How to Link an Offline Excel Dropdown List to a SharePoint Form
Question details
The user needs to use values from an offline Excel file on a shared drive as dropdown options in an online SharePoint form.
- Product
- Microsoft SharePoint and Microsoft Excel
- Device & OS
- not provided
- Scenario
- A team stores dropdown source data in an offline Excel workbook on a shared drive and wants a SharePoint online form to show those values without manual re-entry.
- Observed behavior
- SharePoint cannot directly use an offline Excel file stored on a shared drive as the data source for an online dynamic form dropdown.
Confirm that the offline Excel workbook is saved in .xlsx format and that the dropdown values are in a single column or table. Make sure you have permission to create a list on the target SharePoint site and, if needed, access to Power Apps.
Import the Excel dropdown data into a SharePoint list
Use this method when you need a reliable online source for a standard SharePoint form dropdown or lookup column.
SharePoint cannot read an offline Excel file from a shared drive as a live form data source, but you can import that file into a SharePoint list. The imported list can then provide the choices for a lookup column or be used as the data source in Power Apps.
In the SharePoint site, select Site contents > New > List > From Excel. Choose the offline Excel file from the shared drive or upload it, then map the column that contains the dropdown values.
Open the new list and verify that the dropdown values appear as list items in the correct column.
In the target SharePoint list or form, add a Lookup column and select the imported list as the source. Users will then see the imported values as dropdown options.
Build a dynamic dropdown form with Power Apps
Use this method when you need cascading dropdowns, filtering, or customized form behavior beyond a standard SharePoint lookup column.
Use WPS Office to Open and Prepare Excel Dropdown Files Before Importing to SharePoint
WPS Office is a free, lightweight, easy-to-use Microsoft Office alternative that opens and saves .xlsx files with full format compatibility. You can review, clean, and prepare the offline Excel dropdown list in WPS Spreadsheets before uploading it to SharePoint, while keeping a familiar ribbon-style interface and smooth file migration.
- 1. Open the offline Excel file: Download and install WPS Office, then launch WPS Spreadsheets and open the offline .xlsx dropdown source file.
- 2. Review or clean the dropdown values: Use the familiar spreadsheet tools to check the column, remove blank rows, and keep the values you want to import into SharePoint.
- 3. Save the workbook for import: Click Menu > Save As and keep the .xlsx format, then use the file in SharePoint's From Excel import flow.
Frequently Asked Questions
Can SharePoint Online directly use an offline Excel file on a shared drive for a form dropdown?
No. SharePoint cannot read an offline Excel file from a shared drive as a live form data source. Import the spreadsheet into a SharePoint list and use that list for the dropdown instead.
How do I import an Excel file into SharePoint for dropdown choices?
Go to Site contents > New > List > From Excel, select or upload the Excel file, map the column that contains the choices, and then use a Lookup column to that list.
Do I need Power Apps to connect an Excel dropdown to a SharePoint form?
Not for a simple dropdown. A lookup column based on an imported SharePoint list is sufficient for many forms. Power Apps is needed for cascading or customized dynamic dropdown behavior.
Can I use WPS Office to prepare the Excel file before importing it to SharePoint?
Yes. WPS Office can open and save .xlsx workbooks, so you can review and clean the offline dropdown values before using the SharePoint From Excel import feature.
What should I do if I need a cascading dropdown in SharePoint?
Use Power Apps to customize the form, add dropdown controls, and set the Items property to the imported SharePoint list. For advanced logic, consult the Power Apps community.
