Move SharePoint List from One Site to Another – Top 5 Transformative Solutions!

Microsoft SharePoint is indeed a useful collaboration tool for internal communication within an organization. However, there are still some loopholes left that trouble the users. Nowadays it’s difficult for users to move SharePoint list from one site to another due to several complexities.

Therefore, in this informative guide, we are going to explain all five possible solutions including the PowerShell method that several users are not even aware of. Therefore let’s begin with our solution.

Explore How to Move SharePoint List to Another Site with Ease!

The following sections describe the best possible solutions to move the SharePoint list data to another site efficiently. One of the finest solutions we are going to learn first i.e.

#Approach 1. Reliable & Expert Recommended Automated Solution

If you want to get a hassle-free solution to move SharePoint list from one site to another, then forget about the manual solutions. Simply download the best-in-class Sharepoint Online Migration Tool as experts suggest that an automated solution is better than a manual in terms of data security, accuracy, efficiency as well as effectiveness.

Download Now Purchase Now

This tool simplifies the migration process by automating many of the complex tasks involved, such as mapping source and destination lists. Its user-friendly interface and advanced features, make it easy for organizations to migrate their SharePoint lists to new sites. 

Below are some exceptional features of this utility – 

• This solution preserves metadata throughout the transition, which is not possible with a manual solution.
• With this, you can’t only move SharePoint list from one site to another but – 
  • SharePoint site data to another site
  • Document library to another document library
  • Subsite to Subsite migration
• For larger data, it offers a Batch Migration option to do the job in min.
• For recently arrived data, one can use its Delta Migration feature, which saves time. 
• After the completion of the transition, it provides a precise report which helps to find out the success rate of the task.

Follow the Stepwise instructions of this Software

Now, it’s time to learn how to use this utility –

Step 1. Launch the utility on your system.

Step 2. Select Office 365 as both your source and destination.

Step 3. Scroll down to the SharePoint Sites option & check the box of lists.

Step 4. Optionally, set a date filter for your migration.

Step 5. Provide admin-level credentials for source and target validation. 

Step 6. Map users & sites using Fetch, CSV, or a template.

Step 7. Review the preview and hit the Start button.

#Approach 2. Template Method to Move SharePoint List from One Site to Another 

We can consider this as the most appropriate method but only in the category of manual solution. This solution involves the simple concept of saving the list as a template & then exporting it to another site.

Before you begin the process, make sure you are aware of the SharePoint Online migration best practices in depth. Follow the below steps carefully to get the desired results:

Step-1. Save Template

• Login to your SharePoint account & Navigate to the List Settings pane.
• Now from here, Go to the Permissions & Management section.
• Click on the Save List as Template option here.

Step-2. Move SharePoint List from One Site to Another by Exporting it!

• Click on the Site Settings at the top level site of the site collection.
• Navigate to the Galleries & Click on the List Template option.
• Go to List Template Gallery & Select your desired List here.
• Now Click on the Download a Copy option to proceed.

Step-3. Uploading List

With the .stp file you’re having, simply go to the Site Collection where you want to transfer the list ultimately.

• Click Site Settings >> Galleries >> List Templates
• Click Documents Tab >> Now Upload Documents
• Go to Choose File >> Browse and Select .stp File
• Finally, Click on the OK button to finish the Task

#Approach 3. Learn the New List Method for Small Sites!

A few weeks ago, one user emailed me his problem & asked for a solution regarding the same problem. However, his request was a bit different because of this statement in his email:

 “Can you move SharePoint list from one site to another without complex methods if the list is small in size?”

Well, the answer is YES.

There is an easy solution for users to get the desired results that they can perform in the case of small-size lists. However, this trick won’t work in case the list is way too big. Follow the easy steps mentioned below:

• Login to SharePoint Online & Go to the Site where you want to migrate the List.
• Click on the New Button to Select the List Tab.
• Choose the From Existing List option in the prompt screen.
• Select the List you want to save on this Site & Click on the Next button.

That’s it, your files are migrated successfully. Now, let’s move on to another solution.

#Approach 4. Use PowerShell Method to Move SharePoint List from One Site to Another

Now if users are very proficient in SharePoint technicalities as well as PowerShell Scripts, then they can opt for the PSH method as well. However, this method contains several complexities for SharePoint Online migrate list to another Site in the process.

Prerequisites:

• Create a separate list first in the destination site, and make sure that both Lists have the same columns.
• Make sure that you run PowerShell as an administrator to avoid any permission barriers.

Modify the configuration variables mentioned in the below script & run it in PowerShell.

Install-Module -Name PnP.PowerShell

#Connect to the Source Site

Connect-PnPOnline -Url https://[entertenantname].sharepoint.com/sites/[name of source site] -Interactive

#Create the Template to move SharePoint list from one site to another

Get-PnPSiteTemplate -Out C:\Temp\Lists.xml -ListsToExtract “List A”, “List B” -Handlers Lists

Get the List Data

Add-PnPDataRowsToSiteTemplate -Path C:\Temp\Lists.xml -List “List A”

Add-PnPDataRowsToSiteTemplate -Path C:\Temp\Lists.xml -List “List B”

#Connect to Target Site

Connect-PnPOnline -Url https://[entertenantname].sharepoint.com/sites/[name of destination site] -Interactive

#Apply the Template

Invoke-PnPSiteTemplate -Path “C:\Temp\Lists.xml”

Here, the above command is useful where the Lists do not have any attachments. In case your Lists have attachments, then run the following command:

#Function to copy attachments between list items

Function Copy-SPOAttachments()

{

param

(

[Parameter(Mandatory=$true)] [Microsoft.SharePoint.Client.ListItem] $SourceItem,

[Parameter(Mandatory=$true)] [Microsoft.SharePoint.Client.ListItem] $DestinationItem

)

Try {

#Get All Attachments from Source list items

$Attachments = Get-PnPProperty -ClientObject $SourceItem -Property “AttachmentFiles”

$Attachments | ForEach-Object {

#Download the Attachment to the Temp

$File = Get-PnPFile -Connection $SourceConn -Url $_.ServerRelativeUrl -FileName $_.FileName -Path $Env:TEMP -AsFile -force

#Add Attachment to Destination List Item

$FileStream = New-Object IO.FileStream(($Env:TEMP+”\”+$_.FileName),[System.IO.FileMode]::Open)

$AttachmentInfo = New-Object -TypeName Microsoft.SharePoint.Client.AttachmentCreationInformation

$AttachmentInfo.FileName = $_.FileName

$AttachmentInfo.ContentStream = $FileStream

$AttachFile = $DestinationItem.AttachmentFiles.Add($AttachmentInfo)

Invoke-PnPQuery -Connection $DestinationConn

#Delete the Temporary File

Remove-Item -Path $Env:TEMP\$($_.FileName) -Force

}

}

Catch {

write-host -f Red “Error Copying Attachments:” $_.Exception.Message

}

}

#Function to move SharePoint list from one site to another

Function Copy-SPOListItems()

{

param

(

[Parameter(Mandatory=$true)] [Microsoft.SharePoint.Client.List] $SourceList,

[Parameter(Mandatory=$true)] [Microsoft.SharePoint.Client.List] $DestinationList

)

Try {

#Get All Items from the Source List in batches

Write-Progress -Activity “Reading Source…” -Status “Getting Items from Source List. Please wait…”

$SourceListItems = Get-PnPListItem -List $SourceList -PageSize 500 -Connection $SourceConn

$SourceListItemsCount= $SourceListItems.count

Write-host “Total Number of Items Found:”$SourceListItemsCount

#Get fields to Update from the Source List – Skip Read-only, hidden fields, content type, and attachments to move SharePoint list from one site to another efficiently

$SourceListFields = Get-PnPField -List $SourceList -Connection $SourceConn | Where { (-Not ($_.ReadOnlyField)) -and (-Not ($_.Hidden)) -and ($_.InternalName -ne “ContentType”) -and ($_.InternalName -ne “Attachments”) }

#Loop through each item in the source and Get column values, add them to Destination

[int]$Counter = 1

ForEach($SourceItem in $SourceListItems)

{

$ItemValue = @{}

#Map each field from source list to Destination list

Foreach($SourceField in $SourceListFields)

{

#Check if the Field value is not Null

If($SourceItem[$SourceField.InternalName] -ne $Null)

{

#Handle Special Fields

$FieldType = $SourceField.TypeAsString

If($FieldType -eq “User” -or $FieldType -eq “UserMulti”) #People Picker Field

{

$PeoplePickerValues = $SourceItem[$SourceField.InternalName] | ForEach-Object { $_.Email}

$ItemValue.add($SourceField.InternalName,$PeoplePickerValues)

}

ElseIf($FieldType -eq “Lookup” -or $FieldType -eq “LookupMulti”) # Lookup Field

{

$LookupIDs = $SourceItem[$SourceField.InternalName] | ForEach-Object { $_.LookupID.ToString()}

$ItemValue.add($SourceField.InternalName,$LookupIDs)

}

ElseIf($FieldType -eq “URL”) #Hyperlink

{

$URL = $SourceItem[$SourceField.InternalName].URL

$Description = $SourceItem[$SourceField.InternalName].Description

$ItemValue.add($SourceField.InternalName,”$URL, $Description”)

}

ElseIf($FieldType -eq “TaxonomyFieldType” -or $FieldType -eq “TaxonomyFieldTypeMulti”) #MMS

{

$TermGUIDs = $SourceItem[$SourceField.InternalName] | ForEach-Object { $_.TermGuid.ToString()}

$ItemValue.add($SourceField.InternalName,$TermGUIDs)

}

Else

{

#Get Source Field Value and add to Hashtable

$ItemValue.add($SourceField.InternalName,$SourceItem[$SourceField.InternalName])

}

}

}

#Copy Created by, Modified by, Created, Modified Metadata values

$ItemValue.add(“Created”, $SourceItem[“Created”]);

$ItemValue.add(“Modified”, $SourceItem[“Modified”]);

$ItemValue.add(“Author”, $SourceItem[“Author”].Email);

$ItemValue.add(“Editor”, $SourceItem[“Editor”].Email);

Write-Progress -Activity “Copying List Items:” -Status “Copying Item ID ‘$($SourceItem.Id)’ from Source List ($($Counter) of $($SourceListItemsCount))” -PercentComplete (($Counter / $SourceListItemsCount) * 100)

#Copy column value from Source to Destination

$NewItem = Add-PnPListItem -List $DestinationList -Values $ItemValue

#Copy Attachments

Copy-SPOAttachments -SourceItem $SourceItem -DestinationItem $NewItem

Write-Host “Copied Item ID from Source to Destination List:$($SourceItem.Id) ($($Counter) of $($SourceListItemsCount))”

$Counter++

}

}

Catch {

Write-host -f Red “Error:” $_.Exception.Message

}

}

#Set Parameters

$SourceSiteURL = “https://[tenantnamehere].sharepoint.com/sites/[sitenamehere]”

$SourceListName = “[listnamehere]”

$DestinationSiteURL = “https://[tenantnamehere].sharepoint.com/sites/[sitenamehere]”

$DestinationListName = “[listnamehere]”

#Connect to Source and destination sites

$SourceConn = Connect-PnPOnline -Url $SourceSiteURL -Interactive -ReturnConnection

$SourceList = Get-PnPList -Identity $SourceListName -Connection $SourceConn

$DestinationConn = Connect-PnPOnline -Url $DestinationSiteURL -Interactive -ReturnConnection

$DestinationList = Get-PnPList -Identity $DestinationListName -Connection $DestinationConn

#Call the Function to Copy List Items between Lists

Copy-SPOListItems -SourceList $SourceList -DestinationList $DestinationList

#Approach 5. Export/Import Process of SharePoint List Migration

This technique is tricky but effective to move SharePoint list from one site to another. First, we will export the SharePoint data into Excel & import it into the new list. Sounds lengthy! But it is not, with these guidelines –

1. On the source site > My List > open the list you want to move.
2. Now, export the list to an Excel file, by navigating to Export option > Export to Excel.
3. Create a new list on the destination site, matching the columns in the source list. For the same > New > List is usually available under site contents.
4. Next, import the data from the Excel file into the new list & save it.
5. Verify and adjust the formatting to match the original list & validate the data in the migrated list.
6. Test the migrated list’s functionality.

Manual Vs Modern Solutions – Which One Is Better?

As we solved the user query “Can you move a SharePoint List from one Site to another”, it’s time to understand which of the solutions is worth trying. So, let’s discuss a few words for both solutions. Here, are the manual solutions & the automated solution. This way users can decide to select the most appropriate solution to move SharePoint list from one site to another.

Manual Methods

• Manual solutions are an easy way only in case users are having small-size lists.
• The PowerShell method is quite risky as it involves complex commands.
• These solutions are free to use if you have a SharePoint subscription.
• There is no surety of data security in case anything goes wrong.
• It performs the task but significantly lacks several features.
• These methods do not perform cross-tenant migration. 

Automated Method

• This solution is suitable for both large & small size operations.
• An automated solution is so far the safest solution available.
• It comes with plenty of features that will help to move SharePoint list from one site to another effortlessly.
• Selective migration is possible with the Date Filter.
• The solution isn’t free but comes at a very decent price.
• Cross-tenant migration is also possible for users here.

In A Nutshell

Finally, after discussing all five solutions, we have concluded that the most reliable solution is an automated one. Although all four solutions work well but have their limitations.

From an organization’s point of view, users can’t afford these limitations as data is the most valuable asset in this century. Rest, as per your requirements, select any of the five methods you like to move SharePoint list from one site to another operation.