Permission & Access Issues

How to Copy a Microsoft List Shared From Another User

John Wilson Sep 28, 2026 869 views

Question details

The user wants to copy or duplicate a Microsoft List that was shared by another user, but the list doesn't appear in the 'From an existing list' menu.

How to Copy a Microsoft List Shared From Another User

Product: Microsoft Lists
Device & OS: not provided
Scenario: Attempting to create a new list based on an existing list stored in another user's personal OneDrive or SharePoint.
Observed behavior: The shared list does not display in the 'From an existing list' option, preventing the user from copying it directly.

Before you start

Confirm your current permission level on the shared list, as duplicating files with restricted access often requires assistance from the original list owner or an administrator.

Solution 1Recommended

Export the Shared List Data and Import as a New List

Since direct copying is restricted, exporting the list data to a spreadsheet and importing it to a new list is the most effective workaround.

While the 'From an existing list' feature doesn't support lists from other users' personal sites, you can extract the data manually. Note that some advanced list features like specific views or complex rules may not carry over.

Open the shared list

Navigate to the shared Microsoft List provided by the other user.

Export the data

Click the 'Export' button located in the top command bar and choose 'Export to Excel' or 'Export to CSV'.

Save the file

Save the generated spreadsheet file to a local folder on your computer.

Create a new list

Go to your Microsoft Lists or SharePoint home page, click 'New list', and select the 'From Excel' or 'From CSV' option.

Import and map columns

Upload your saved file, verify that the column types are mapped correctly in the preview, and click 'Create' to finish importing.

Export the Shared List Data and Import as a New List

Feature Limitation: This method transfers the raw data and basic column structure. You will need to manually recreate custom views, formatting rules, and specific permissions in the new list.

Solution 2

Recreate the List in a Shared SharePoint Site

Collaborate with the list owner or an administrator to move the list to a location where you have the required creation permissions.

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Frequently Asked Questions

Why doesn't the shared list appear in the 'From an existing list' menu?

The 'From an existing list' option typically only displays lists stored in your own OneDrive for Business or SharePoint sites where you are a member. It restricts visibility of lists residing in other users' personal sites.

Can I copy a list using a list template?

Custom scripts and list templates are often disabled or unavailable in personal OneDrive site collections. This prevents you from creating a template directly from another user's personal list.

Will exporting to Excel preserve all my list formatting and rules?

No. Exporting to Excel or CSV only transfers the raw data and basic column headers. Any custom views, conditional formatting, complex rules, or specific user permissions will need to be manually recreated in your new list.

Document & File Issues