How to Archive List Items in SharePoint Online: Easy Manual & Automated Methods

If you’ve managed a SharePoint list for more than a few months, you already know the pain: 

• The list gets bigger
• Everything slows down
• Users start complaining
• Finding older data from a large dataset can be frustrating

Recently, I faced this same situation, and found that archiving outdated or inactive list items is the best option. Now, I’m here to help those users who are experiencing the same by explaining how to archive list items in SharePoint Online step by step via five different methods.

I’m telling you that after learning how to archive SharePoint list items, you’ll be able to manage your site effectively and hassle-free. Still, if you have any doubt, then first let me clear the benefits of the same.

Table of Contents

• • Why Archive SharePoint List Items?
  • How to Archive List Items in SharePoint Online?
    • Method 1: Using Export and Import
    • Method 2: Archive to Another List
    • Method 3: Use Retention Labels and Policies
    • Method 4: Archive Using PowerShell
    • Method 5: Archive to Another Account or Tenant
  • My Best Practices
  • Author’s Verdict
  • People Also Ask

Why Archive SharePoint List Items?

As per my personal experience, SharePoint lists can grow to thousands or even millions of records. This can lead to:

• Old list items slow down the list and make it load poorly.
• Big lists can hit the 5,000-item limit, which causes errors and view problems.
• Archiving keeps only the active items in front of users, so the list feels clean and easy to use.
• Search becomes faster when old or unused data is moved out.
• It helps teams find the right information quickly without scrolling through years-old records.
• Archiving keeps your list organised and reduces clutter for end users.
• It helps follow company rules or compliance needs by storing old data safely.
• Backups and exports become easier when the list is lighter.
• It lowers the chance of accidental edits or deletions of old items.
• It keeps the SharePoint site running smoothly as data grows.

So, by archiving, you can move old data to a separate list, library, or site while keeping it accessible every time. 

Related guide – SharePoint Document Management Best Practices

How to Archive List Items in SharePoint Online?

As I’m a SharePoint admin for over 12+ years, for archiving I used these five solutions:

#Method 1. Using Export and Import

If you only have a small number of items or need a one-time archive, the manual export method works well. Here are the steps to do so:

1. Open the SharePoint list.
2. Click on the filter icon or use the Filter Pane to show only the items to archive.
   1. For example, older than a certain date or with a specific status.
3. In the command bar, click Export > Export to Excel.
4. This downloads an .iqy file that opens in Excel.
5. Once the data appears in Excel, save it as a standard .xlsx file; this acts as the archive copy.
6. After confirming that your Excel archive is complete:
   1. Go back to the SharePoint list.
   2. Select the filtered items.
   3. Click Delete.

Once deleted, these items go to the Recycle Bin and remain there for 93 days by default; from there, you can restore them within the time limit if needed.

This method is simple, but not ideal for large datasets. So, for the same reason, let me explain the next solution. 

#Method 2. How to Archive List Items in SharePoint Online to Another List

If you want to retain archived items within SharePoint for searchability, I prefer creating a separate Archive list. Here’s how:

1. Go to the SharePoint site.
2. Click the Settings icon.
   1. Choose the Site contents > New.
   2. Afterwards, hit List.
3. Choose From the existing list.
4. Name it something like ProjectList_Archive.

To make archiving repeatable, use Power Automate (Microsoft Flow):

1. Open Power Automate.
2. Click + Create > Automated cloud flow.
3. Choose a trigger: “When an item is created or modified” or “Recurrence” for scheduled archiving.
4. Add a condition like:
   • If the Modified Date is older than 180 days
   • Or Status equals “Completed”
5. If true:
   • Use the “Create item” action > choose your Archive List.
   • Map each column from the source list to the archive list.
6. Then, use the “Delete item” action to remove the item from the source list.

Always test your flow on a few records before deploying it across the entire list.

Also read: Export SharePoint Group Members to Excel

#Method 3. Use Retention Labels and Policies

How to archive list items in SharePoint Online if retention policies are enabled? You can use Microsoft Purview (Compliance Center) to handle archiving more formally in this case. For the same:

1. Open the Microsoft Purview Compliance Center.
2. Navigate to Information governance > Retention policies.
3. Create a new policy and apply it to the SharePoint site.
4. Set rules such as:
   • Retain items for X years
   • After the retention period, move them to the archive site or delete them automatically.

#Method 4. How to Archive List Items in SharePoint Online Using PowerShell

As a SharePoint administrator, I sometimes use PowerShell when I need to archive large lists quickly or across multiple sites. Here’s a sample script using PnP PowerShell:

# Connect to SharePoint
Connect-PnPOnline -Url "https://mohitjhatenant.sharepoint.com/sites/mohitjhasite" -UseWebLogin
# Get items older than 180 days
$items = Get-PnPListItem -List "ProjectList" | Where-Object { $_["Modified"] -lt (Get-Date).AddDays(-180) }
foreach ($item in $items) {
    # Create new item in archive list
    Add-PnPListItem -List "ProjectList_Archive" -Values @{
        "Title" = $item["Title"]
        "Description" = $item["Description"]
        "Modified" = $item["Modified"]
    }
    # Delete item from source list
    Remove-PnPListItem -List "ProjectList" -Identity $item.Id -Force
}

You’ll need the PnP PowerShell module installed and permission to access both lists.

#Method 5. How to Archive List Items in SharePoint Online to Another Account or Tenant

Sometimes users want to archive list items by creating a replica in another list, site, or even a different tenant to access that data online. Then, using a dedicated migration solution is a safer option. 

For the same reason, I recommend the SysTools SharePoint Migrator, because it moves SharePoint lists, libraries, and site content to another SharePoint Online tenant without losing metadata or permissions. 

Download Now Purchase Now

It comes with advanced filters, so that you can transfer only relevant data. So, try this solution now, and follow the quick steps to do so:

• Step 1. Open the solution, and select Microsoft 365 as both source and target platforms.

• Step 2. Now, mark the Sites option, then Generic List. You can select Document Library also.

• Step 3. Leverage Date Filter option if specific data migration needed. 

• Step 4. Afterwards, enter the Admin credentials for both source and destination platforms, i.e. Admin email ID & Application ID.

• Step 5. Now, map the users via Fetch Users, Import Users, or Download Template.

• Step 6. After validating all the permissions, press the Start Migration button.

My Best Practices for Archiving SharePoint List Items

As I’m experienced in this technology, I know where users lack and face challenges. To bypass any type of issue during the archiving procedure, follow this checklist:

• Always backup SharePoint Online to local storage before deleting.
• Test Power Automate flows with a small set of data.
• Use versioning to ensure data history is preserved.
• Document your archiving policy for future audits.

Author’s Verdict

Archiving SharePoint list items is the best option for saving space and effective management. In this complete walkthrough, I explained how to archive list items in SharePoint Online to help you make it so. Now, you can choose any of them as per your needs. 

People Also Ask

Q1. Can I restore archived list items later?
Yes. If you’ve archived them in another list or exported them to Excel, you can easily re-import them using Power Automate or Quick Edit mode.

Q2. Does SharePoint Online have a built-in Archive button?
No. You need to manually implement archiving using Power Automate, PowerShell, or manual exports.

Q3. How often should I archive my list items?
It depends on your list growth. I usually recommend archiving every three to six months for active business lists.