SharePoint Document Issues

How to Copy a SharePoint List with Data and Templates

Aamir Naveed Akram Oct 9, 2026 868 views

Question details

Users need to copy an existing SharePoint list to another site, ensuring that the list structure, preset conditions, and all existing data are fully preserved.

How to Copy a SharePoint List with Data and Templates

Product: SharePoint Online
Device & OS: not provided
Scenario: Duplicating or migrating a fully configured list with its contents to a new SharePoint site, as the native 'Create from existing list' feature does not transfer the data.
Observed behavior: When users attempt to create a new list from an existing one in SharePoint Online, only the structure is copied, and the original data is left behind.

Before you start

Ensure you have the necessary site permissions to save lists as templates on the source site and create new apps on the destination SharePoint site. Also, check if your list exceeds the standard 50 MB template size limit.

Solution 1Recommended

Use the Save List as Template Feature (For Smaller Lists)

This is the best method for smaller lists. It preserves the list's structure, templates, conditions, and content natively without requiring third-party tools.

By saving the list as a template and enabling the content inclusion option, you create a fully packaged backup of your list that can be deployed on another site.

Save the list as a template

In your source SharePoint site, navigate to Settings > List Settings > Permissions and Management, and select 'Save list as template'.

Include content

Check the 'Include Content' box to ensure the data is copied. Provide a file name and template name, then click OK to save it. Download the generated file.

Upload to the new site

Navigate to the destination site's list template gallery (located at /_catalogs/lt/Forms/AllItems.aspx) and upload the saved template file.

Create the new list

Go to Site contents on the new site, choose to create a new app, switch to the Classic experience, and select your uploaded template to generate the duplicate list.

Use the Save List as Template Feature (For Smaller Lists)

Template Size Limitation: This method has a relatively small size limit (usually around 50 MB). If your source list contains a massive amount of data, saving it as a template may fail, and you should use the Excel method instead.

Solution 2

Export to Excel and Recreate (For Larger Lists)

If your SharePoint list is too large to be saved as a template, you can export the data to an Excel workbook and recreate the list from that spreadsheet.

Free Microsoft Office alternative

Manage Exported SharePoint Lists Seamlessly with WPS Office

When exporting large SharePoint lists as a workaround, you need a reliable spreadsheet application to review, format, and save your data as an .xlsx file before uploading it to a new site. WPS Office is a free, lightweight, and powerful alternative to Microsoft Office that handles Excel files perfectly.

1. Open Exported File: Launch WPS Spreadsheet and open the file exported from your SharePoint list.
2. Format as Table: Verify your data and ensure it is formatted as a standard table for seamless SharePoint integration.
3. Save as XLSX: Save the document as an .xlsx file, which is fully supported by SharePoint's 'From Excel' list creation feature.

Fully compatible with Microsoft Excel (.xlsx) formats required for SharePoint importsLightweight application that runs smoothly even on older devicesFamiliar ribbon interface ensures zero learning curve for Office users100% free alternative to an expensive Microsoft Office subscription

microsoft office alternative - wps office

Frequently Asked Questions

Why doesn't 'Create from existing list' copy my data in SharePoint Online?

The native 'Create from existing list' feature in SharePoint Online is specifically designed to duplicate only the list's structure, columns, and views. To include actual list item data, you must use a list template with the 'Include Content' option enabled or export the data via Excel.

What is the size limit for saving a SharePoint list as a template?

By default, the maximum size limit for saving a list as a template (including content) in SharePoint is 50 MB. If your list exceeds this limit due to attachments or thousands of rows, the process will fail, and you should use the Excel export method instead.

Where do I find the list template gallery in SharePoint?

You can access the list template gallery by navigating to Site Settings and clicking on 'List templates' under Web Designer Galleries. Alternatively, you can directly append /_catalogs/lt/Forms/AllItems.aspx to your SharePoint site's base URL.

Document & File Issues