move sharepoint list to another site

Art Scpae

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14-10-2024

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Moving SharePoint Lists to Another Site: A Comprehensive Guide

Moving a SharePoint list to a different site can be a necessary task for various reasons, such as reorganizing your content, improving accessibility, or adjusting permissions. This guide will walk you through the process of relocating your list, ensuring a smooth transition and minimal disruption.

Understanding the Process

Moving a list in SharePoint involves copying its data, settings, and structure to a new location. You have two primary options:

• Export & Import: This method involves exporting the list as a template, then importing it into the target site. This is ideal for preserving the list's structure and settings, including custom columns, views, and workflows.
• Direct Copy (using Site Content): This approach uses the "Copy" feature within SharePoint's "Site Content" to directly replicate the list to the new location. This is quicker but might require manual adjustments to maintain customizations.

Let's Get Started

1. Determine the Best Method

• For complex lists with customizations: Choose the Export & Import method. This ensures all settings are preserved.
• For simple lists with minimal customization: The Direct Copy method can be faster and simpler.

2. Export & Import Method:

• Export the List:
  • Navigate to the list you want to move.
  • Click the List tab, then select Save as Template.
  • Choose the "List Template" option and select the desired compatibility level (if applicable).
  • Give your template a descriptive name and click OK.
• Import the Template:
  • Navigate to the target site and select Add an App.
  • Choose the "Custom List" option.
  • Upload the saved list template and click Create.

3. Direct Copy Method:

• Navigate to the Site Content:
  • In the target site, go to Site Contents.
  • Select Copy.
• Choose Source and Destination:
  • Select the list you want to move as the "Source".
  • Choose the target site or library as the "Destination".
• Choose options and copy:
  • Select the "Copy all list items" option.
  • Click Copy to complete the process.

4. Adjust Permissions and Customize:

• Permissions: Review and adjust permissions for the copied list to ensure the right users have access.
• Customizations: If necessary, reapply any custom settings, such as views, workflows, or calculated columns, that were not automatically copied.

Important Considerations

• Site Structure: Ensure the target site has the correct folder structure and permissions for the list.
• List Size: For very large lists, exporting and importing might take considerable time. Consider breaking down the list into smaller, manageable parts.
• Workflows: Workflows may need to be reconfigured after moving the list.
• Versioning: Depending on the list settings, version history might be retained or reset during the move.

Additional Tips

• Test the List: After moving the list, thoroughly test its functionality to ensure everything works as expected.
• Backups: Before making any major changes, always create backups of your lists to mitigate potential data loss.
• Consult Documentation: Refer to the official Microsoft documentation for comprehensive guides and troubleshooting tips.

By following these steps and keeping these considerations in mind, you can successfully move your SharePoint list to a new site while preserving its data, settings, and functionality.