Export SharePoint List to PDF – Let’s Download List Items in PDF
Are you searching for a way to export SharePoint list to PDF? If yes, then you have reached the right place. In this blog, you will learn the best methods to create PDF files of all list items. Both possible methods including SharePoint Designer and Power Automate, will be discussed in detail.
SharePoint plays a vital role in organizations. Its document library and list features help store crucial information. Additionally, it provides permissions levels to control data accessibility. However, there are times when information needs to be shared with clients or vendors in offline mode.
PDF files are among the most secure ways to share crucial information over the Internet. Unfortunately, SharePoint does not offer a direct solution to export SharePoint list to PDF.
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But no need to worry, here you will find the solutions to accomplish your task. So, let’s get started.
Why You Should Export SharePoint Items to PDF?
There are multiple benefits of exporting and sharing information in a PDF file through the Internet. Let’s explore some key ones.
1. Universal Compatibility
The PDF file format is universally accepted and it can be opened on any device. You do not need to install any special software to open the PDF files. This feature ensures that your exported SharePoint list in a PDF file can be accessed by a wider audience.
2. Enhanced Document Security
PDF files can be password-protected to maintain data security. By setting the password users can restrict the accessing, editing, and sharing of the PDF files.
3. Better File Integrity
PDF files preserve the original layout of the document. It provides the view of SharePoint content as it is. Users can directly create the hard copy of the PDF file and it will result in the original layout without altering any of the font or layout.
4. Simplified Sharing
Export SharePoint list items into a PDF helps to share the content easily. PDF files are usually smaller in size and can be shared with clients or vendors easily.
5. Archiving and Record-Keeping
PDF files are widely considered for backup storage. Users download the SharePoint list into the PDF files and use them later on whenever required. These are a long-term archiving solution to store important records.
User Power Automate to Export SharePoint List to PDF
One of the primary tasks of Power Automate is to simplify the SharePoint admin repetitive tasks. Using Power Automate workflow, users can easily automate the tasks effortlessly. In this method, we took an example of creating a PDF file for every order entry.
Step 1. Open the Power Automate application on your Source machine.
Step 2. Now create a new Power Automated flow.
Step 3. Assign a self-explanatory name to the workflow, and select trigger action as: when an item is created.
Step 4. Hit the Create button.
Step 5. Now from the opened trigger action window, provide certain details: Address of the site and name of the List. Also, add an action: Convert HTML to PDF action.
Step 6. Choose a name for the resulting PDF file.
Step 7. Now, copy the HTML code and enter it into the field.
Step 8. For interlacing the list item data, this is the time to choose the essential fields and put your cursor at the destination location in HTML to filter out the response field.
Step 9. Let’s add another action which is Create File.
Step 10. Provide the destination site address and destination folder path to create the PDF file,
Step 11. Choose the name of the file and file content using the convert HTML to PDF action.
Step 12. Enable the checkbox of “I ‘ll perform the trigger action” and now press the Save & Test button.
Step 13. Now, you can check the destination location to access the resulting PDF file.
Export SharePoint List to PDF Using SharePoint Designer
SharePoint Designer is used to customize the sites and workflow. Using this, users make SharePoint sites more interactive and functioning. It is not required to know the SharePoint Designer in detail to operate it. Even with the below steps, you can export SharePoint list items to PDF easily.
Step 1. Open the SharePoint Designer.
Step 2. Enable the automatically start options from the opened workflow screen.
Step 3. In this window, add an action: Convert HTML to PDF in the workflow, and provide the URL of the SharePoint list.
Step 4. Provide the name of the path and file for the resulting PDF file of SharePoint list items.
Step 5. Choose an orientation option of the pages from Portrait or Landscape.
Step 6. It’s optional to set up the username and password.
Step 7. Lastly, press the Publish button to activate the created SharePoint designer workflow.
Walk-Around
You can export SharePoint list to PDF using the above-discussed methods. If you are doing this task to share the information with the external users then you are good to go. But if you just want to backup SharePoint Online to local storage into PDF, then you might face several losses by saving the list items locally.
Therefore, it is advised to use the Efficient and Secured SharePoint Migration Software. Using this tool, you can transfer your SharePoint data to another SharePoint account for backup.
Concluded Words
In this detailed article, we have discussed two different methods through which you can export SharePoint list to PDF. Now, it depends on your level of comfort with Power Automate and SharePoint Designer. You can choose either one according to your suitability.