SharePoint Document Issues

How to Create and Export a SharePoint Online Job Question Bank

Tauseeq Magsi Oct 10, 2026 868 views

Question details

The user needs a way to store categorized interview questions in SharePoint Online, select multiple questions interactively, and export or print them as a single document.

How to Create and Export a SharePoint Online Job Question Bank

Product: SharePoint Online
Device & OS: not provided
Scenario: Creating an interactive question bank where users can filter, select specific items, and generate a printable document for interviews.
Observed behavior: While SharePoint Online lists support categorization, filtering, and views, it lacks a native, out-of-the-box feature to select multiple list items and generate a consolidated printable document.

Before you start

Ensure you have the necessary permissions to create and manage lists on your SharePoint site, and that you have access to Microsoft Power Automate to build custom export flows.

Solution 1Recommended

Use SharePoint Lists Combined with a Power Automate Flow

Since SharePoint doesn't natively generate documents from multiple list items, you can use list views for organization and build a custom Power Automate flow to handle the export process.

SharePoint lists are excellent for storing and categorizing data. By combining custom columns, views, and a Power Automate workflow, you can select specific interview questions and compile them into a Word document or PDF for printing.

Create the SharePoint List

Navigate to your SharePoint site, click 'New' > 'List', and add custom columns for your question text, categories, difficulty levels, and other relevant metadata.

Organize Questions with Views

In your list, click the column headers to filter or use the 'Group by' feature to neatly organize your interview questions by category. Save this arrangement as a new custom view.

Build a Power Automate Flow

Go to Power Automate and create an 'Instant cloud flow' triggered by 'For a selected item' in SharePoint. Alternatively, create a flow that retrieves items based on specific status columns.

Configure the Document Generation

Add actions in your flow to populate a Microsoft Word template with the selected SharePoint list items. Configure the final step to either save the generated document to a SharePoint library or email it directly to the user.

Use SharePoint Lists Combined with a Power Automate Flow

Developer Knowledge Required: Creating a Power Automate flow to loop through multiple selected items and populate a document template requires intermediate knowledge of workflow arrays and Premium Word connectors.

Free Microsoft Office alternative

Edit and Print Your Exported Question Banks with WPS Office

Once your Power Automate flow exports the SharePoint question bank into a document, you can use WPS Office as a free, lightweight, and highly compatible alternative to natively edit, format, and print your files.

1. Open the Exported File: Launch WPS Office and open the Word or PDF document generated by your SharePoint export flow.
2. Format the Document: Use WPS Writer to adjust page layouts, tweak typography, or add company branding to your interview question bank.
3. Print for the Interview: Click 'File' and select 'Print' to generate physical copies for your hiring panel, or 'Export to PDF' to share securely.

Fully compatible with Microsoft Word (.docx) and PDF formats.Lightweight design ensures fast loading of large interview documents.Familiar user interface allows for seamless transition with zero learning curve.Free built-in PDF tools for easy printing, exporting, and sharing.

microsoft office alternative - wps office

Frequently Asked Questions

Can I export multiple SharePoint list items to a single document without Power Automate?

No, SharePoint Online does not offer an out-of-the-box feature to export multiple selected list items into a single, formatted printable document. You must rely on custom Power Automate flows, Power Apps, or third-party add-ins.

How do I easily categorize questions in my SharePoint list?

Add a 'Choice' or 'Managed Metadata' column to your SharePoint list. You can then click the column header to select 'Group by', which visually sorts your interview questions into expandable category folders.

Is it possible to directly generate a PDF from a SharePoint list?

Yes, but it requires a workflow. You can set up a Power Automate flow that first populates an HTML file or Word template with your list data, then uses the 'Convert Word Document to PDF' action before saving the output.

Document & File Issues