SharePoint Document Issues

How to Bulk Update Selected Rows or Columns in a SharePoint List

John Wilson Nov 3, 2026 868 views

Question details

The user needs to bulk update specific rows or columns in a SharePoint list without accidentally overwriting data in unrelated fields.

How to Bulk Update Selected Rows or Columns in a SharePoint List

Product: SharePoint, Microsoft Access
Device & OS: not provided
Scenario: Correcting or updating multiple values in a SharePoint list after an Excel or Access data import.
Observed behavior: Direct bulk updates via Access linked tables often affect entire rows, which risks overwriting other data. The user wants to selectively update specific cells, rows, or columns while preserving the rest of the list data.

Before you start

Always enable version history in your SharePoint list settings before performing a bulk update. This ensures you can easily restore previous values if unrelated data is accidentally changed during the process.

Solution 1Recommended

Use Grid View in SharePoint or Microsoft Lists

The simplest method to selectively update columns and rows is using the built-in 'Edit in grid view' feature, which allows for bulk copy and pasting.

Grid view provides an Excel-like interface directly within your browser. This allows you to select specific cells or columns and paste values in bulk, bypassing the limitations of Microsoft Access.

Open your SharePoint List

Navigate to the SharePoint site and open the list you want to update.

Enter Grid View

Click the 'Edit in grid view' button located at the top of the list command bar.

Update the Data

Select the specific cells or column you wish to update. You can manually type new values, drag the fill handle to copy data down, or paste a copied column of data directly from an Excel spreadsheet.

Save Changes

Click 'Exit grid view' on the command bar to save your bulk updates and return to the standard list view.

Use Grid View in SharePoint or Microsoft Lists

Quick Editing: Grid view is highly efficient for targeted updates and naturally prevents overwriting entire rows unless you explicitly select and replace them.

Solution 2

Use Power Automate for Targeted Bulk Updates

For complex or conditional updates across large datasets, utilize a Power Automate flow to target specific items and fields.

Free Microsoft Office alternative

Manage Your Exported List Data with WPS Office

While SharePoint list updates must be handled within the Microsoft environment, you can process, analyze, and prepare your exported list data using WPS Spreadsheet. WPS Office is a highly compatible, free, and lightweight alternative to Microsoft Office that makes bulk data preparation simple.

1. Export List to Excel: From your SharePoint list, click 'Export' and choose 'Export to Excel'.
2. Open with WPS Spreadsheet: Locate the downloaded .xlsx or .iqy file and open it using WPS Office.
3. Prepare Your Data: Clean up your rows and columns using WPS Spreadsheet's powerful data tools, then copy the finalized columns to paste back into SharePoint's Grid View.

Fully compatible with Microsoft Excel (.xlsx) formats for easy export and importLightweight application that runs smoothly on most operating systemsFree to use with a familiar spreadsheet interfaceEasily clean, filter, and prepare bulk list data before pushing it back to SharePoint

microsoft office alternative - wps office

Frequently Asked Questions

Can I use Microsoft Access to bulk update specific columns in SharePoint?

While you can link a SharePoint list to Microsoft Access, Access generally updates individual records or entire rows and does not offer a robust native bulk-update tool for isolated columns without risking row overwrites. Using SharePoint's Grid View or Power Automate is recommended instead.

Does copy and paste work for bulk updating SharePoint lists?

Yes, when you use the 'Edit in grid view' option in SharePoint or Microsoft Lists, you can select a column or multiple cells and paste values directly, much like you would in a standard spreadsheet.

What should I do if my bulk update overwrites the wrong data?

If you enabled Version History in your SharePoint list settings prior to the update, you can select the affected item, click on 'Version history', and restore the previous version to recover your original data.

Document & File Issues