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Fix SharePoint List Rows Missing or Not Appearing
Question details
Users are experiencing an issue where SharePoint Online list items unexpectedly disappear or fail to load for multiple collaborators, and do not synchronize to Power BI.
- Product
- SharePoint Online
- Device & OS
- not provided
- Scenario
- Collaborating on shared SharePoint lists and extracting the data to Power BI for reporting.
- Observed behavior
- Entered list rows randomly disappear or fail to appear for multiple users, even after refreshing the page, and the missing data fails to reach connected Power BI dashboards.
Before proceeding, confirm that you are accessing the correct SharePoint list URL and perform a hard refresh (Ctrl + F5 or Cmd + Shift + R) on your web browser to rule out temporary display glitches.
Verify List Views, Filters, and Permissions
List rows often appear missing because they are hidden by specific view settings, active filters, or restrictive item-level permissions.
SharePoint lists use views to organize data. A default view might filter out newly created items, or item-level permissions might restrict visibility so that users can only see items they created themselves.
Navigate to your SharePoint list, click the 'View' dropdown menu in the top right corner, and select 'All Items' to ensure no specific filters are hiding the rows.
Click the gear icon in the top right to open 'Settings', select 'List settings', and click 'Permissions for this list' to verify that affected users have appropriate 'Read' or 'Edit' access.
In 'List settings', click on 'Advanced settings'. Under the 'Item-level Permissions' section, ensure that 'Read access' is set to 'Read all items' rather than 'Read items that were created by the user'.
Check Recycle Bin and Version History
Investigate whether the list items were accidentally deleted or modified by another collaborator.
Escalate to a Microsoft 365 Administrator
If data is genuinely missing for multiple users and configuration settings are correct, a backend issue may require official Microsoft support.
Enhance Your Productivity with WPS Office
While resolving cloud synchronization issues with Microsoft SharePoint, having a reliable desktop office suite is crucial. WPS Office offers a free, lightweight, and fast alternative for managing your offline spreadsheets, documents, and presentations without relying entirely on cloud servers.
- 1. Download the software: Visit the official WPS Office website and download the free installation package for your operating system.
- 2. Install WPS Office: Run the installer and follow the quick on-screen instructions to set up the suite on your computer.
- 3. Open your files directly: Launch WPS Office and open your existing Microsoft Office documents to enjoy seamless editing and fast local performance.
Frequently Asked Questions
Why are my SharePoint list items not showing up in Power BI?
This usually occurs due to data synchronization delays, expired credentials in Power BI, or an outdated scheduled refresh. You can log into your Power BI workspace and manually click 'Refresh now' on the dataset to force the synchronization.
Can another user's browser cache cause list items to disappear for everyone?
No. SharePoint lists are dynamic, and missing items for multiple users are not caused by one person's browser cache. It is usually related to restrictive list views, item-level permissions, or backend synchronization issues.
How do I check if my list items are hidden by item-level permissions?
Navigate to 'List settings' > 'Advanced settings'. Under the 'Item-level Permissions' section, ensure that 'Read access' is configured to 'Read all items'. If it is set to 'Read items that were created by the user', collaborators will only see their own entries.
What are HAR logs and why does Microsoft Support request them?
HAR (HTTP Archive) logs record the network interactions between your web browser and the SharePoint website. Microsoft Support uses them to identify backend network errors or API failures that might explain why list rows are failing to save or display.
