SharePoint Document Issues

How to Retrieve SharePoint Folder Names or Paths in Excel

Aamir Naveed Akram Sep 28, 2026 869 views

Question details

Users need a way to extract and display the exact folder name or absolute path from a SharePoint Online list when the data is connected or exported to Excel.

How to Retrieve SharePoint Folder Names or Paths in Excel

Product: Microsoft Excel
Device & OS: not provided
Scenario: Exporting a SharePoint list containing multiple folders to Excel to analyze data alongside its specific directory location.
Observed behavior: The default Excel data connection to a SharePoint list frequently omits the folder path or Encoded Absolute URL fields, making it difficult to identify which folder an item belongs to.

Before you start

Ensure you have the correct permissions to view and export the target SharePoint list, and verify that your version of Excel supports Power Query if advanced metadata extraction is required.

Solution 1Recommended

Use the SharePoint Export to Excel Feature

This is the most straightforward method, as SharePoint's native export tool often includes hidden path-related columns by default.

SharePoint provides a direct export function that packages list data into a web query file. When opened in Excel, this file frequently pulls in additional identifying columns, such as the 'Path' column, which specifies the folder containing each list item.

Navigate to the SharePoint List

Open your web browser and go to the SharePoint Online list that contains the folders and items you want to retrieve.

Trigger the Export

Click on the 'Export' button located in the top command bar, and select 'Export to Excel' from the dropdown menu.

Open the Query File

Locate the downloaded '.iqy' file on your computer and open it with Excel. Click 'Enable' if prompted by the security warning.

Locate the Path Column

Once the data loads into a table, scroll through the columns to find 'Path' or 'Item Type', which will display the folder location for each respective row.

Use the SharePoint Export to Excel Feature

Export Limitations: If the Path column is not visible after the export, it may be hidden in your active SharePoint view. You might need to modify the view settings or proceed to the Power Query method.

Solution 2

Extract Metadata Using Power Query

By connecting Excel to SharePoint via Power Query, you can access underlying metadata fields like FileRef and Encoded Absolute URL.

Free Microsoft Office alternative

Need a Lightweight, Free Spreadsheet Solution? Try WPS Office

While resolving complex SharePoint queries requires Microsoft-specific tools like Power Query, everyday spreadsheet tasks shouldn't be a hassle. WPS Office offers a free, highly compatible, and lightweight alternative to Microsoft Office for seamless data analysis and management.

1. Download and Install: Visit the official WPS Office website to download and install the free software on your device.
2. Open WPS Spreadsheet: Launch the application and select 'Spreadsheet' to access the robust data editing tools.
3. Work with Exported Data: Easily open your exported SharePoint lists or standard Excel files to edit, format, and analyze your data seamlessly.

Free and lightweight alternative to Microsoft Office100% format compatibility with Microsoft Excel (.xlsx, .csv, .xls)Familiar user interface requiring zero learning curveBuilt-in advanced data analysis and visualization tools

microsoft office alternative - wps office

Frequently Asked Questions

Why doesn't my default SharePoint list view show folder paths?

By default, SharePoint optimizes list views to show item data cleanly. System metadata, including the absolute path and folder hierarchy, is often hidden behind the scenes to prevent visual clutter. You must actively extract it using Power Query or Export features.

Can I use a calculated column in SharePoint to display the folder path?

No, SharePoint calculated columns cannot directly reference structural fields like 'Path' or 'FileDirRef'. You must rely on external tools like Excel Power Query or Microsoft Power Automate to extract and populate path information.

What is the 'Encoded Absolute URL' field?

The 'Encoded Absolute URL' is a hidden system metadata field in SharePoint that contains the complete web address of a file or folder. It can be accessed and expanded using Power Query in Excel to determine an item's exact location.

Document & File Issues