Others

How to Merge Microsoft List Rows Using a Common Identifier Without Power Apps

Algirdas Jasaitis Oct 10, 2026 870 views

Question details

Users want to combine multiple items into a single row in Microsoft Lists or SharePoint based on a shared identifier, but cannot use Power Apps due to restrictions.

How to Merge Microsoft List Rows Using a Common Identifier Without Power Apps

Product: Microsoft Lists / SharePoint
Device & OS: not provided
Scenario: Attempting to consolidate list items sharing a common ID when company policy restricts the use of Power Apps.
Observed behavior: SharePoint and Microsoft Lists lack a built-in function to merge separate rows conditionally, leaving users unable to consolidate data directly within the platform.

Before you start

Verify if your organization allows exporting Microsoft Lists to Excel, as external spreadsheet tools offer advanced data merging capabilities that SharePoint currently lacks.

Solution 1Recommended

Understand Native Limitations and Use Calculated Columns

SharePoint does not provide an out-of-the-box feature to merge separate list items. You can only combine columns within the same row.

Currently, Microsoft Lists and SharePoint do not support merging multiple rows into one based on a condition without third-party tools or Power Apps.

While you cannot merge separate rows, you can use a Calculated Column to concatenate data from different columns within a single list item.

Combine columns in one row

Navigate to your Microsoft List, click 'Add column', and select 'Calculated' to combine values from different columns into one single item.

Submit a feature request

Since merging multiple rows is not natively supported, visit the official SharePoint Feedback Portal to submit or vote on this specific feature request.

Understand Native Limitations and Use Calculated Columns

Workaround Availability: If Power Apps is blocked, consider exporting your list to a spreadsheet program where features like PivotTables or data consolidation tools can easily merge rows based on common identifiers.

Free Microsoft Office alternative

Manage and Merge Exported List Data Easily with WPS Office

While SharePoint cannot natively merge rows, you can export your list and use WPS Spreadsheet. WPS Office is a free, lightweight alternative that is highly compatible with Microsoft Excel formats, allowing you to easily consolidate data using advanced spreadsheet formulas and PivotTables.

1. Download and install: Get WPS Office for free from the official website and install it on your device.
2. Open exported list: Export your Microsoft List to CSV or Excel format and open the file in WPS Spreadsheet.
3. Merge your rows: Use the Data Consolidation or PivotTable features in WPS Spreadsheet to group your data by the common identifier and merge the values.

Seamless compatibility with Microsoft Excel (.xlsx) formats for exported lists.Advanced data consolidation tools and PivotTables to easily merge rows.Free, lightweight, and easy-to-use interface similar to Microsoft Office.

microsoft office alternative - wps office

Frequently Asked Questions

Can I use Power Automate to merge rows in Microsoft Lists?

Yes, if Power Automate is not restricted by your company policy, you can create a flow that retrieves list items, groups them by a common identifier, and updates or creates a new consolidated row.

How do I merge list data in a spreadsheet after exporting?

Once exported, you can use features like PivotTables or Power Query to group your data by the common identifier and aggregate or merge the corresponding row values efficiently.

What exactly does a Calculated Column do in SharePoint?

A Calculated Column allows you to create formulas to combine or calculate data across different columns within the exact same row. It cannot interact with, pull, or merge data from other rows in the list.

Office Quick Solutions