Copy List Items in SharePoint Enterprise 2013, Office 365 and Beyond: A Comprehensive Guide

Copying list items in Microsoft SharePoint, especially within SharePoint Enterprise 2013 and Office 365, can be a daunting task due to the platform's limitations. This comprehensive guide will detail various methods to accomplish this task, along with practical tips and best practices.

Method 1: Standard List View

For standard lists, you can select the data directly from the browser without the aid of any additional plugins. This method is straightforward but has its limitations. The selected data, including text, is in HTML format. You can then copy this to another application, such as Microsoft Word, Excel, or Notepad, and paste it there.

Method 2: Data View in Browser

A more robust option is to switch to the Data View within the browser view. This allows you to copy and paste certain items, though it has its limitations. It typically works for single-line text fields, whereas multi-line text fields do not support cut and paste operations. Additionally, other data types may also be unsupported, thus making this method less reliable in certain scenarios.

Method 3: Export to Excel

For more structured data, the Export to Excel feature can be particularly useful. This function allows you to export the list data into an Excel file, which can then be manipulated and re-imported if necessary. This method retains the data in a tabular format, making it easy to edit and analyze.

Method 4: Import Excel as a New List

A related but more advanced method is to import an Excel table as a new list. This option, however, comes with significant limitations, especially regarding field types. Some complex data types and customizations might not be preserved during this process.

Method 5: Export as Template

The Export as Template feature is another powerful tool. This allows you to move the list to another site collection and then create a new list using the template. During this process, the data will come over, making it a more reliable method for copying large volumes of data. However, you can opt to not include the data in the template, providing a choice based on your needs.

Method 6: API Integration

For developers, the SharePoint API offers a flexible and powerful way to copy list items. You can create or update items using JavaScript, Python, C#, or any other language that supports REST or CSOM (Client-Side Object Model). This method requires coding expertise and is more suitable for developers or power users.

Method 7: Workflows

Workflows in SharePoint can also be used to automate the creation of new items in other tables. This method is particularly useful when you need to create new list items based on certain conditions or automated processes. However, workflows require a good understanding of SharePoint Designer or Power Automate.

Note: When copying list items, ensure you have the necessary permissions and abide by the organization's data governance policies. Always back up critical data before making any changes, and consider using templates or cloud storage to maintain a copy of your data.

In conclusion, SharePoint offers multiple ways to copy list items, each with its pros and cons. The choice of method will depend on the specific requirements of your project, such as the volume of data to be copied, the complexity of the data, and the expertise available in your team. Understanding these methods will help you make informed decisions and streamline your workflow in SharePoint.

References

For more detailed information, you can refer to Microsoft's official documentation on SharePoint.