Client Side Object Model (CSOM) CSV List Lookup PnP PowerShell PowerShell SharePoint SharePoint Online 

SharePoint Online: Export List Items to CSV using PowerShell

Salaudeen Rajack 22 Comments ,

Requirement:  Export SharePoint Online list items to CSV file from client-side.

SharePoint Online Export List Items to CSV using PowerShell

How to Export Sharepoint online list items to CSV?

Do you need to export data from a SharePoint Online list to CSV for further analysis or use in another application? Microsoft has made this process quite simple. In this blog post, we will show you how to export SharePoint Online list items to CSV using PowerShell and with the web browser interface. Let’s get started!

To export the SharePoint Online list to a CSV File, Simply navigate to the list and click on “Export to CSV file” from the “Export” menu, and SharePoint exports the list data to a CSV file. It’s that simple!

PowerShell Script to Export SharePoint List Items to CSV:

Although you could export the list data to a CSV file manually, as described above – There are some situations You may have to automate the process. I’ll show you how to use PowerShell to export SharePoint Online list items to CSV format.

Here is how you can export SharePoint online list to CSV via PowerShell:

#Load SharePoint CSOM Assemblies
Add-Type -Path "C:\Program Files\Common Files\Microsoft Shared\Web Server Extensions\15\ISAPI\Microsoft.SharePoint.Client.dll"
Add-Type -Path "C:\Program Files\Common Files\Microsoft Shared\Web Server Extensions\15\ISAPI\Microsoft.SharePoint.Client.Runtime.dll"
 
##Variables for Processing
$SiteUrl = "https://crescent.sharepoint.com/sites/poc/"
$ListName="Employee"
$ExportFile ="c:\Scripts\ListRpt.csv"
$UserName="[email protected]"
$Password ="Password goes here"

#Setup Credentials to connect
$Credentials = New-Object Microsoft.SharePoint.Client.SharePointOnlineCredentials($UserName,(ConvertTo-SecureString $Password -AsPlainText -Force))

#Set up the context
$Context = New-Object Microsoft.SharePoint.Client.ClientContext($SiteUrl) 
$Context.Credentials = $credentials
 
#Get the List
$List = $Context.web.Lists.GetByTitle($ListName)

#Get All List Items
$Query = New-Object Microsoft.SharePoint.Client.CamlQuery
$ListItems = $List.GetItems($Query)
$context.Load($ListItems)
$context.ExecuteQuery()

#Array to Hold List Items 
$ListItemCollection = @() 

#Fetch each list item value to export to excel
 $ListItems |  foreach {
    $ExportItem = New-Object PSObject 
    $ExportItem | Add-Member -MemberType NoteProperty -name "Title" -value $_["Title"]
    $ExportItem | Add-Member -MemberType NoteProperty -Name "Department" -value $_["Department"]
  
    #Add the object with the above properties to the Array
    $ListItemCollection += $ExportItem
 }
#Export the result Array to CSV file
$ListItemCollection | Export-CSV $ExportFile -NoTypeInformation 

Write-host "List data Exported to CSV file successfully!"

Please note, this script gets all list items under a list but doesn’t recursively get items of folders and sub-folders of the list (If you have folders and sub-folders). To retrieve all list items recursively, just change the CAML query part as:

#Get all List items from the library Including Items in Sub-Folder
$Query = New-Object Microsoft.SharePoint.Client.CamlQuery
$Query.ViewXml="<View Scope='RecursiveAll'><Query><Where><Eq><FieldRef Name='FSObjType'/><Value Type='Integer'>0</Value></Eq></Where></Query></View>"
$ListItems = $List.GetItems($Query)
$Ctx.Load($ListItems)
$Ctx.ExecuteQuery()

SharePoint Online PowerShell to Export List to CSV:

While the above script exports selected columns to Excel file, let’s alter it a bit to export all columns data to Excel.

#Load SharePoint CSOM Assemblies
Add-Type -Path "C:\Program Files\Common Files\Microsoft Shared\Web Server Extensions\16\ISAPI\Microsoft.SharePoint.Client.dll"
Add-Type -Path "C:\Program Files\Common Files\Microsoft Shared\Web Server Extensions\16\ISAPI\Microsoft.SharePoint.Client.Runtime.dll"
  
##Variables for Processing
$SiteUrl = "https://crescent.sharepoint.com/"
$ListName= "Projects"
$ExportFile ="c:\ListItems.csv"

#Get Credentials to connect
$Cred = Get-Credential
$Credentials = New-Object Microsoft.SharePoint.Client.SharePointOnlineCredentials($Cred.Username, $Cred.Password)

#Setup the context
$Ctx = New-Object Microsoft.SharePoint.Client.ClientContext($SiteUrl)
$Ctx.Credentials = $Credentials

#Get the List
$List = $Ctx.web.Lists.GetByTitle($ListName)
 
#Get All List Items
$Query = New-Object Microsoft.SharePoint.Client.CamlQuery
$ListItems = $List.GetItems($Query)
$FieldColl = $List.Fields
$Ctx.Load($ListItems)
$Ctx.Load($FieldColl)
$Ctx.ExecuteQuery()
 
#Array to Hold List Items 
$ListItemCollection = @() 
 
#Fetch each list item value to export to excel
 Foreach($Item in $ListItems)
 {
    $ExportItem = New-Object PSObject 
    Foreach($Field in $FieldColl)
    {
            if($NULL -ne $Item[$Field.InternalName])
            {
                #Expand the value of Person or Lookup fields
                $FieldType = $Item[$Field.InternalName].GetType().name
                if (($FieldType -eq "FieldLookupValue") -or ($FieldType -eq "FieldUserValue"))
                {
                    $FieldValue = $Item[$Field.InternalName].LookupValue
                }
                else
                {
                    $FieldValue = $Item[$Field.InternalName]   
                }
            }
            $ExportItem | Add-Member -MemberType NoteProperty -name $Field.InternalName -value $FieldValue
    }
    #Add the object with above properties to the Array
    $ListItemCollection += $ExportItem
 }
#Export the result Array to CSV file
$ListItemCollection | Export-CSV $ExportFile -NoTypeInformation
 
Write-host "List data Exported to CSV file successfully!"

and the output:

sharepoint online powershell export list to csv

Export Larger SharePoint Online Lists to a CSV File

What if your list has more than 5000 items? How about getting values from special fields such as MMS, Multi-lookup, URL, etc?

#Load SharePoint CSOM Assemblies
Add-Type -Path "C:\Program Files\Common Files\Microsoft Shared\Web Server Extensions\16\ISAPI\Microsoft.SharePoint.Client.dll"
Add-Type -Path "C:\Program Files\Common Files\Microsoft Shared\Web Server Extensions\16\ISAPI\Microsoft.SharePoint.Client.Runtime.dll"
   
#Variables for Processing
$SiteUrl = "https://crescent.sharepoint.com/sites/PMO"
$ListName= "Projects"
$ExportFile ="C:\temp\Projects.csv"
$BatchSize = 500

#Get Credentials to connect
$Cred = Get-Credential
 
#Setup the context
$Ctx = New-Object Microsoft.SharePoint.Client.ClientContext($SiteUrl)
$Ctx.Credentials = New-Object Microsoft.SharePoint.Client.SharePointOnlineCredentials($Cred.Username, $Cred.Password)
 
#Get the List
$List = $Ctx.web.Lists.GetByTitle($ListName)
$Ctx.Load($List)
#Get All List Fields
$FieldColl = $List.Fields
$Ctx.Load($FieldColl)
$Ctx.ExecuteQuery()

#Filter List fields - Skip Read only, hidden fields, content type and attachments
$ListFields = $FieldColl | Where { (-Not ($_.ReadOnlyField)) -and (-Not ($_.Hidden)) -and ($_.InternalName -ne  "ContentType") -and ($_.InternalName -ne  "Attachments") }

#Define Query to get List Items in batch
$Query = New-Object Microsoft.SharePoint.Client.CamlQuery
$Query.ViewXml = @"
<View Scope='RecursiveAll'>
    <Query>
         <OrderBy><FieldRef Name='ID' Ascending='TRUE'/></OrderBy>
    </Query>
<RowLimit Paged="TRUE">$BatchSize</RowLimit>
</View>
"@

#Array to Hold List Items 
$ListItemCollection = @() 
 
#Get List Items in Batch
Do 
{
    $ListItems = $List.GetItems($Query)
    $Ctx.Load($ListItems)
    $Ctx.ExecuteQuery()      

     #Fetch each list item value to export to excel
     Foreach($Item in $ListItems)
     {
        $ExportItem = New-Object PSObject 
        Foreach($Field in $ListFields)
        {
            If($NULL -ne $Item[$Field.InternalName])
            {
                #Handle Special Fields
                $FieldType  = $Field.TypeAsString 
                If($FieldType -eq "User" -or $FieldType -eq "UserMulti" -or $FieldType -eq "Lookup" -or $FieldType -eq "LookupMulti")
                {
                    $FieldValue = $Item[$Field.InternalName].LookupValue -join "; "
                }
                ElseIf($FieldType -eq "URL") #Hyperlink
                {
                    $URL = $Item[$Field.InternalName].URL
                    $Description  = $Item[$Field.InternalName].Description
                    $FieldValue = "$URL, $Description"
                }
                ElseIf($FieldType -eq "TaxonomyFieldType" -or $FieldType -eq "TaxonomyFieldTypeMulti") #MMS
                {
                    $FieldValue = $Item[$Field.InternalName].Label -join "; "
                }
                Else
                {
                    #Get Source Field Value
                    $FieldValue = $Item[$Field.InternalName]
                }
            }
            $ExportItem | Add-Member -MemberType NoteProperty -name $Field.InternalName -value $FieldValue
        }
        #Add the object with above properties to the Array
        $ListItemCollection += $ExportItem
     }
    $Query.ListItemCollectionPosition = $ListItems.ListItemCollectionPosition
}
While($Query.ListItemCollectionPosition -ne $null)

#Export the result Array to CSV file
$ListItemCollection | Export-CSV $ExportFile -NoTypeInformation

Write-host "List data Exported to CSV file successfully!"

Export SharePoint Online List Items to CSV using PowerShell

To export SharePoint Online list to CSV use this PowerShell script. This script exports selected field values from the given list.

#Parameters
$SiteURL = "https://crescent.sharepoint.com/sites/projects"
$ListName = "Projects"
$SelectedFields = @("ProjectName","Project_x0020_Manager", "StartDate") 
$CSVPath = "C:\Temp\ListData.csv"

#Connect to PnP Online
Connect-PnPOnline -Url $SiteURL -Interactive

#Get List items from the list
$ListItems = Get-PnPListItem -List $ListName -Fields $SelectedFields -PageSize 500

#Iterate through each item and extract data
$ListDataColl = @()
$ListItems | ForEach-Object {
    $ListData = New-Object PSObject
    #Get the Field Values of the item as text
    $ListItem  = Get-PnPProperty -ClientObject $_ -Property FieldValuesAsText 
    ForEach($Field in $SelectedFields)
    {
        $ListData | Add-Member Noteproperty $Field $ListItem[$Field]
    }  
    $ListDataColl += $ListData  
}
#Export data to CSV
$ListDataColl
$ListDataColl | Export-CSV $CSVPath -NoTypeInformation

How about exporting all available field values from a SharePoint Online list? Well, Here is the PnP PowerShell to export SharePoint online list items to CSV 

#Config Parameter
$SiteURL = "https://crescent.sharepoint.com/sites/marketing"
$ListName = "Access Requests"
$CSVPath = "C:\Temp\ListData.csv"
$ListDataCollection= @()

#Connect to PnP Online
Connect-PnPOnline -Url $SiteURL -Credentials (Get-Credential)
$Counter = 0 
$ListItems = Get-PnPListItem -List $ListName -PageSize 2000

#Get all items from list
$ListItems | ForEach-Object {
        $ListItem  = Get-PnPProperty -ClientObject $_ -Property FieldValuesAsText
        $ListRow = New-Object PSObject 
        $Counter++
        Get-PnPField -List $ListName | ForEach-Object {
            $ListRow | Add-Member -MemberType NoteProperty -name $_.InternalName -Value $ListItem[$_.InternalName]
            }
        Write-Progress -PercentComplete ($Counter / $($ListItems.Count)  * 100) -Activity "Exporting List Items..." -Status  "Exporting Item $Counter of $($ListItems.Count)"
        $ListDataCollection += $ListRow
}
#Export the result Array to CSV file
$ListDataCollection | Export-CSV $CSVPath -NoTypeInformation

Related Posts:

Salaudeen Rajack

Salaudeen Rajack is a SharePoint Architect with Two decades of SharePoint Experience. He loves sharing his knowledge and experiences with the SharePoint community, through his real-world articles!

22 thoughts on “SharePoint Online: Export List Items to CSV using PowerShell”

  • @Salaudeen, great script! How would you deal with multiline columns, which are configured with “Append changes to existing text”? At present this script kicks out a blank entry.

    Reply

  • I was throttled with 429 when I used your PNP script to export List to csv. Is there a way to avoid being throttled while using PNP scripts?

    Reply

    • You got to handle it with a pause! “Start-Sleep -s 5” inside Try.. Catch.

      Reply

  • Can we export list data based on List View Or apply filter criteria in the script ?

    Reply

  • Any way to export *all* list data (with a column for the list name) to a single CSV?

    Reply

    • As long as all lists are with same columns – Yes! You can append to same single CSV!

      Reply

  • How can export-csv output a rich text column with only line break text, without unnecessary tags?
    Example “div class …”

    Reply

    • After all, is it a character string replacement? I wondered if there was any good way to do this, even if there was a tag as text, but it was helpful. Thank you very much.

      Reply

  • is there any script export all documents inventory in SharePoint Online Site (more than 5000 items)?

    Reply

  • Hello i have a csv with urls of 20 sites which have a risk list 6 coloumns in each
    Im trying to build a script that takes all of the items from this and puts it into a CSV i will run it once a week i have the below but stuck on how to pipe all the items into the csv

    $SiteURL = “C:\sites.CSV”
    $CSVFile = get-content $SiteURL

    #Load SharePoint CSOM Assemblies
    Add-Type -Path “C:\Program Files\Common Files\Microsoft Shared\Web Server Extensions\ISAPI\Microsoft.SharePoint.Client.dll”
    Add-Type -Path “C:\Program Files\Common Files\Microsoft Shared\Web Server Extensions\ISAPI\Microsoft.SharePoint.Client.Runtime.dll”

    #Config Variables
    $UserName=”[email protected]”
    $Password =”password”
    $ListName=”risk”
    $ViewName=”All Items”

    $items = $ListName.items
    $items.count;
    Foreach ($c in $CSVFile) {

    Try {
    $Credentials = New-Object Microsoft.SharePoint.Client.SharePointOnlineCredentials($UserName,(ConvertTo-SecureString $Password -AsPlainText -Force))

    #Setup the context
    $Ctx = New-Object Microsoft.SharePoint.Client.ClientContext($c)
    $Ctx.Credentials = $Credentials

    #Get the View
    $List = $Ctx.web.Lists.GetByTitle($ListName)
    $View = $List.Views.GetByTitle($ViewName)
    $Ctx.Load($View)
    $Ctx.ExecuteQuery()

    #Get all list items from the view
    $CAMLQuery = New-Object Microsoft.SharePoint.Client.CamlQuery
    $CAMLQuery.ViewXml = $View.ViewQuery
    $ListItems = $List.GetItems($CAMLQuery)
    $Ctx.Load($ListItems)
    $Ctx.ExecuteQuery()

    #Iterate throgh each item:
    ForEach($Item in $ListItems) {Write-host $Item[“Title”,”phone”]}

    Write-host “Total List Items Found in the Given View: $($ListItems.Count)” -ForegroundColor Green
    }
    Catch {
    write-host -f Red “Error Getting List Items from the List View!” $_.Exception.Message
    }
    }

    #Read more: https://www.sharepointdiary.com/2018/01/sharepoint-online-get-all-items-from-list-view-using-powershell.html#ixzz5gFyFhSwh

    Reply

  • When trying to Export a list to CSV using your 3rd script, i get the following error in line 27:

    + $Ctx.ExecuteQuery()
    + ~~~~~~~~~~~~~~~~~~~
    + CategoryInfo : InvalidOperation: (:) [], RuntimeException
    + FullyQualifiedErrorId : InvokeMethodOnNull

    And my CSV-file turns out empty. As a total newbie to SharePoint and Powershell I don’t have the slightest clue, what I could’ve done wrong and totally rely on your help to get my Boss happy.

    Thanks in Advance and greetings from Germany.

    Reply

    • Hi There, As it errors in Line#27, Check your parameters and credentials.. Happy to help!

      Reply

    • First, you were right about that. I had to change the Username from “Domain/Username” to “[email protected]”.

      But second, the created csv-file still turns out blank, so I brought in some catches to find the error and there’s still an error in line 27. It says:

      “Error at Microsoft.SharePoint.Client.ClientContext.ExecuteQuery()

      Exception Message: Exception calling “ExecuteQuery” with “0” argument(s):
      “The IDCRL response header from server ‘https://xxx.yyy.zz/’ is not valid. The response header value is ‘NTLM’. The response status code is ‘Unauthorized’. All response headers are ‘SPRequestGuid=bf09a99e-1180-808c-0e48-c20b49d51bdd, request-id=bf09a99e-1180-808c-0e48-c20b49d51bdd, X-FRAME-OPTIONS=SAMEORIGIN, SPRequestDuration=2, SPIisLatency=0, MicrosoftSharePointTeamServices=15.0.0.4823, X-Content-Type-Options=nosniff, X-MS-InvokeApp=1; RequireReadOnly, Content-Length=16, Content-Type=text/plain; charset=utf-8, Date=Wed, 05 Dec 2018 12:54:30 GMT, Server=Microsoft-IIS/8.5, WWW-Authenticate=NTLM, X-Powered-By=ASP.NET’.”
      Failed Item: ”

      I already figured out, that it correlates to the authentication method the sharepoint server uses, but I don’t know how to use NTLM for authentication.

      Do you have any further ideas on how to get it running with NTLM?

      Thanks in Advance again…

      Reply

  • Hello,

    How to get the multi value lookup column value for all the documents in library using powershell in sharepoint online and export to CSV.

    Thanks in Advance.

    Reply

    • Please help to modify the above script to include multi lookup value and choice column value in CSV file.

      Reply

  • I am getting the below error: with sdk version 15 and 16.
    Exception calling “ExecuteQuery” with “0” argument(s): “Identity Client Runtime Library (IDCRL) could not look up the realm information for a federated sign-in.”

    On checking the variable $List it says The collection has not been initialized. It has not been requested or the request has not been executed. It may need to be explicitly requested.
    please advice me how to resolve this. thank you.

    Reply

Leave a Reply