Recently, I was working on a SharePoint site where we wanted to create lists to store different types of information. In this tutorial, I will show you different ways to create a SharePoint list with exact steps to follow.
I will show you here 4 different ways to create a list on a SharePoint site:
- Create a blank list in SharePoint.
- Create a list in SharePoint from Excel.
- Create a SharePoint list from CSV.
- Create a SharePoint list from another list.
A SharePoint list is a place where you can store information in the form of Tables, rows, and columns. This is similar to a table in a database.
In the modern SharePoint site, Microsoft allows us to create a list in SharePoint from an existing list or an Excel or CSV file. We can even create a list on the SharePoint site by using various pre-build templates available in the SharePoint list by Microsoft.
Now, let us check how to create a custom list in SharePoint Online.
Create A Custom List in SharePoint Online From a Blank List
A blank list is a custom list in SharePoint where there will be just a few columns like:
- Created By
- Created Date
- Modified By
- Modified Date, etc.
Once a user creates a blank list in SharePoint, then they can add more columns according to their requirements.
Follow the below steps to create a blank list in SharePoint Online.
Particularly, I wanted to create an Employee list to store employee details of the organization.
1. First, Open the SharePoint team site, and from the Home page, click + New -> List, as shown in the figure below:
2. click the Blank list option under the Create a list section.
3. Here provide the details below:
- Name: Provide a meaningful name for your list.
- Description: Provide a list description
- Show in site navigation: Check this checkbox if you want the list to appear in the left navigation of the SharePoint site.
Here are a few things you should remember while providing the list name.
- Avoid giving space in the name of the SharePoint list, as Microsoft will add %20 for space in the list URL. For example, if you provide the list name as “Employees Details,” the URL will become “https://tenantname.sharepoint.com/sites/AanaTechFinance/Lists/Employee%20Detail/AllItems.aspx?npsAction=createList”.
- So, ideally, you should provide the name with no space, like “EmployeesDetails,” and after creating the list, you can edit and change the display name of the list to “Employees Details.”
- The first time when we create the SharePoint list, it will take the list name as the URL, and we can not change the list URL once it is created.
Check the screenshot below for your reference.
4. The SharePoint list will be created as shown in the screenshot. I added columns like Name, Birth Date, Address, Phone Number, and Employment Type to that list. With some data, the SharePoint list looks like below:
You can also follow the above steps to create a blank list on a SharePoint site.
Create a SharePoint list from Excel
When I was checking in the forums for creating a list in SharePoint, I saw people were asking can you create a SharePoint list from Excel?
To answer the question, yes, it is possible to create a list in SharePoint from Excel.
This is the second way to create a list. Follow the below steps.
To create a list using Excel, first, you have to format the Excel data using the “Format as a Table” option; otherwise, it will show the steps to make Format as a Table in the SharePoint site, as shown below.
Here, I have created an Event Details Sheet with columns like the below:
|Single line Text
|Single line Text
|Single line Text
|Date and Time
|Date and time
I have also added some records to it. Check the screenshot below:
Next, we need to do Format As Table.
- Select the records with column names, click the “Format As Table” in the Home tab, and select the table’s structure based on your choice.
Now, the Excel data will look like below:
Now, let us see how to create a list in SharePoint online from the above Excel file.
1. Open the SharePoint team site; there is a + New option on the Home page. Click it, then select List.
2. Now, you choose “From Excel” in the “Create a list” box.
3. Here, we can select Excel files in 2 ways:
- Upload the file: Upload the Excel file from the local drive.
- Select the Excel File already on the SharePoint site.
5. I have saved my Excel file in my local drive. So, I will use the first option to create the SharePoint list from Excel. You can also save the file in a document library on the SharePoint site and use the 2nd option.
For this, click the Upload file button and browser to the files saved in the local drive.
After browsing the Excel file, it will display the data with the corresponding data types. As you can see in the screenshot, it took columns like Title, Single line of text, Number, etc. But the Start Date and End date should be the datetime data type. In this Customize dialog box, we can change these data types.
Now, I wanted to change my Title column to Session Code, but the Title column is taken as Session name on the above screenshot because it takes the order of Excel files I created.
I have changed the Title column Session name to the Session code in the screenshot below.
Next, as I said above, we can change the column type.
Here, you can see that the Start Date and End Date column data type shows as Number type; we can change them to Date and time. To do this, select the dropdown and choose the data type as Date and time.
Note: There are a few data types that are not supported, like Person or Group, location, etc. For example, here I have a Speaker column as a Single line of text, which is supposed to be a Person or Group column. As you can see in the screenshot below, the Person or Group data type is not available.
Now, I will show how to make the data type of the Speakers column a Person or Group type. After creating the SharePoint list then, you follow the below steps:
- First, create a Person or Group type column
- Then, using Quick Edit, copy the values from Speakers and paste them into the new column.
- And later, you can delete the old column.
Go through the screenshot below.
This is one way to handle a person or group column.
After that, click on the Next button.
6. Now fill in the list Name, Description and Show it in the site navigation, and click Create.
7. Now, you can see the SharePoint list below is created.
Now, I hope you can create a list in SharePoint from Excel and change the type and title columns, as shown above.
Create a SharePoint list from an existing list
We can create a SharePoint list from an existing list presented on the same site or any other site to which the user has access. Also, when you create a list from an existing SharePoint list, the data will not come. Only the columns will appear. This works like the Save the List as a template feature in SharePoint.
I will show how to create a SharePoint list from an existing list. Follow the below steps:
Here, I have taken the Employee Laptop Details list with some data
1. In the SharePoint team site, click on the + New button, then click on List.
2. Choose From the existing list Button
3. Select the option From an existing list from the Create a list section.
The next window on the left-hand side will show all the SharePoint sites. From that, we can select any one of the SharePoint sites. After selecting the SharePoint site, it displays the SharePoint lists presented on the site. Select the list which you want to use to create a new list. Then click on the Next button.
4. Once you click Next then the SharePoint list name automatically takes the selected list name, you can change it and click on Create.
5. The SharePoint list is successfully created.
Now, it creates a SharePoint list with only the columns. It will not take the data from the list as shown below.
Overall, in this section, we learned how to create a SharePoint list from an existing list and all the information about creating a SharePoint list from an existing list. I hope now you can create a SharePoint list from an existing one.
Create a SharePoint list from a CSV file
This is the 4th method to create a list on a SharePoint site.
The Comma-separated values is a text file format that uses commas to separate values. Here is a CSV file that I will use to create a SharePoint list.
Now, you can upload the CSV file to a document library on the SharePoint site. And later we can use that file from the document library to create a list.
Now see how to create a SharePoint list using that CSV file and follow the below steps.
1. Open the SharePoint Team Site on the Home page, click the +New option, and select the list.
2. Next window, choose the From CSV button.
3. Here, we can select the file in 2 ways
- Select the Upload file option
- Select from the SharePoint site.
Below, I will use 1st option of uploading the file on my local drive, or you can select the second option.
4. Next step browse the CSV file from the local drive.
5. After selecting the CSV file, all the columns appear on the customize page.
All columns of this type are selected based on suitability with formats available in Excel. We can change the column type based on your requirement and click Next.
In my Instructor Details list, I want to change the Address Single-line text column type to Multi-line text and the Gender Single-line text column type to the Choice column, as shown in the screenshot below. Then click on Next.
6. After changing the column types, provide the meaningful SharePoint list name and details, then click the Create button.
7. Now, we can see the Instructor Detail list on the SharePoint team Site.
This article provides clear guidance on creating a SharePoint list from a CSV file, making the process easy to follow and understand. By following those steps, you can create your list easily.
I hope this article helps to create a SharePoint list. Now, you can create a SharePoint list in four ways that I explained.
- How to Create a SharePoint list from a blank list
- How to Create a SharePoint List from Excel
- How to Create a SharePoint list from an existing list
- How to Create a SharePoint list from a CSV file
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Preeti Sahu is an expert in Power Apps and has more than 6 years of experience working with SharePoint and the Power Platform. As a Power Platform expert for Power BI, Power Apps, Power Automate, Power Virtual Agents, and Power Pages, she is currently employed with TSinfo Technologies. She is the author of the book Microsoft Power Platform A Deep Dive. She also made a big technical contribution to SharePointDotNet.com in the form of articles on the Power Platform. She enjoys traveling and spending time with her family in her spare time.