How to Import Excel Data to Microsoft Lists (And Fix Import Problems)

hello campers and welcome back to the channel in this video i'm going to show you how to import data from excel to help you get started faster in microsoft lists small businesses often use excel for organizing work and tracking information but if you have microsoft 365 there's a better way microsoft lists it helps you better visualize and share information so let's head over to the pc and get started so here i have a spreadsheet where i'm tracking order information for argos gibble company and you can see here that i have eight different columns with different information like the order date the customer and the product that i'm selling now to import this list into microsoft lists the first thing that i need to do is to define a table in excel so to create a table all i need to do is to select an area on the worksheet so i'm going to select everything here by just dragging and then scrolling down with the cursor and if i switch to the insert tab all i need to do here is click the table icon and then in the create table dialog it's just asking me to confirm that i want to use this selection to create the table and that the first row includes the headers for my list so i'm going to click here okay now all i need to do is save this workbook and close it so now i'm going to create a new list i'm going to do that from the office.com home page so if i click on the applications here i have applications in my recently used list but if you don't have it you just click on all apps and you'll find lists in the list of apps here so i'm going to click lists and now i want to create a new list and i'm going to create a new list from excel now i have the choice here to upload a file from my local device but the spreadsheet we were just using is actually on my onedrive so you can see it here under my files and i'm going to click next to open that spreadsheet now there's only one table in this spreadsheet so i'm going to make sure that's selected you can see there table one and then there's a list of the columns you can see from that spreadsheet and i'm going to talk you through this one by one so that you understand the cell type for each column and some of them i'm going to exclude from this export and i'll explain why as i go along so the first thing that i need to set is the title cell type now this is important because the title is information that you should always be able to see especially if you're using lists on a mobile device you need to be able to see that important information even when you're scrolling through left and right to view all of the other cells so the most important information here is the product that i'm selling so i'm going to make that the title you can see here that lists has imported the date sometimes incorrectly so i'm going to deal with that later after we've created the list and for the time being i'm going to just say do not import we only have four regions so i want to make that a choice between the four different regions so it's easier to input that information representative i want to make a user in my office.com azure active directory and i can't actually do that with a pre-populated list that i import from excel so i'm going to say do not import and i'll show you how to deal with that problem later order paid is just a yes or no toggle so again i'm going to make that a choice and the order ship date that needs to be date and time so once i've set all of the different cell types i'm now ready to continue so i'm going to click next and i just need to give the new list here a name optionally you can give it a description and you can set a color here so i'm just going to click orange and give it a clipboard icon finally we need to save it if you save it under my list it will save it to your personal onedrive or you can choose to save it to a sharepoint site or team site and now i just click create and it will take us to our new list so you can see here now that we have the columns imported from the spreadsheet the title column has been moved to pole position so we get that right at the front region was imported as a choice but i'd like to give it the choice formatting so i'm going to click here column settings format this column and i'm going to give it the choice pills formatting style and you can see there is automatically assigned each of my regions with a different color so that's fine i'm going to do the same with order paid because that should also be formatted for the choice pill editing style and now all i need to do is deal with those two columns that i didn't import from the excel spreadsheet so i'm going to add them here so i'm going to click add column and the first one was for representative so i want to make that a person data type so i'm going to type here rep and i want to show profile pictures if they exist and that's fine and you can see now that column has been added and now i'm going to add the order date column it's going to be date and time so i'm going to type here order dates leave all the default settings and click save now in order to add the information i need to copy it from excel and paste it into lists in order to paste information i need to switch to edit in grid view and i want to fill out the rep information so just like we do in excel i need to select all of the rows so i'm going to do that by clicking and dragging with the mouse now what i need to do is go back to my spreadsheet and copy out the information here for the representative so i'm going to click ctrl c if i go back to my list all i need to do is click control v to paste it into my list and now you can see we have all of that rep information pasted in from the spreadsheet and i can do exactly the same thing with order date so i can select these cells so that all of the rows are selected for this column then go back to my spreadsheets again highlight all of the order date column here right down to the bottom row press ctrl c on the keyboard to copy this cell information go back to my list hit ctrl v and now you can see all of those dates have been pasted from the excel spreadsheet to save this information i need to click exit grid view and you can see now here that we have this information for the representative and the order date in the correct format if you like this video and found it useful please give it a like so that as many people can see it as possible if you'd like to find out more about how to use microsoft lists i have two more videos that you can see on the screen now and you should watch those next but that's it from me today and i'll see you next time

Channel: Russell Smith

Views: 72,384

Keywords: ms lists, create a list, import from excel, sharepoint lists, share point, import data, microsoft 365, ms 365, office 365, import spreadsheet, productivity, export

Id: A1doybwWjUk

Length: 7min 16sec (436 seconds)

Published: Mon Jul 05 2021