How to Export a SharePoint List to a Word Document

Written by tara duggan
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Microsoft Office SharePoint Services allows for the creation of lists that can be shared with team members. Use lists for sets of links, contacts, tasks, announcements, issues or other custom links you've designed yourself. Data in Microsoft Office SharePoint Server lists can be exported to an Excel spreadsheet and copied to a Word document. Creating a compilation of announcements, for example, is most easily manipulated and formatted in Word, so export your list first to Excel and then copy it to Word for editing.

Skill level:

Things you need

  • Microsoft Office SharePoint Services 3.0
  • Microsoft Office 2007

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  1. 1

    Open a new Excel file so you can export your list.

  2. 2

    Open a new Word file to contain your formatted content.

  3. 3

    On your SharePoint site, click the "View all Site Content" link and select the list you want to export. For example, select "Tasks" in order to export that information.

  4. 4

    From the Actions menu, click the "Export to Spreadsheet" option.

  5. 5

    In the File Download dialogue box, click the "Open" button.

  6. 6

    In the Opening Query dialogue box, click the "Open" button. If you get a Microsoft Office Security Notice because of your security settings, you will need to click the "Enable" button.

  7. 7

    To insert the list in the new worksheet, in the Import Data dialogue box, click the "Existing worksheet" option. Click the cell where you want the data inserted (for example, A1) and then click the "OK" button.

  8. 8

    Press "CTRL" and the "A" key simultaneously to select all of the information.

  9. 9

    Press "CTRL" and the "C" key simultaneously to copy the selected section.

  10. 10

    In the Word file, press "CTRL" and "V" to paste the data. Once your list is in Word, you can add formatting enhancements such as additional colour, fonts, graphics and other details before you print or e-mail it.

  11. 11

    Use your Word version of your list to provide instruction about your list for your team members. For example, when you create a Tasks list, it includes many useful columns for tracking your tasks. Default columns can track priority, status, task ownership, and time constraints. Using text and graphics explain how to use any other columns you have added in your Word document. You can also generate status reports from your Word-based task list.

  12. 12

    Press "CTRL" and "S" to save your file.

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