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How to Fix the Records Not Found Error When Creating a SharePoint List from Excel

Maira Mehtab Sep 27, 2026 869 views

Question details

The user encounters a 'Records Not Found' error while trying to create a new SharePoint list by importing an Excel workbook.

Product: Microsoft Excel
Device & OS: not provided
Scenario: Importing an existing Excel workbook into SharePoint to automatically generate a SharePoint list.
Observed behavior: The import process fails and displays a 'Records Not Found' error message, typically caused by empty cells, hidden formatting, or problematic data within the Excel file.

Before you start

Ensure your Excel data is properly formatted as a Table and that you have removed any completely blank rows or columns before attempting the SharePoint import.

Solution 1Recommended

Sanitize Data and Create a New Workbook

Transferring your data to a newly created workbook eliminates hidden formatting and corrupted metadata that often trigger the SharePoint import error.

SharePoint relies on strict data structures to convert Excel files into lists. If your workbook contains stray formatting, empty cells outside the data range, or legacy data issues, SharePoint may fail to read the records correctly. Creating a clean file from scratch is the most effective workaround.

Select Valid Data

Open the problematic Excel workbook. Highlight only the specific cells that contain the actual data and headers you want to import.

Copy and Paste as Values

Press Ctrl+C to copy the data. Open a brand-new Excel workbook, right-click cell A1, and choose 'Paste as Values' to strip away any problematic formatting.

Format as Table

Select the newly pasted data, navigate to the Insert tab, and click 'Table'. Ensure 'My table has headers' is checked and that no header cells are blank.

Save and Retry

Save the new workbook as a standard .xlsx file. Navigate back to SharePoint and attempt to create the list from this newly sanitized file.

Data Check: Make sure there are absolutely no blank cells in the header row of your newly created table, as SharePoint requires a unique name for every column.

Solution 2

Import Using Microsoft Access as an Intermediary

If Excel imports consistently fail, routing your spreadsheet data through Microsoft Access can bypass the error and push the records directly to SharePoint.

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Try WPS Office for Seamless Spreadsheet Management

While SharePoint list creation relies on specific Microsoft integrations, you can efficiently prepare, clean, and manage your spreadsheet data using WPS Office. It offers a lightweight, highly compatible alternative for handling all your daily Excel tasks without the hefty subscription fees.

1. Download and Install: Get WPS Office for free and install it on your PC or Mac.
2. Open Your Spreadsheets: Open your existing Excel workbooks in WPS Spreadsheet with full .xlsx file compatibility.
3. Clean and Save: Use the familiar formatting tools to organize your tables, remove blank cells, and save your clean data seamlessly.

Completely free and lightweight Office suiteFully compatible with Microsoft Excel (.xlsx) formatsEasy-to-use data cleaning and table formatting toolsFamiliar user interface with zero learning curve

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Frequently Asked Questions

Why does SharePoint say 'Records Not Found' when my Excel file clearly has data?

This error typically occurs when SharePoint scans empty rows, blank columns, or hidden formatting that exists outside of your actual data range. If the data is not strictly defined as an Excel Table, SharePoint struggles to identify where the records begin and end.

Does my Excel data need to be formatted as a table to import to SharePoint?

Yes. SharePoint requires the data in your Excel workbook to be formatted as a Table (using the Insert > Table feature) so it can accurately recognize the columns and map them to list items.

Can I fix the SharePoint import error without creating a new workbook?

You can try fixing the current workbook by selecting all unused rows and columns below and to the right of your data, deleting them completely, and clearing all formats. However, copying the raw data to a new workbook is often much faster and more reliable.

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