How To Move A Sharepoint List To Another Site

Are you struggling with seamlessly transferring your SharePoint list to a different site? Look no further! In this article, we will guide you through the steps of moving a SharePoint list and provide tips to ensure a smooth and successful transfer. Say goodbye to the stress and confusion of moving lists and hello to an efficient and streamlined process.

What Is SharePoint?

SharePoint is a web-based collaborative platform that integrates with Microsoft Office. It is primarily used as a document management and storage system, but it is highly configurable and its usage varies between organizations. SharePoint can be used to create an intranet, extranet sites, project sites, document & file management, collaboration, and business intelligence. It also provides various features such as What Is SharePoint? and many more.

What Is a SharePoint List?

A SharePoint list is a collection of data that serves as a structured organization tool. It enables users to create, manage, and personalize their data. These lists have the capability to store different types of information, including contacts, tasks, and inventory. They offer users the flexibility and accessibility to collaborate and efficiently track their data.

Additionally, SharePoint lists provide powerful features, such as versioning and customizable views, to enhance data management.

Why Would You Need to Move a SharePoint List?

You may need to move a SharePoint list to another site for various reasons, such as the current site being decommissioned or the list needing to be accessed by a different set of users. Moreover, moving a list to a site with more relevant content can enhance overall accessibility and productivity.

Pro-tip: Before moving a SharePoint list, make sure that all essential permissions and workflows are properly set up to avoid any disruptions.

How to Move a SharePoint List to Another Site?

If you’re looking to transfer a SharePoint list from one site to another, you’ve come to the right place. In this section, we’ll guide you through the step-by-step process of moving your list to a different site. From exporting the list as a template to configuring it on the new site, we’ll cover all the necessary steps to ensure a smooth transfer. So let’s get started and learn how to move a SharePoint list to another site.

Step 1: Export the List as a Template

To export a SharePoint list as a template, follow these steps:

1. Navigate to the list settings and select ‘Save list as a template’.
2. Fill in the file name, template name, and choose whether to include content.
3. Click ‘OK’ and your list will be saved as a template.

Remember to regularly back up your list data to prevent data loss.

Step 2: Create a New List on the Destination Site

1. Go to the destination site and click on ‘Settings’.
2. Select ‘Add an app’ from the settings menu.
3. Choose ‘List’ and give it a name, specifically “Step 2: Create a New List on the Destination Site”.
4. Optionally, add a description for the list, taking into consideration the specific needs of the destination site.
5. Click ‘Create’ to finish the process.

Pro-tip: When creating the new list, tailor its settings and features to meet the specific needs of the destination site.

Step 3: Import the List Template to the New List

• Access the desired site and navigate to the target list.
• Click on the ‘Settings’ gear icon and choose ‘Site contents’.
• Select ‘add an app’ and upload the list template.
• Once the upload is complete, provide a name and description for the new list and click ‘Create’.

Step 4: Configure the List on the New Site

1. Access the settings for the new list and configure the columns, views, and other customizations to align with the requirements of the new site.
2. Ensure that any workflows, alerts, or connected web parts are properly set up and functional within the new site.
3. Thoroughly test the list to confirm that all configurations and settings are accurately adjusted for seamless operation within the new site.

In the late 1800s, the construction of the Panama Canal was a monumental feat, connecting the Atlantic and Pacific Oceans. It involved complex engineering and meticulous coordination to configure the list of tasks and resources for the new site.

Step 4: Configure the List on the New Site.

What Are the Limitations of Moving a SharePoint List?

While moving a SharePoint list to another site can be a convenient way to organize and consolidate your data, there are some limitations to this process. In this section, we will discuss the potential challenges you may face when moving a SharePoint list, including size limitations, potential discrepancies in permissions, and the possibility of lost customizations. By understanding these limitations, you can better prepare for a smooth and successful transfer of your SharePoint list.

1. Limited to Lists Under 50 MB

• Ensure the list size stays under 50 MB to facilitate smooth movement and stay within the limits.
• Regularly monitor list size and archive or delete older items to maintain compliance with the size restriction.
• Consider alternative methods, such as copying and pasting list items, for larger lists that exceed the 50 MB limit.

2. Permissions May Not Transfer

• Review Permissions: Assess the permissions on the original list and replicate them on the destination site to ensure continuity.
• Manual Configuration: If permissions do not transfer, manually configure the permissions on the new site to match the original list.
• Testing: Before migrating, conduct thorough testing to confirm that the permissions are functioning as intended on the new site.

Be aware that there is a possibility for permissions to not transfer during the migration process. In this case, it is important to manually configure the permissions on the new site to match those of the original list. Before completing the migration, it is crucial to conduct thorough testing to ensure that the permissions are functioning correctly on the new site.

3. Customizations May Not Transfer

1. Identify customizations: Make a list of all customizations, including workflows, calculated columns, and custom scripts.
2. Document customizations: Create a comprehensive documentation for each customization to ensure a smooth transition.
3. Recreate customizations: After moving the list, replicate the customizations on the new site according to the documentation.

True story: A company migrated their SharePoint list to a new site but overlooked their customizations. This resulted in the loss of crucial calculated fields, leading to data discrepancies and requiring extra workload to rebuild them.

What Are the Alternatives to Moving a SharePoint List?

Moving a SharePoint list to another site can be a daunting task, especially if you have a large amount of data. However, there are several alternatives to manually moving the list that can save time and effort. In this section, we will discuss the different options available for moving a SharePoint list, including copying and pasting list items, using third-party migration tools, and utilizing the SharePoint Content Migration API. Each of these alternatives offers a unique solution for transferring your list to its new destination.

1. Copy and Paste List Items

• Select the items you want to transfer in the SharePoint list.
• Right-click and choose ‘Copy’ or use the keyboard shortcut (Ctrl + C).
• Navigate to the desired destination site or list.
• Right-click and choose ‘Paste’ or use the keyboard shortcut (Ctrl + V).

To ensure a smooth transfer, make sure that the destination site has the appropriate permissions and settings to accommodate the pasted items.

2. Use Third-Party Migration Tools

1. Research and choose a reliable third-party migration tool that is suitable for your specific SharePoint list migration needs.
2. Familiarize yourself with the features and capabilities of the selected tool to ensure it meets your migration requirements.
3. Install and configure the third-party migration tool according to the provided guidelines and best practices.
4. Map the source and destination environments, ensuring compatibility and smooth transfer of data.
5. Conduct a trial migration to test the functionality of the tool and verify the accuracy of data transfer.
6. Closely monitor the migration process to address any potential issues or errors.
7. Validate the migrated SharePoint list on the destination site to ensure the integrity and completeness of data.

3. Use SharePoint Content Migration API

1. Install SharePoint Online Management Shell.
2. Connect to SharePoint Online.
3. Use the SharePoint Content Migration API to prepare the migration package.
4. Submit the migration job.
5. Verify the migration.

Frequently Asked Questions

How do I move a SharePoint list to another site?

To move a SharePoint list to another site, follow these steps:

1. Go to the original site where the list is located.
2. Click on the list and select “List Settings” from the menu.
3. Under the “Permissions and Management” heading, click on “Save list as template”.
4. Check the box for “Include Content” and click “OK”.
5. Go to the new site where you want to move the list.
6. Click on “Site contents” and then “Add an app”.
7. Select “Custom List” and give it a name.
8. Under “Custom List”, click on “Advanced Options”.
9. Check the box for “Upload a new list template” and click “OK”.
10. Select the template you saved from the original site and click “Create”.
11. The list has now been moved to the new site.

Can I move a SharePoint list to a different site collection?

Yes, you can move a SharePoint list to a different site collection by saving the list as a template and then uploading it to the new site as a custom list. However, you will need the appropriate permissions to do so.

What happens to the list items when I move a SharePoint list to another site?

If you select the option to “Include Content” when saving the list as a template, the list items will be transferred to the new site along with the list. If you do not select this option, the list will be created on the new site, but without any list items.

Is it possible to move a SharePoint list to a subsite?

Yes, you can move a SharePoint list to a subsite by following the same steps as mentioned above for moving to a different site. The subsite will need to have the appropriate permissions for you to be able to upload the list template.

What happens to the views and customizations of the list when I move it to another site?

The views and customizations of the list will be preserved when you move it to another site. The list will appear and function the same way as it did on the original site. However, if there are any external dependencies on the list, they may need to be updated after the move.

Can I move a SharePoint list to a different type of list on the new site?

Yes, you can move a SharePoint list to a different type of list on the new site, such as moving a custom list to a document library. However, the list items may need to be updated or reformatted in order to be compatible with the new list type.