SharePoint Document Issues

Fix SharePoint List Copy Error: Missing Created By Users

Maira Mehtab Sep 28, 2026 869 views

Question details

Users need to copy SharePoint list items while preserving historical author data, but encounter errors because the original users no longer exist in the directory.

Product: Microsoft SharePoint
Device & OS: not provided
Scenario: Migrating or copying a SharePoint list using PnP PowerShell or migration tools where legacy items are attached to deleted user accounts.
Observed behavior: PnP PowerShell and SharePoint return a user-not-found error when trying to map list items to historical Created By or Modified By accounts that are no longer in Microsoft Entra ID.

Before you start

Ensure you have Site Owner permissions on both the source and destination SharePoint sites, and verify your Microsoft Entra ID access if you plan to audit legacy user accounts.

Solution 1Recommended

Map Legacy Users to Text Columns or a Service Account

Bypass the invalid user error by storing historical user data in standard text fields or mapping all deleted users to a single active service account.

SharePoint 'Person or Group' fields strictly validate against Microsoft Entra ID. If a user is deleted, the system cannot assign an item to them.

To retain the historical context without triggering a user-not-found error, you must alter how the data is recorded in the destination list.

Create Text Columns

Navigate to the destination SharePoint list settings and create two new 'Single line of text' columns named 'Original Created By' and 'Original Modified By'.

Adjust Your Migration Script

Modify your PnP PowerShell script to catch the user-not-found error and write the missing user's display name into the newly created text columns instead of the default Person fields.

Use a Service Account Alternative

Alternatively, create a valid Service Account in Microsoft Entra ID (e.g., 'Legacy Data User'). Set your migration script to automatically assign this account to the 'Created By' field whenever an original user is missing.

SharePoint Development Forums: If you require advanced PnP PowerShell scripts for automated remapping, it is highly recommended to consult the Microsoft SharePoint Development forums for community-tested code snippets.

Solution 2

Use Microsoft Access to Import and Export Data

Use Microsoft Access as a bridge to pull data from the source SharePoint list and push it to the destination site, bypassing strict PowerShell validation.

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Frequently Asked Questions

Why does PnP PowerShell return a 'user not found' error during list copies?

This error occurs because the original 'Created By' or 'Modified By' accounts have been deleted from Microsoft Entra ID. SharePoint explicitly requires an active directory account to populate any 'Person or Group' field.

Can I force SharePoint to accept deleted users in the Created By field?

No, SharePoint's native Person fields validate directly against the active directory. If the user account does not exist, the system will reject the entry. You must map the data to a valid account or to a plain text field instead.

How do third-party SharePoint migration tools handle missing users?

Premium migration tools typically include built-in 'User Mapping' features. These allow administrators to automatically route unresolved or deleted users to a designated service account, or extract the metadata into text logs, preventing the migration from failing.

Document & File Issues