SharePoint Document Issues

How to Duplicate an Existing Row in Microsoft Lists

WPS Content Manager Oct 12, 2026 869 views

Question details

Users need a way to copy a populated row in Microsoft Lists and create a new item without re-entering all the field data manually.

How to Duplicate an Existing Row in Microsoft Lists

Product: Microsoft Lists / SharePoint Online
Device & OS: not provided
Scenario: Trying to duplicate complex list items to save time and reduce manual data entry errors.
Observed behavior: Microsoft Lists lacks a native "Duplicate" command, leaving users confused about how to copy existing row data into a new entry effectively.

Before you start

Ensure you have the necessary edit permissions for the Microsoft List and that the list is configured to allow 'Edit in grid view'.

Solution 1Recommended

Duplicate Row Data using Edit in Grid View

This is the most straightforward workaround to copy an existing row's data and paste it into a new list item.

Since Microsoft Lists does not offer a direct duplication button, you can use the spreadsheet-like grid view to copy and paste data across rows. This method is quick but requires careful selection of cells.

Enter Grid View

Navigate to your target Microsoft List and click the 'Edit in grid view' button located on the top command bar.

Copy Existing Data

Click and drag your cursor over the specific cells in the row you want to duplicate to highlight them. Press Ctrl+C (or Cmd+C on Mac) to copy the data.

Create a New Item

Scroll to the bottom of the list and locate the blank row labeled 'Add new item'. Click to highlight the corresponding destination cells.

Paste and Save

Press Ctrl+V (or Cmd+V) to paste the copied values into the new row. Once the data appears, click 'Exit grid view' on the top command bar to save the new item.

Duplicate Row Data using Edit in Grid View

Pasting Issue: If the copied data only pastes into the first cell, you likely did not select all corresponding destination cells before pasting. If this persists, you may need to copy and paste individual fields.

Solution 2

Create a Duplicate Row Flow using Power Automate

Best for users who frequently need to duplicate items and prefer a one-click automated button.

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Manage Data Effortlessly with WPS Spreadsheet

Struggling with the lack of basic features in Microsoft Lists? For heavy data entry and complex list management, WPS Spreadsheet offers a robust, free, and lightweight offline alternative where duplicating rows is a single click away.

1. Download WPS Office: Download and install the free WPS Office suite from the official website.
2. Export Your List: Export your Microsoft List to an Excel format for advanced data processing.
3. Manage Data in WPS: Open the exported file in WPS Spreadsheet, where duplicating rows is as simple as right-clicking and selecting 'Copy' and 'Paste'.

Free Microsoft Office alternative100% compatible with Microsoft Excel (.xlsx) formatsNative one-click tools for easy row duplicationFamiliar user interface with zero learning curveLightweight application that runs smoothly on any device

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Frequently Asked Questions

Why doesn't Microsoft Lists have a direct duplicate button?

Microsoft has not implemented a native 'Duplicate' or 'Copy Item' button for Lists or SharePoint Online items by default. Users are required to use grid view copy-pasting or build custom Power Automate flows as a workaround.

Why does my copied row data only paste into the first cell?

This formatting issue usually happens in grid view if you only select the first cell of the new row before pasting. Ensure you highlight all the destination cells that match your copied data, or try double-clicking to enter cell-edit mode if you are copying a single value.

Can I duplicate rows with attachments in grid view?

No, the 'Edit in grid view' method only copies text and standard field data. Attachments cannot be copied this way. To duplicate an item along with its file attachments, you will need to create an advanced Power Automate flow that explicitly copies file content.

Document & File Issues