How to Create Microsoft Lists Templates with Prefilled Rows
Question details
The user wants to create a Microsoft Lists template that automatically populates with predefined rows and data whenever a new list is generated.
- Product
- Microsoft Lists
- Device & OS
- not provided
- Scenario
- Setting up standard, reusable list structures in Microsoft Lists or Microsoft Teams that already contain necessary baseline data items.
- Observed behavior
- Users need to save a list with its content included. In some cases, the 'Save list as template' option is missing from the list settings due to administrative configurations.
Verify that your predefined list items do not exceed the 50 MB data limit, and ensure you have the necessary permissions to manage list settings in your Microsoft 365 site.
Save List as a Template with Included Content
Use the native List Settings menu to save your current list structure and data as a reusable template.
This is the standard method for duplicating a list structure along with its data. Keep in mind that templates saved this way have a strict 50 MB limit for included content.
Open Microsoft Lists or SharePoint, create a new list, and set up all required columns. Manually enter the predefined rows and items you want included in the template.
Click the gear icon in the top right corner to open the Settings menu, then select 'List settings'.
Under the Permissions and Management section, click on 'Save list as template'.
Provide a file name and template name. Crucially, check the 'Include Content' box before clicking OK to ensure your predefined rows are saved.
Enable Custom Scripts for Missing Template Options
Fix the issue where the 'Save list as template' option is completely missing from your List Settings menu.
Use Power Automate to Prefill Rows
Create an automated workflow to populate rows when template saving is restricted or data exceeds 50 MB.
Manage Your Tabular Data and Templates with WPS Spreadsheet
If you are dealing with complex tenant permissions and restricted settings in Microsoft Lists, switching to a dedicated spreadsheet application can simplify your workflow. WPS Spreadsheet allows you to easily format, save, and share highly customizable prefilled templates without relying on server-side administrator rights.
- 1. Set up your data: Open WPS Spreadsheet, create your column headers, and input all the predefined rows you want to use as a baseline.
- 2. Save as a template: Click Menu, select 'Save As', and choose 'WPS Spreadsheet Template (*.ett)' or 'Excel Template (*.xltx)'.
- 3. Deploy instantly: Double-click your new template file anytime to instantly generate a fresh spreadsheet containing all your predefined data.
Frequently Asked Questions
Why is the 'Save list as template' option missing in Microsoft Lists?
This option is often hidden if custom scripts are disabled in your Microsoft 365 environment's security settings. An administrator must enable custom scripts at both the tenant and specific site levels for the option to appear.
Is there a data size limit when saving a Microsoft Lists template with content?
Yes, Microsoft Lists templates can include a maximum of 50 MB of list data. If your predefined rows and attachments exceed this limit, you will not be able to save the template with the 'Include Content' option enabled.
Can I use Power Automate to prefill rows in a new list?
Yes. If you cannot save a list as a template with content, you can create a Power Automate flow that automatically inserts predefined rows (using the 'Create item' action) whenever a specific trigger is activated.
