Power Apps: Import Excel to SharePoint

Key insights

• Overview: Use Power Apps to let users upload an Excel table, then trigger a Power Automate flow that parses the table and creates items in a SharePoint list.
  This removes manual entry and supports bulk imports with a single user action.
  


• Prepare Excel: Format your range as an Excel table and name it so connectors can find it reliably.
  Ensure columns use correct types (text, number, date) and close or delete locked files before upload to avoid flow errors.
  


• Power App upload: Add a file picker in a canvas app and call a flow with PowerAutomate.Run() to send the file and metadata to the backend.
  Add SharePoint as a data source so the app can show status and let users re-run imports if needed.
  


• Flow steps: Typical flow actions are: trigger from Power Apps or manually, Excel Get Tables, List rows present in a table, then an Apply to each loop that uses Create item to add rows to the SharePoint list.
  Map columns dynamically and test with sample files to confirm field alignment.
  


• Data validation: Validate and filter bad rows inside the flow before creating items to avoid corrupt entries.
  Use simple type conversions (for example, float()) and log or skip invalid rows; handle locked files and concurrency to reduce failures.
  


• Benefits & best practices: This low-code approach boosts efficiency, supports dynamic mapping, and scales to large imports when designed correctly.
  For bulk updates to existing lists consider CSV + PowerShell scripts; always test flows, monitor run history, and add error notifications for reliable production use.
  

Overview of the Video

In his recent YouTube demonstration, Shane Young [MVP] walks viewers through importing Excel data into a SharePoint list using a combined Power Apps and Power Automate approach. He frames the process as a practical, low-code solution for organizations that regularly move spreadsheet data into collaborative lists. Consequently, the video balances an end-user friendly front end with a more automated backend flow to handle bulk operations and common edge cases. As a result, the tutorial suits both citizen developers and IT pros who want to reduce manual entry.

Demo and Workflow Walkthrough

Shane first demonstrates a canvas app that accepts file uploads and then calls a flow to process the data, showing the interface and live results. Next, he steps through the flow in Power Automate, explaining triggers, the use of the Excel connector to find tables, and the loop that creates list items in SharePoint. He also highlights timestamps for key segments of the video, which helps viewers jump to the upload and flow construction sections quickly. Therefore, the demo provides a clear mapping between the user action in the app and the automated steps that follow.

Key Technical Steps

First, Shane emphasizes preparing the spreadsheet as a table so that connectors can reliably read rows and columns; this is a recurring requirement when working with the Excel connector. Then, he configures the app to send the uploaded file to an instant flow, where actions such as "List rows present in a table" and "Create item" populate the target list. He also shows how to map columns dynamically to avoid hard-coding field names, which improves the solution's flexibility when dealing with different spreadsheets. Finally, he covers measures to handle locked files and how to delete temporary files to keep storage tidy.

Tradeoffs and Challenges

Although the low-code approach speeds development, Shane points out tradeoffs between convenience and control; for example, Automate flows simplify imports but may face limits when handling very large datasets or complex transformations. Moreover, handling data types requires careful attention since SharePoint columns expect specific formats; consequently, flows may need conversion steps that add complexity and processing time. Another challenge involves throttling and connector limits, which can interrupt bulk imports and force designers to add batching or retry logic. Therefore, teams must weigh the ease of a no-code route against the need for robust error handling and scalability.

Best Practices and Practical Tips

Shane recommends formatting the source Excel as tables, testing with smaller data sets, and using dynamic mapping so the same flow can handle different file shapes without frequent edits. He also advises adding validation to filter out bad rows before creating items, which reduces failed writes and keeps the target list consistent. In addition, the video shows how to delete temporary files and recover from locked-file scenarios, which is important in environments where multiple users may access the same document. Consequently, these steps make the import process more reliable and easier to maintain.

Conclusions and Takeaways

Overall, Shane Young [MVP] delivers a practical, step-by-step guide that is especially helpful for teams that need a repeatable way to convert spreadsheet data into collaborative lists. The approach combines the accessibility of Power Apps for end users with the automation power of Power Automate, but it also requires attention to error handling, data types, and performance limits. For organizations weighing options, the video makes clear that low-code solutions reduce manual work while still demanding careful design to handle scale and edge cases. As a final note, viewers will find the demonstration useful as a foundation they can adapt to specific business rules and governance policies.

Keywords

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