How to archive sharepoint list. Explanation on Setup process for archiving.


  1. How to archive sharepoint list. First, I’ll show you “true” archival options in SharePoint. (I'll make the list into a template to make the archive lists. Feb 15, 2024 · Archive your SharePoint Sites with Microsoft 365 Archive. After that, I will also present some options that allow you only to hide the documents. Conclusion and Wrap up of the archiving process. … This video builds a Power Automate flow to archive SharePoint list items from one list into another. Maintaining a clean and efficient SharePoint list is crucial for scalability, as only current, relevant records should be hosted. Jun 8, 2023 · Wanted to get your thoughts on what would be best the option for me to Archive old SharePoint list items. Jan 17, 2022 · Discover two ways to archive emails with Microsoft Flow and how to archive your newsletters automatically in SharePoint. e. How to archive large list items to another list in SharePoint? In this video, we show how to use Power Automate to archive SharePoint lists. I looked into Power Automate docs but did not find any means for the action. A Records Center site serves as an May 24, 2022 · A pretty common use case scenario where you might want to auto archive files in SharePoint with Power Automate. Then create a copy of the item and delete the item. Feb 8, 2023 · Hi, A SharePoint list as exceed it 5k limit. In SharePoint, you can manage records in an archive, or you can manage records in the same document repository as active documents. I am new to SharePoint, could anyone please suggest or share powershell script (or) SharePoint designer to achieve my request. For example: I have 2 Lists, The first is called (Tasks) and the second is called (Archived) I have a column… I have a SharePoint List that gets updated by users on a regular basis in our SharePoint 2010 instance. Jun 14, 2025 · Archive a site SharePoint Administrators or Global Administrators can archive both nongroup connected sites and group-connected sites from the SharePoint admin center. Learn how to create a SharePoint 2013 workflow that archives a copy of an item when its status is Closed and removes it from its original list. 20/GB/month. Feb 23, 2024 · 3)If yes" branch of the condition, add the action "Create item" and choose the "Express Pickup Hold Rack Archive" list. I also explain what happens behind the scenes once the team is archived. Peter uses SharePoint 2013 in the demo below, but the workflow for library files archiving works for SharePoint 2010 too. As anyone be able to archive data to another list, using a Flow? Is it possible to archive files in to individual folders for example for the years the files relate to? SharePoint - archive and delete lists [46. Oct 2, 2025 · Microsoft 365 Archive gives the ability to archive a site in SharePoint. Apr 29, 2017 · There could be many business scenarios where you will be required to move/copy items from one list to another, below I have highlighted some of the scenarios: List threshold (5000 items) reached Archived list items based on the dates - For example move all data six months older. See here more in detail the following: a SharePoint list that has column types such as SharePoint Data Archiving is an essential aspect of maintaining data integrity, compliance, and regulatory requirements. Explore the section that explains SharePoint and its archiving capabilities. I have copied this list using ShareGate to create an exact copy called Desk Reservations Archive without any content. May 14, 2025 · As Microsoft Teams becomes the central hub for workplace communication, team management is crucial for maintaining productivity and security. Power Automate Archive SharePoint List Item uses an oData query against the date to find old items and passes it to an apply to each loop. If you don’t put a good records management strategy in place and leave unnecessary content unarchived, you might The post How to archive SharePoint documents, lists, and libraries appeared first on ShareGate. May 18, 2023 · I need to store all the attachments of a Sharepoint list to a folder. Microsoft 365 Archive allows you to retain this inactive data by moving it into a cold storage tier (archive) within SharePoint. 4)Also to remove the item from the original list after archiving, add the action "Delete item" and choose the "Express Pickup Hold Rack" list. Fact: The significance of archiving in SharePoint is highlighted by its ability to help organizations comply with industry regulations and preserve valuable institutional knowledge. Don’t panic! There are four proven solutions with which you can effectively archive a SharePoint site without disruption. Luckily, Power Automate makes this process much smoother. Every minute, there’s more content being added. Do you have any idea? If your answer is NO. See full list on sharegate. SharePoint rocks collaboration, but unchecked data growth creates chaos. Learn how to organize, manage, share, and create content in this comprehensive guide! Jan 6, 2025 · Learn how to export SharePoint list to Excel automatically using Power Automate. To set up automatic archiving, open the list where you want to archive the items and click the “Settings” button. BLOG REFERENCES6 ways to archive documents Microsoft 365 Archive documentation Microsoft 365 Archive is a cost-effective, long-term storage solution for inactive SharePoint content that maintains the same searchability, security, and compliance standards as active data. Archiving these old lists and libraries helps optimize. The user should not be able to see the item after they have completed/submitted a request/item. In this guide, you’ll learn: Method 1. This can help avoid delegation issues with Power Apps when using SharePoint as a data source. It allows users to quickly find and access the data they need, while ensuring that the old information is still available. com Business Solutions, shows how to create a workflow that copies items with the Feb 22, 2018 · As the Flow Community Manager, AT Chang manages, schedules and publishes lots of written content for the Flow community. 59]. Jun 29, 2017 · A workflow, running on the first list, sets LastModified column to the Modified date. We have indexed columns and filtered list views in place in preparation for this, but it's still not enough and is In this tutorial, we dive deep into how to efficiently archive large SharePoint lists using Power Automate to boost Power Apps performance. Explanation on Setup process for archiving. Archive a channel Find the channel you want to archive on your list of teams and channels. Feb 11, 2025 · I’m working on a project where I need to archive a SharePoint list, and I’m running into some challenges with capturing data from lookup columns effectively. Archive SharePoint List Items A SharePoint Workflows tutorial by Peter Kalmstrom SharePoint does not work well when you have more than 5000 items in a list, so it is a good idea to archive items that are no longer needed in an archive list. The site lifecycle management feature in SharePoint Advanced Management is a separate licensed offering that helps automate Oct 5, 2023 · Their current procedure to archive and copy data from a SharePoint site to Azure File storage is the following: Synchronize SharePoint site data to local PC > Copy folders and files from local PC to Azure Files > Delete the SharePoint site Client wants a faster and easier way to archive their SharePoint sites to Azure File storage. Admin Search index remains intact. In this vide Jul 20, 2024 · Key insights Introduction to Archiving SharePoint Sites in Microsoft 365. Below is the action I would like to automate. Feb 11, 2025 · Hello everyone, I’m working on a project where I need to archive a SharePoint list, and I’m running into some challenges with capturing data from lookup columns effectively. Explanation of SharePoint and its archiving capabilitiesSharePoint is a great collaboration 🌟 How to Archive SharePoint List Data Using Power Automate 🌟In this video, I’ll guide you step-by-step on how to create a data archive for your SharePoint Sep 22, 2020 · It is inevitable - your document library will grow over time. This flow will help with delegation limits within PowerA Feb 22, 2018 · As the Flow Community Manager, AT Chang manages, schedules and publishes lots of written content for the Flow community. In actuality, folders will still Jul 10, 2024 · Find out how to export sharepoint list to excel using power automate. Explore 3 methods to archive SharePoint lists provided in the article. Jun 21, 2017 · How to move list items (+2500 items) from the original list to another list (Archive)? Any ideas appreciated. 7-day grace period to restore an archived site without additional costs. Archiving can be done manually or automatically, depending on the user’s preferences. And other options for archiving explained Jul 4, 2016 · Can any one please suggest me how to "archive" the list items (say "related to 2015 year") that are listed in SharePoint. Nov 17, 2020 · In Episode 131 of the SharePoint Maven Podcast, I explain how to archive Microsoft Teams once the project or initiative is completed. Also, the date to archive from is auto calculated using the utcNow expressions and Jul 8, 2022 · Archiving is a common approach for reducing unused data. Apr 27, 2023 · I'm wondering if I can export a list item to an Excel file from Sharepoint automatically at set cadence (weekly). Dec 11, 2018 · Does any know how to archive SharePoint list item to another list?Also, I am trying to share list item using email and then clicking the send button but Welcome to our latest tutorial! In this video, we will walk you through the process of archiving SharePoint list items while preserving the original timestam Oct 7, 2024 · To archive items in a SharePoint List via Power Automate, the flow employs an oData query to identify old items based on their dates. Learn how to archive completed items in a SharePoint list using Microsoft Power Automate. Aug 20, 2024 · Features Archive complete SharePoint sites, including Lists, Libraries, and files. Metadata and permissions will be retained. Detailed guide on the practical application of the archive. . Jun 6, 2025 · Now, the question is how to archive SharePoint site. the normal standard storage rate of $0. Quickly archive SharePoint sites from the Admin Center (in minutes). What would be the best way to archive items from one list to another. Go to and create a view not using a datasheet format. Apr 2, 2024 · Microsoft 365 Archive is a feature that allows you to archive SharePoint Online sites. Mar 1, 2024 · Microsoft 365 Archive is a SharePoint Premium feature to help reduce SharePoint Online storage costs. Archiving can involve moving older documents to Power Automate Archive SharePoint List Item Shane Young 177K subscribers Subscribe Archive SharePoint List Items A SharePoint Workflows tutorial by Peter Kalmstrom SharePoint does not work well when you have more than 5000 items in a list, so it is a good idea to archive items that are no longer needed in an archive list. Jun 20, 2024 · Archival and removal of locations within SharePoint Online and Teams is a helpful addition to remove stale data from immediate access by users, but it can be confusing for tenant admins to understand the available options. Repeat the process for each document library to archive the entire site. Below is my list configurations: Has unique permissions enabled List item count ~1000 Does not have site… Microsoft 365 Archive offers compliant cold storage for SharePoint content that is searchable, easy to manage, and secure. This approach works in SharePoint Online (Office 365). ), as SharePoint content is voluminous and structured. Sep 17, 2025 · Need to archive Sharepoint Online list items but don't know how? This guide will show you step-by-step how to do it with PowerShell. Gain insights into the effective management and organization of your documents, data, and information within SharePoint. Archive Date is a calculated column which adds 30 days to the created date (=created+30). Jun 26, 2025 · You might prefer to store the data in SharePoint to simplify searchability, security, compliance, and data lifecycle management. You can also archive multiple channels from a team. "Archive" means I should indicate that these forms are relate to 2015 year. Map the fields from the original item to the corresponding fields in the archive list. Old project files, outdated lists, and forgotten documents hog storage and slow searches. Jan 26, 2025 · In this guide, let’s talk about how to archive a SharePoint Online site and what considerations to take. Feb 16, 2021 · This is the first flow I've created so apologies if my terminology is incorrect. Want to confidently navigate SharePoint and Microsoft 365? Enroll in my revamped On-Demand SharePoint and Microsoft 365 Academy Get access to free resources, live training & On-Demand How to Archive SharePoint List Items? Archiving SharePoint List Items is a great way to keep them organized and easily accessible. At the start of every month (i. Learn how to schedule your flows to save resulting Excel files efficiently. Oct 15, 2021 · Explore four ways to archive Sharepoint Online Documents and Sites. We will also provide the benefits for saving old SharePoint lists. I’m looking for suggestions or best pra Aug 1, 2023 · Security trim to hide and archive documents Although this method is more of a “workaround” than a genuine archiving methodology, we wanted to provide it as an alternative because it may work in some cases. Currently I've created a view which has bucketed the relevant list items and I was planning on exporting them into an excel CSV file and then deleting them off the SharePoint list database. Storage for archived sites is metered and charged at a $0. This approach helps organizations manage their growing data effectively while maintaining performance, security, and compliance. Discussion on the significance of archiving in maintaining organizational data. Upcoming: File-level archiving (January 2026). This zip file will then be version-controlled with a… Dec 2, 2022 · I am working on one project, where I want archive list items (old records) to another list with version history. This video walks you through the process of archiving a SharePoint list using Microsoft Power Automate flow. I want to capture all the back and forth between the request submitter and the person handling the request. To Extract only the desired content based on various filter criteria (e. Feb 4, 2024 · How to export Version History, Comments, and Appended Comments to Excel from SharePoint List? I am using List to handle task requests. Lets assume you have a List named Test on your SharePoint instance which contains the following fields on the image below. This selection is then processed in an 'Apply to Each' loop. Is there OOB functionality for that or do I have do code this by myself? If I had to code it, what would be the best approach? Hello Friends, As we know, there is a feature in the SharePoint list that allows moving list items to a given folder, but it's a manual process. Overview Before you plan your records management solution, you should work with your administrators to plan the solution. Apr 2, 2021 · Hello, I am looking to archive sharepoint list data to another list and open for all the options i. To understand how to archive in SharePoint with its archiving capabilities, delve into the introduction. Understanding SharePoint Site Archiving Archiving SharePoint Sites in Microsoft 365 is a SharePoint content archival strategies to address common issues and best practices to follow when moving content from SharePoint farm to a file system storage. 11/1/2013) I want to copy that list to another location as a sort of archive. , modified date, created by, stale libraries/lists, etc. This post covers how to auto archive items in SharePoint using Power Automate. When you archive a site, it is not accessible and is also removed from search results. To keep publications on schedule, she organizes all her written publication requests in a SharePoint list. Aug 9, 2025 · By the end of this article, you’ll have a checklist that helps you prepare, move, and manage archived SharePoint documents while maintaining compliance and easy access. In this post I explain how to keep it under control and archive documents in SharePoint. g. Sep 28, 2022 · Hello I need to know how to move and item automatically from one list to another based on status change in Sharepoint cloud. Jul 12, 2024 · In this video, we guide you through setting up auto-archiving of SharePoint list records using Power Automate flows, ensuring the author and created timestamp columns remain intact. Looking to auto-archive SharePoint list items, including attachments, effortlessly? In this step-by-step tutorial, I'll show you how to automate SharePoint list archiving using Power Automate. On SharePoint Online, I've got this list which just recently went over 5000 items. To Archive list items/documents/pictures based on user-defined data filters. 05/GB/month rate vs. Jan 13, 2022 · The purpose of this sample solution is to archive multiple attachments from list items at 10 days after the date set in the list item’s CompletedDate column. Here we will cover all of them with accurate step-by-step instructions. Find more information about planning and implementing records management solutions in the See Also section. Both list have configuration and belong to same site collection. Jan 29, 2025 · Hi, I have a use case in the business where I need to archive into a zip file a project folder which could be 500+MB which will reside on a SharePoint project site to another project repository site. Sometimes it is important to move some files from one place to other, reducing the size of a library and the number of rows returned in a search. The concept behind this method is that you set up unique permissions for certain folders you need to “archive,” keeping them invisible to end-users. Archiving group-connected sites archive only the site, and the rest of the group continues being active. What is SharePoint Archiving? SharePoint archiving refers to the process of transferring less frequently accessed data to a secondary storage solution while ensuring that the content remains available when needed. Learn how to set up Microsoft 365 Archive, and Archive your SharePoint sites. Table of Contents: 00:00 - Introduction 00:29 - Open Lists 00:54 - Link to Sharepoint Site 01:20 - Export and Archive 02:28 - Verify Excel file 02:59 Learn how to archive SharePoint sites to reduce storage costs, ensure compliance with industry regulations and standards, and minimize search clutter for users. Sep 9, 2025 · Learn how to free up valuable SharePoint storage, increase security, and improve Copilot readiness by archiving or deleting sites which aren't actively used. Feb 27, 2019 · What's the best way to archive a news article on Sharepoint Online? I'm not seeing any options to move them to an archive folder as the news becomes dated, but not wanting to completely delete. After selecting your team, click More options > Manage team. One common requirement is archiving old or inactive teams. Nov 1, 2013 · Lets start and create a solution that will migrate List Items in a SharePoint List to SQL Server using SharePoint Web Services and SSIS. Oct 25, 2019 · I have a large list that I need to archive list items off to a different list within the same site. In the demo below Peter Kalmström, CEO and Systems Designer of kalmstrom. Let us imagine the following use case: We have a list of tasks with attachments. Jun 25, 2021 · In Episode # 63 of the SharePoint Maven podcast, I am going over 5 ways to archive content in SharePoint Online. SharePoint Administrators can select sites and archive them from the Admin Portal. If you’ve ever juggled spreadsheets and lists, you know the struggle of keeping everything in sync. Feb 20, 2025 · Exporting a SharePoint list to Excel using Power Automate might sound like a techie task, but it’s a game-changer for anyone managing data in SharePoint. How to Archive in SharePoint? Jul 28, 2022 · How can I archive SharePoint List data but still have access to it? #M365AMA by Christian Buckley · Published July 28, 2022 · Updated August 1, 2022 In this episode, the #M365AMA panel discusses the following community question: “I have a SP list I need to archive to reduce the number of items in the list. I’m looking for suggestions or best practices from others who have tackled this… Dec 9, 2022 · Learn how to use a Recurrence flow that gets all of the items from SharePoint that need archived based on their date. CSOM/Power Automate/Logic Apps . For example, expense May 6, 2019 · So Archive list have last year items data and current list should have items which are created after 01\05\2018 to present date. com Business Solutions, shows how to create a workflow that copies items with the Dec 17, 2023 · Example SharePoint Archiving PowerShell Script Below is an example PowerShell script * that uses the SharePoint Online Management Shell and Azure PowerShell modules to archive items that have not been accessed for 2 years: For each item in the created SharePoint Online list, it performs the following actions: How do I archive an entire SharePoint site? To archive the entire SharePoint site, go to your modern SharePoint libraries, select all the files, and click the Download button to download the selected files. Aug 26, 2020 · I have sharepoint list having the data from last 2 years in SharePoint online I want to move the archive data of this sharepoint liist to some list in SharePoint online How we can achieve this ?how many methods? Is there any possibility to archive… Jan 16, 2024 · If you are willing, you may also try to use flow as workaround, create another SharePoint list for archiving the completed list entries, use flow to move the list entries which are marked as completed from the issue tracker list to the SharePoint list. ) The list is an InfoPath list that Where do you go to find information about managing old and inactive SharePoint sites? Like, a *lot* of sites, such that automation is required. We'll cover various scenarios, including archiving based Proper archiving also improves document management, leading to increased productivity and efficiency. I have a desk booking app in PowerApps which populates a SharePoint list called Desk Reservations. Sep 1, 2023 · Learn how to export a site, list, or document library in SharePoint Server. For more information, see Pricing model for Microsoft 365 Archive. Copy or move SharePoint list items with attachments cross-site in Power Automate In this article, we will demonstrate how to archive SharePoint list items with help of Power Automate (Microsoft Flow). com Aug 1, 2022 · In this article, I’ll show you how to archive documents in SharePoint and keep your sites clean from files that you don’t need anymore. Feb 17, 2023 · Your SharePoint environment is fluid. As organizations generate more data, it becomes increasingly important to develop strategies for long-term storage, retrieval, and management. It covers native and non-native SharePoint archiving solutions including PowerShell Jan 24, 2023 · Archive SharePoint Online to local storage (NAS) or Azure Blob Storage, using PowerShell. Select the channel, then choose More options > Archive channel . In this article, we examine what options exist to archive data and why you would use each option. Follow along as she takes basic Flow functions like moving items from one SharePoint list to another, boolean conditions, and starting approvals to an intermediate Sep 17, 2025 · Discover the power of the SharePoint Document Library. My fantasy is Sharepoint: How to Archive folder or list in SharePoint? Helpful? Please support me on Patreon: / roelvandepaar more Dec 8, 2023 · Microsoft 365 Archive offers a secure and efficient solution for storing aging, long-term content in SharePoint, including sites. The workflow has a Pause command so when the Archive Date is reached the item is copied to the second list archiving items older than 30 days. Our guide simplifies the process with easy steps and best practices. Automatically archiving SharePoint List Items is a great way to keep your list organized and easily accessible. Follow along as she takes basic Flow functions like moving items from one SharePoint list to another, boolean conditions, and starting approvals to an intermediate The importance of archiving SharePoint list items when using it with Power Apps and how to do the archive with Power Automate. Jul 13, 2025 · This document describes the steps to save a SharePoint document library or list content from a SharePoint Online environment to file shares or to a local computer. Select Channels, then choose the channels you'd like to archive. Also refer to Mar 21, 2025 · Over time, SharePoint Online accumulates outdated lists and libraries that are no longer actively used but may still hold valuable historical data. Let’s get started. It also allows for deletion of th… In this Tip Peter Kalmstrom, a Microsoft certified SharePoint specialist and trainer, shows a workflow that moves SharePoint library files into an archive library automatically, when the document status is set to Expired. 1q6ra sbs2fuhr w6e3wy lk0l wjsmq vn1cc6 9ng k0ze23 mdj flt8f