Easy question: Do you recommend using an Excel file or SharePoint List for as a data source

[MalloyTrish]

Hello,

If you were creating a Power BI report and needed to use a mostly static (updated a few times a semester) set of data, would you use to use Excel or a List and why?

Trish

[Greg_Deckler · Accepted solution]

@MalloyTrish I really think this comes down to personal preference. The nice thing about an Excel file is that it can be moved quite easily and stored in network file storage, Azure blob storage, SharePoint. It's definitely more flexible that way. 

[v-sdhruv · Accepted solution]

Hi @MalloyTrish ,
Use Excel when-

• The data is mostly static or updated occasionally.

• You want to do bulk editing, use formulas, or have structured formatting before import.

• You or your team are comfortable working in Excel.

• You prefer offline access or version control (e.g., saving backups).

• The file is stored on OneDrive or SharePoint to enable automatic refresh.

Use SharePoint List when-

• The data needs to be collaboratively edited online by multiple users.

• You want real-time or frequent updates to reflect quickly in Power BI.

• You need row-level permissions, status columns, or Power Automate workflows.

• Your dataset is relatively small and doesn’t require complex formulas.

For occasional updates, structured data, and ease of use → go with Excel.

For collaborative, frequently updated data with real-time needs → use SharePoint List.

Hope this helps!
If the response has addressed your query, please accept it as a solution and give a 'Kudos' so other members can easily find it.
Thank You

[ribisht17 · Accepted solution]

hi @MalloyTrish 

For a mostly static dataset that updates only a few times a semester, using Excel or a SharePoint List in Power BI depends on your needs:

Use Excel if:

• The dataset is structured in tables, contains formulas, or requires advanced calculations.
• You need offline access and easy file sharing.
• You prefer manual updates with version control.

Use SharePoint List if:

• You want real-time access with multi-user collaboration.
• You need automatic tracking of changes without manual file handling.
• The dataset is relatively lightweight, and structured as rows and columns with basic metadata.

If the data is complex with formulas, Excel is ideal. But if collaboration, accessibility, and simple updates matter, SharePoint List is the way to go. 

Regards,

Ritesh

Community Champion

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[rohit1991 · Accepted solution]

Hi @MalloyTrish 

For a mostly static dataset that is only updated a few times a semester, I would recommend using an Excel file stored on SharePoint or OneDrive over a SharePoint List. Excel offers more flexibility for data entry, formatting, and managing larger or more complex data structures (like pivot tables, formulas, or multi-tab setups). 

It's also easier to maintain version control and make bulk updates. SharePoint Lists are better suited for more dynamic, form-driven data collection with multiple users editing at once, but they can be more cumbersome to integrate and maintain in Power BI for simpler, static data needs. So for your scenario, an Excel file is likely the simpler and more effective option.

[ribisht17 · Accepted solution]

hi @MalloyTrish 

For a mostly static dataset that updates only a few times a semester, using Excel or a SharePoint List in Power BI depends on your needs:

Use Excel if:

• The dataset is structured in tables, contains formulas, or requires advanced calculations.
• You need offline access and easy file sharing.
• You prefer manual updates with version control.

Use SharePoint List if:

• You want real-time access with multi-user collaboration.
• You need automatic tracking of changes without manual file handling.
• The dataset is relatively lightweight, and structured as rows and columns with basic metadata.

If the data is complex with formulas, Excel is ideal. But if collaboration, accessibility, and simple updates matter, SharePoint List is the way to go. 

Regards,

Ritesh

Community Champion

Please mark the answer if helpful so that it can help others

Dance-Sing with Data Projects - YouTube

[v-sdhruv · Accepted solution]

Hi @MalloyTrish ,
Use Excel when-

• The data is mostly static or updated occasionally.

• You want to do bulk editing, use formulas, or have structured formatting before import.

• You or your team are comfortable working in Excel.

• You prefer offline access or version control (e.g., saving backups).

• The file is stored on OneDrive or SharePoint to enable automatic refresh.

Use SharePoint List when-

• The data needs to be collaboratively edited online by multiple users.

• You want real-time or frequent updates to reflect quickly in Power BI.

• You need row-level permissions, status columns, or Power Automate workflows.

• Your dataset is relatively small and doesn’t require complex formulas.

For occasional updates, structured data, and ease of use → go with Excel.

For collaborative, frequently updated data with real-time needs → use SharePoint List.

Hope this helps!
If the response has addressed your query, please accept it as a solution and give a 'Kudos' so other members can easily find it.
Thank You

[Greg_Deckler · Accepted solution]

@MalloyTrish I really think this comes down to personal preference. The nice thing about an Excel file is that it can be moved quite easily and stored in network file storage, Azure blob storage, SharePoint. It's definitely more flexible that way.