Data Import & Export

How to Schedule a SharePoint List Export to Excel with Multi-Select Values

Phi Hung Vo Oct 10, 2026 869 views

Question details

The user wants to schedule an automated weekly export of a SharePoint list to an Excel file, ensuring that multi-select choice values are correctly included.

How to Schedule a SharePoint List Export to Excel with Multi-Select Values

Product: Microsoft Power Automate, SharePoint, Excel
Device & OS: not provided
Scenario: Scheduling a recurring data export from a SharePoint list to an Excel workbook using Power Automate.
Observed behavior: Multi-select choice values are missing, unavailable, or incorrectly formatted in the Excel export when the flow is triggered by a recurrence schedule.

Before you start

Ensure you have active licenses for Power Automate and SharePoint, and verify that your destination Excel file is stored in a OneDrive for Business or SharePoint document library with a properly formatted Table.

Solution 1Recommended

Extract and Join Multi-Select Values Using Power Automate Expressions

Multi-select fields in SharePoint are returned as arrays. You must convert these arrays into a single comma-separated string before writing them to an Excel row.

When Power Automate retrieves data from a SharePoint list, multi-select choice columns are formatted as JSON arrays. Excel cannot directly accept these arrays in a standard cell, which is why the data appears missing or broken.

By utilizing the 'Select' and 'Join' data operations in Power Automate, you can extract the specific text values from the array and format them as a readable string.

Add a Get Items Action

In your scheduled Power Automate flow, add the 'Get items' action and configure it to point to your target SharePoint site and list.

Initialize Data Operations

Add an 'Apply to each' control and set its output to the 'value' list returned by the 'Get items' action.

Use the Select Action

Inside the loop, add a 'Select' action. In the 'From' field, insert the dynamic content for your multi-select column. In the 'Map' field, extract the 'Value' property from the choice items.

Join the Array into a String

Add a 'Join' action immediately after the Select action. Set the 'From' field to the output of the Select action, and set the 'Join with' character to a comma and a space (', ').

Write the Row to Excel

Add the 'Add a row into a table' action for Excel Online. Map your Excel columns to the dynamic content of the SharePoint item, ensuring you map the Excel multi-select column to the output of the 'Join' action.

Extract and Join Multi-Select Values Using Power Automate Expressions

Advanced Expressions: If you encounter complex nested arrays or require extensive customization, consider posting your flow structure in the Microsoft Power Automate Community for expert guidance on specific expressions.

Free Microsoft Office alternative

Open and Analyze Your Exported SharePoint Data with WPS Office

Once you have successfully exported your SharePoint lists to an Excel file using Power Automate, you don't need an expensive subscription to view and analyze your data. WPS Office is a free, lightweight, and highly compatible alternative to Microsoft Office. It offers a familiar interface, ensuring seamless migration for all your spreadsheet tasks.

1. Download WPS Office: Visit the official WPS website and install the free suite on your PC or Mac.
2. Open the Exported File: Launch WPS Spreadsheet and open the .xlsx file generated by your Power Automate flow.
3. Analyze the Data: Use pivot tables, charts, and filters within WPS to analyze your exported multi-select SharePoint data.

100% compatible with Microsoft Excel formats (.xlsx, .xls, .csv), ensuring your exported SharePoint data opens perfectly.Familiar user interface makes it easy to switch without a steep learning curve.Lightweight installation saves system resources while providing powerful data analysis tools.Completely free to use for viewing, editing, and sharing your exported data.

Frequently Asked Questions

Why are my multi-select fields showing up as 'Item' or 'Array' in Excel?

Power Automate receives multi-select fields from SharePoint as JSON arrays. If you map them directly to Excel without parsing, Excel only sees the object reference rather than the text values. You must use a Data Operation like 'Join' to convert them to text.

Can I trigger a SharePoint export to Excel without Power Automate?

Yes, you can manually export a SharePoint list by clicking the 'Export' button in the SharePoint command bar and selecting 'Export to Excel' or 'Export to CSV'. However, this cannot be scheduled to run automatically on a recurrence trigger without using a workflow tool.

Does WPS Office support macros if my exported Excel file requires them?

Yes, WPS Office supports VBA macros. If you have automated scripts to format your exported SharePoint data, you can run them seamlessly in WPS Spreadsheet after opening your file.

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