Fix Missing SharePoint Data When Exporting to Excel
Question details
User is experiencing data loss where expandable or clickable SharePoint column content appears blank when exported to an Excel file, though it appears correctly as a link in a CSV export.
- Product
- SharePoint / Microsoft Excel
- Device & OS
- not provided
- Scenario
- Exporting a SharePoint list containing complex, expandable, or clickable column types to a spreadsheet application.
- Observed behavior
- The expandable or clickable column content is preserved as a link when using CSV export, but becomes completely blank when using the direct 'Export to Excel' function.
Before troubleshooting, verify the exact column types used in your SharePoint list and ensure you have sufficient permissions to view and export all list items.
Export the SharePoint List to CSV Instead of Excel
Since the CSV format retains clickable links and expandable content as raw text URLs, use this option to prevent data from turning blank during the export process.
Excel's native 'Export to Excel' function (.iqy or direct .xlsx) does not always support complex SharePoint column types, particularly linked or expandable content. Exporting the list to a comma-separated values (CSV) file bypasses this limitation.
Navigate to the specific SharePoint list in your web browser that contains the data you want to export.
Click on the 'Export' button located in the top command bar of the SharePoint interface.
Select 'Export to CSV' from the dropdown menu instead of selecting 'Export to Excel'.
Locate the downloaded CSV file on your computer and open it in your spreadsheet software to verify that the links and expandable content have been preserved as text.
Connect to the SharePoint List via Power Query
Link directly to the SharePoint list data from within your spreadsheet application to bypass the web export limitations.
Open Exported SharePoint CSV Files Seamlessly with WPS Office
Since direct Excel exports often drop complex SharePoint data, exporting to CSV is your safest bet. WPS Office provides a free, lightweight, and highly compatible spreadsheet application to open, manage, and analyze your exported SharePoint CSV files without missing a beat.
Frequently Asked Questions
Why do certain SharePoint columns appear blank in exported Excel files?
The direct 'Export to Excel' feature relies on a web query connection that does not fully support complex SharePoint column types, such as multiple lines of text with appended changes, certain lookup columns, or custom expandable content. As a result, the spreadsheet application renders these unrecognized fields as blank.
Can I retrieve the missing SharePoint data from the blank Excel file?
No, once the data is exported and appears blank, the underlying information is not stored in that specific spreadsheet file. You must re-export the data using the 'Export to CSV' method or connect to the list directly via Power Query to fetch the missing details.
How do I export SharePoint list data without losing clickable links?
Instead of using the 'Export to Excel' option, select 'Export to CSV' from the SharePoint command bar. This method preserves clickable and expandable content as raw text URLs, ensuring no data is lost, which you can then format as hyperlinks in your spreadsheet application.
