Move a SharePoint List from One Site to Another: A Comprehensive Guide

SharePoint is an essential tool for document management, collaboration, and workflow automation, widely used in businesses and organizations for sharing and managing content. A SharePoint List is a collection of information that can be stored and managed in SharePoint. It provides users with a simple yet powerful way to organize, track, and manage data such as tasks, contacts, or inventory.

In many scenarios, you might find the need to move a SharePoint list from one site to another—this could be due to site restructuring, data migration, or reorganization of departments or teams. While moving a SharePoint list seems like a straightforward task, it requires careful planning and knowledge of the available tools and methods. This article will guide you through the best ways to move a SharePoint list, covering every piece of information to help you achieve a smooth migration.

Why Move a SharePoint List?

There are several reasons you might want to move a SharePoint list from one site to another. Some of the most common include:

• Reorganization: A department or team changes its focus, requiring lists to be moved to a different site.

• Data Migration: Moving a list to a new SharePoint environment or from SharePoint on-premises to SharePoint Online.

• Improved Structure: To ensure better collaboration, you may want to centralize lists under a more relevant SharePoint site.

• Storage Optimization: If a SharePoint site is getting too large or is experiencing performance issues, moving certain lists to another site can optimize performance.

Regardless of the reason, understanding the best way to move a list is crucial to avoid data loss, preserve metadata, and maintain user permissions.

Related article: Difference Between SharePoint Site and Page

Can You Move a SharePoint List?

Unlike document libraries, SharePoint lists cannot be directly "moved" from one site to another via the user interface. However, there are several methods available that allow you to duplicate, transfer, or copy the contents and structure of a list to a different site.

Moving a SharePoint list isn’t as simple as selecting the list and clicking "Move to". Instead, users must rely on tools and workarounds that help migrate the list’s content, settings, and metadata to a new location.

Methods to Move a SharePoint List

There are several methods to move a SharePoint list, each with its own set of advantages, limitations, and steps. Let’s take a closer look at the most popular options.

Method 1: Using Save as Template

One of the simplest methods to move a SharePoint list is to use the Save as Template feature. This option allows you to save the current list as a template and then create a new list in the destination site based on that template.

Here’s how to use the Save as Template feature:

1. Navigate to the list you want to move and click on the gear icon in the top right corner, then select List Settings.

2. Under the Permissions and Management section, click on the Save list as a template.

3. After saving, download the template file (.stp) to your computer.

4. Go to the destination SharePoint site, click on Site Settings, and upload the .stp file as a new list.

5. Create the List: Once uploaded, you can create the new list using the saved template.

Method 2: Using SharePoint Migration Tool

For larger and more complex lists, the SharePoint Migration Tool (SPMT) is a great choice. SPMT is designed for bulk data migration and can handle SharePoint lists and libraries when moving to SharePoint Online.

Here’s how to use the SharePoint Migration Tool:

1. Install the SharePoint Migration Tool from Microsoft’s official site.

2. Open the tool, and select your source SharePoint site (from where the list will be moved) and destination (the new SharePoint site).

3. Select the list or library you wish to move.

4. The tool will start migrating the list and its content. You can track progress and verify the results.

Also read: SharePoint Site Types

Method 3: Using Power Automate

Power Automate (formerly Microsoft Flow) allows users to automate workflows and processes, including copying SharePoint lists from one site to another.

Here’s how to move a SharePoint list using Power Automate:

1. In Power Automate, create a new automated flow.

2. Choose the appropriate trigger, such as “When an item is created” or “When an item is modified.”

3. Add actions to copy list data from the source site to the destination site.

4. Ensure that the flow works as expected by testing with a few items before executing it across all list data.

Method 4: Manual Migration

If none of the above methods fit your needs, you can opt for manual migration. This involves exporting the list data to Excel, creating a new list on the destination site, and then importing the data into the new list.

Here’s the process:

1. Go to your source list, click on the list menu (three dots), and select Export to Excel.

2. On the destination site, create a new list with the same structure.

3. Use the Quick Edit view to copy and paste data from Excel into the new list.

Additional resource: SharePoint Modern vs Classic

Bottom Lines!

Moving a SharePoint list from one site to another requires careful planning and the right tools. Whether you use the Save as Template method, Power Automate, the SharePoint Migration Tool, or manual migration, each method has its advantages and limitations depending on the complexity and size of the list.

By following best practices, troubleshooting effectively, and testing the process, you can ensure a seamless migration and continue to use SharePoint lists without losing any important data or settings.

This comprehensive guide has provided you with a range of methods to move a SharePoint list, along with troubleshooting tips and best practices. With the right approach, you can easily manage your SharePoint environment and optimize your list migration process.