3 Ways to Edit Multiple List Items
A SharePoint Online tutorial by Peter Kalmström
you want to edit several list items, it is convenient to do them all in one
step, instead of changing them manually one by one, especially if they should
be changed in the same way. In the demo below Peter Kalmström, CEO and Systems
Designer of kalmstrom.com Business Solutions, shows 3 ways to edit multiple
SharePoint list items at the same time.
Open the list in Edit mode
To open a list in edit mode from a standard view mode, click on the 'edit'
link above the list items. You can also click on the Quick Edit button under
the LIST tab in the ribbon.
you can quickly change values by selection, and when you want several items
to be changed in the same way, you can do it like in Excel: drag the little
handle in the bottom right corner of a cell.
Open the list in Access
Internet Explorer should detect if Access is installed on the computer, and
in that case the Open in Access button under the LIST tab in the list ribbon
should be active. If it is, click on it and select the default option "Link
to data on the SharePoint site".
The detection does not always work, so if the button is inactive, you can
instead open Access, create a blank workbook and link to the SharePoint list
- Close or delete the default table.
- Click on the More button under the EXTERNAL DATA tab in the ribbon and
select SharePoint List.
- In the dialog that opens, paste or write in the path to the site that
has the list you want to open in Access.
- Select the linked table option and click Next.
- Now all lists of the site are shown. Select the one you want to use,
and it will open in a new table.
Now you can copy and paste more easily than in the SharePoint datasheet view,
and Peter shows how you can use the Replace feature when you want to change
multiple items in the same way.
Run an Access Query
When you have the SharePoint list open in Access and want to change multiple
items in the same way, the quickest method is to run a query.
Now the values will be replaced quickly, and everything will be reflected
back to the SharePoint site.
- Click on the Query Design button under the CREATE tab in the Access ribon.
- Add the list table to the query.
- Click on the Update button under the DESIGN tab in the ribbon.
- Select the field you want to update.
- Fill out the update value and the criteria.
- Click on the Run button under the DESIGN tab in the ribbon.