Excel was not originally created for data sharing, even if it is often used
that way. SharePoint, on the other hand, was designed for collaboration from
the beginning, and therefore SharePoint has advantages that makes it more
suitable for data sharing than Excel.
in the slideshow demo below Peter Kalmström, CEO and Systems Designer of kalmstrom.com
Business Solutions, explains benefits and drawbacks with the two Microsoft
Peter mentions and explains these SharePoint list advantages over Excel:
A SharePoint list does not get locked when someone is editing it. An Excel
file on a file server is locked so that no one else can access it until the
editing is finished and the new version of the file has been saved.
SharePoint can show and restore earlier versions of a list. Excel does not
have a versioning feature, so to have several versions of a file you have
to give them different names.
lists have an Alert feature, so that you can have an automatic e-mail each
time the list has been changed. There are several different options for when
this alert should be sent. Excel does not have this possibility.
In a SharePoint list each item is independent from the others, so that you
can edit and lock each row (=item) and set independent row permissions.
Peter also warns about some SharePoint problems:
A SharePoint list cannot be transferred as easy as an Excel file. (This might
also be seen as a benefit!. It is not always an advantage that you easily
can share an Excel file.)
Re-training and moving costs
If you already have your data in Excel, it will take som time to move it
to SharePoint. (In the next few demos Peter will show how to do it in the
best way, see below.)
It is always eaiser to let people work as they have always done!
5000 items list limit
Currently SharePoint Online has a list limitation of 5000 items. Therefore
you have to split up the data if it will give more than 5000 list items.
(Another option is to share the existing Excel file by uploading it to a
More demos about moving Excel data to a SharePoint list