Template Issues

How to Create a Microsoft Lists Template with Existing Items

Tauseeq Magsi Sep 30, 2026 869 views

Question details

The user needs to create a reusable Microsoft Lists template that retains and duplicates the data entries from the original list, rather than just copying the column structure.

How to Create a Microsoft Lists Template That Includes Existing Items

Product: Microsoft Lists / SharePoint
Device & OS: not provided
Scenario: Creating a reusable list template for other users while preserving the data items inside the source list.
Observed behavior: By default, a Microsoft Lists template only preserves columns and formatting, resulting in a completely empty list when another user creates a list from it.

Before you start

Ensure you have SharePoint administrator privileges or can contact your IT admin team, as enabling custom scripts at the site level is required to unlock this feature.

Solution 1Recommended

Enable Custom Scripts and Save List with Content

Use SharePoint's classic experience settings to save the list as a template while checking the option to include its content.

This method requires administrative access to enable custom scripts on the relevant SharePoint site. Note that this feature depends heavily on your specific SharePoint version and configuration. It may be restricted or entirely unavailable in modern SharePoint setups or certain SharePoint Server environments.

Enable custom scripts

Ask your SharePoint administrator to enable custom script on the relevant site via the SharePoint admin center.

Access List Settings

Navigate to your source Microsoft List, click the gear icon in the top right, and open the 'List Settings'.

Select Save as Template

Under the Permissions and Management section, click on 'Save List as Template'.

Include content

Provide a file name and template name. Crucially, check the 'Include Content' box to ensure your existing items are saved, then click OK to save it to the list gallery.

Deploy the template

Go to 'Site Contents', select 'Return to Classic Experience' at the bottom left, choose 'Add an App', search for your newly saved template, and create a new list from it.

Missing Option: If the 'Save List as Template' option is missing, it is highly likely that custom scripts are currently disabled or your organization's IT policies do not support this legacy feature.

Free Microsoft Office alternative

Manage Data Templates Effortlessly with WPS Office

While Microsoft Lists often requires complex IT administrator permissions and classic SharePoint workarounds to copy list data, WPS Office offers a straightforward, lightweight alternative. Use WPS Spreadsheet to organize, share, and duplicate your tabular data templates seamlessly without worrying about server restrictions.

1. Download and install: Download WPS Office for free and install it on your device.
2. Create your data table: Open WPS Spreadsheet, format your column headers, and input the existing data you want to retain.
3. Save as a template: Click 'Menu' > 'Save As' and choose the '.xltx' (Excel Template) format so you can reuse the file with all existing data intact.

Completely free and lightweight office suite for seamless data and document management.Highly compatible with Microsoft Excel (.xlsx) formats, making it easy to import or export your list data.Save spreadsheets as customized templates (.xltx) with existing data included by default.Familiar user interface with no steep learning curve or complex IT permissions required.

microsoft office alternative - wps office

Frequently Asked Questions

Why is the 'Save List as Template' option missing in my list settings?

This option is hidden by default in modern SharePoint environments or when custom scripting is disabled at the tenant level. A SharePoint administrator must explicitly enable custom scripts for the specific site to reveal this option.

Can I include existing items in a template using the modern Microsoft Lists interface?

No, the native modern Microsoft Lists template feature only duplicates the list's structure, columns, and formatting. To include actual list content, you are forced to use the classic SharePoint 'Save List as Template' workaround.

Is there a limit to how much data I can include in a SharePoint list template?

Yes. When you check the 'Include Content' box, the total size of the list template (which includes all rows, data items, and attachments) must typically not exceed 50 MB by default.

What should I do if my SharePoint Server version does not support saving templates with content?

If your IT team confirms that your server version does not support this, an alternative is to export the original list to Microsoft Excel, and then create a new list by selecting the 'From Excel' option in Microsoft Lists to import the structure and data simultaneously.

Document & File Issues