reply. At least we can work with it now.

Have a nice day!

Marjan