In the SharePoint Online from Scratch series I have created tutorials on both methods. I also discuss benefits and drawbacks with Excel and SharePoint Online from a sharing aspect. Most of them are applicable to other SharePoint editions as well.
Excel vs SharePoint
There are several advantages of having data in a SharePoint list instead of an Excel table
- The data is easier to share in SharePoint.
- When you enable versioning in SharePoint, you can see and restore earlier list versions.
- SharePoint´can send you a message when the list has been changed.
- You can search data in SharePoint.
Excel Export button
Use Access
In my tutorial I explain step by step how to do, and once you have learned the process it is not slower than using the Export button and then cleaning up the list – and you will get a more powerful result!
With Access you can decide exactly which Excel columns you want to include in the SharePoint list and how data should be distributed. You can also use an existing list with site columns for the import of Excel data.
Where to edit
Another advantage of the Access method is that changes can be made in both Access and SharePoint. When you enter data in Access it is saved to the SharePoint list as soon as you move to another row. When you enter data in SharePoint, the linked Access table will be updated next time it is opened or refreshed.
When you have exported the Excel data to SharePoint via the Export button, items can only be updated in SharePoint. Changes in SharePoint are saved back to Excel, but if you edit data in Excel the changes are not saved to the SharePoint list.
I hope my tutorials on Excel data in SharePoint will help you make sensible decisions on how your organization should share information and move data from Excel to SharePoint.
By Peter Kalmström
CEO and Systems Designer
kalmstrom.com Business Solutions
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