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How to Export Files from a SharePoint Document or Picture Library

How to Export Files from a SharePoint Document or Picture Library

Connect to a SharePoint Server

Step Action
1. Double-click the .exe file, or right click it and select Run, or select Programs from your Windows Start menu and then List Bulk Export. The connect dialog will appear.
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2. Enter the URL of the portal you need to export from.
3. Select if you will use the Interactive User or a Custom Account. If you want to use a Custom Account, enter the username, password, and domain for the selected user.
4. When ready, click Connect. The List Bulk ExportApplication window will appear.
5. To cancel, click Close.

Connect to a Different Server

Step Action
1. Select File and then Re-connect to SharePoint Server from the main menu. You will be asked to confirm that you want to cancel the current export process. When you click Yes, the Re-connect dialog appears.
2. Enter a new SharePoint Site address and new custom credentials if needed.
3. When ready, click Connect. The List Bulk Export Application window will appear.

Select the Data and Files to Export

Step Action
1. Select File and then Re-connect to SharePoint Server from the main menu. You will be asked to confirm that you want to cancel the current export process. When you click Yes, the Re-connect dialog appears.
2. Enter a new SharePoint Site address and new custom credentials if needed.
3. When ready, click Connect. The List Bulk Export Application window will appear.
4.

Select the SharePoint List (or Document Library, or Picture Library) to export the data and documents from.

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NOTE: The Libraries included on the list are those available on the SharePoint Server and Site entered on the Connect dialog and accessible by the interactive user or custom account specified.
5. Once a library is selected, the Views available in that library appear as selections in the List Views list. Select the appropriate view.
6. Select the Local or Network File Directory to export the files to. Click Browse… to browse to the location. Be sure the user entered previously has access to this location.
7.

Choose your Index File Options.
Select Create Index File to create a file containing a list of all exported files and any associated metadata.

Select Append Date and Time to file name to add the current date and time to the end of each exported file; the result will be a uniquely named file. This is useful for keeping track of multiple copies of the same file, if you choose to export these and still keep the originals.

Select Use absolute path in export if you want to include the full, absolute path location of each exported file in the index file. If this option is not selected, the index file will include shorter, relative paths.
8.

Enter the appropriate Export Options:

  • Get documents from all sub folders: If you want to export files from all folders in the Document Library, be sure to click this box.

  • Overwrite existing file(s): Click this box if you want to overwrite files that may already be in the selected Network File System location.

  • Copy Folder structure: Click this box if you want the application to create folders in the Network File System location.

  • Copy all versions: Click this box if you want the application to export all versions of the files in the Document Library. If you want only the current version, leave the box un-checked. Filenames for exported versions include the version number.

  • Only process items added or modified since the last export (For scheduled exports only): Click this box to exclude any items that have not changed (or been added) since the last time an export occurred. If you are scheduling regular, automated exports, this option will eliminate unnecessary network activity and speed up the export process.
9. Click Next when ready.

The Column Export screen appears. hw33008.jpg
10. Specify the columns you want to include in your index file by selecting them from the Available Columns list, and clicking the right arrow button.
11. To add all columns, click the double right arrow button.
12. To remove columns, select them from the Selected Columns list, and click the left arrow. To remove all columns, click the double left arrow. Any columns on this list will be included in the export.

When you are satisfied with the contents of the Selected Columns list, click Next. hw33010.jpg
The Export Process screen will appear.
To save the export configuration so the process can run unattended, click Save on this screen. A confirmation message will appear ensuring that the file was successfully saved.
13.

Before you export, select Show Failures, Show Successes, or Show Failures and Successes to determine what feedback to receive during export. Then, click Start to begin the export interactively. The process progress will appear on the screen, and depending on the chosen setting, the list will populate with successful conversions, failed conversions, or all conversions.
Progress is also written to a log file stored in the Log folder in the same directory as the List Bulk Export Application. Log files for interactive runs are named: Bamboo.Log.10222007_34508_PM, where 10222007_34508_PM denotes the date and time run. The Log file is in XML format and can be viewed with any text editor, or the Log File Viewer within the Export Application.

To view a log file, click File and then View Log Files from the main menu. The List Bulk Export Application Log File Viewer is able to filter the information so you can view information, failures, successes, or all items.