In this post I will share with you the steps to export all file / list item details from SharePoint Online using Power Automate. Using this approach you can get details about each and every file / list item from SharePoint. The end result will look something like below.

export all file or list item urls from SharePoint
Exported results in CSV

# Prerequisites

You need the following to follow along this post

  • A SharePoint site
  • Power Automate license(O365 E3 is preferable, F3 would do the job as well)

# Concept

There is a main concept for this post is that, everything in SharePoint(i.e. whatever you can see in Site contents page) is considered as a list. In other words document libraries, site page libraries, calendars etc. everything is considered as a list in SharePoint. We will use this list concept to fetch the details from a site.

# Logical Diagram

Logiccal diagram of exporting sharepoint file URLs
Main logic of the flow

# Solution – Power Automate

The basic design of the flow is as shown below

export all file details from SharePoint power automate flow preview
Explanation for each of the points are below

Explanation for each of the above points are as below

Many action blocs are renamed to improve management lifecycle of the flow

  1. The flow is triggered manually(You can choose any trigger method of your choice)
  2. Initializing a variable to store the SharePoint URL(make sure the url ends with ‘/’). Using a variable is better design approach, as it will allow you to quickly apply this flow to another site.
  3. Initializing a variable to store the end results(i.e. all list items)
Power Automate to export all file url details from SharePoint
above 3 steps
  1. Sending a REST API Get request to retrieve all the list details from. The response shows how to result will look when you run the flow. When designing the Power Automate flow make sure your HTTP request action resembles as below
    URI: _api/web/lists
    Query: ?$select=Hidden,Title,Id&$filter=Hidden eq false
Power Automate Send Http request to fetch all list details from SharePoint
  1. Apply to each – loop through all the lists received in the previous step and then fetch all the items from them.
Export all details power automate apply to each 1
append to string is expanded below
Export all details power automate append to string variable newbietechie
The append to string variable action from the above screenshot
  1. Send email with the fetched details
Export all details power automate send email newbietechie

That’s all, if you now run the flow you will receive the results as shown below. To verify the results, compare the items count with the site contents image above(or below)

Compare the items count with site contents image above(or below)
Compare the items count with site contents image above (or below)
site contents sharepoint online newbietechie
Site contents

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Newbietechie.com
Author @ramizmollahmd

About Ramiz

Ramiz is a professional working in an MNC as a business and technology consultant for quite a few years now. Ramiz is proficient in various Microsoft tools and technologies. He is a tech enthusiast and an active blogger. Ramiz spends his free time playing games or watching movies. He writes blogs to share his knowledge with the world and to make it a better place to live.


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