Confluence: Add and use SharePoint lists (Cloud)

You can use the SharePoint Online List macro to display a SharePoint list on a Confluence wiki page. The macro can display most SharePoint list types and document libraries. 

Add the macro

Open the macro browser to embed a SharePoint list resp. document library.

Open the macro browser and search for "SharePoint Online List" macro. You can use the search field to reduce the shown macros by start typing its name.

 Image 1: Add SharePoint list macro (click to enlarge)

Image 2: Select 'SharePoint Online List' in the browser.

Configure / edit the list macro

   

Image 3: SharePoint Online List configuration (click to enlarge)

1. Configuration and Selection information:
   The current selected list (and if configured also the folder path) is shown in the upper area.
   When you edit an already embedded macro, the previous saved configuration is shown in front of the current selection. On inserting a new macro this part will be missing.

2. Site filter:
   First select the site on which the list is located that you want to embed.
   By default the root site collection of the SharePoint Online tenant is selected. That means that initially only documents belonging to the root site collection will be displayed.

3. Search option (optional):
   The input field can be used to filter the lists by name. The result sets will be reduced accordingly.
4. Filter for list type (optional):
   With help of this filter you can reduce the results to only show document libraries or any other kind of list (generic list).
5. Select a list:
   Clicking on a line in the result table selects the associated list that shall be displayed in the macro. The selected list will be highlighted.
6. Select a start folder (optional):
   Additionally to the list selection you are also able to show the content of a certain folder when the page first loads. To do that click on the button "Choose start folder" after you selected a list. The contained folders will be shown in the table and you are able to navigate through the different folder levels. It's also possible to search for folders on the current level. For more details see chapter 'Choose a starting folder'.
7. Save the configuration:
   If the list (and optional folder) was selected, click on the 'Save' resp. 'Insert' button to save. You can check the path that will be saved on top besides 'Selected'.
8. Support & Feedback:
   by clicking this button, you will open the Support and Feedback menu. You can read more about this here.

Choose a starting folder

It is possible to configure a starting folder within a selected list, that will be shown on first page load. To do so, click on the 'Choose start folder' button at the bottom of the macro editor. If it is not possible to click the button, then the selected list does not contain any folders.
After clicking on the button the first level folders of the selected list will be shown in the result table:

Image 4: SharePoint Online List configuration - start folder selecting view (click to enlarge)

It is either possible to select a folder directly via clicking on the row or to navigate inside a folder via the button on the left side of the row (the folder will also be selected on navigation). The full path of your current configuration can be seen on top of the macro editor at 'Selected'.

Image 5: SharePoint Online List configuration - start folder selecting view, deeper navigation level (click to enlarge)

1. Search option
   As for lists there is the option to search for folders by name in this view via the input field. The search is always limited to the current visible level of folders.
2. Navigate deeper
   You are able to navigate into subfolder using the arrow button. This will show up the contained folders and also select the folder that you have navigated into. This button is only available if the folder contains further subfolders.
3. Return to the lists overview
   You are always able to clear the whole selection and return to the list overview using the 'Return to lists' button. This will also reset your selection.
4. Selection path and navigation
   The breadcrumb on top always shows you the current path of the folder you are inside. It is also possible to navigate to every folder contained in this path by clicking on it.
   You are always able to clear the whole selection and return to the list overview using the 'x' on the right side of the breadcrumb.
5. Select a folder
   If you found the wanted folder, click on it to select it as the starting folder for your list.
6. Navigate back
   Use the 'Go back' button to go up just one level in the current folder tree. This button only appears if you have navigated to a subfolder.
7. Save the configuration
   After selecting a folder (you can check the full folder path in the 'Selected' part in top of the window) save the configuration. If the page will be published your list will start on the selected folder.

Default view

Use the list macro

When the SharePoint Online list is added to the page, you can see the content of the list. There is the option to navigate within the list through the folders and back. It is also possible to open a document in a new tab (if it is an office document, image or pdf, otherwise the default browser behavior for documents would be triggered).

Image 6: Default View in SharePoint list macro (click to enlarge)

1. Open in SharePoint: opens a new tab containing the corresponding folder of the configured SharePoint list

   

   Image 7: The selected list in SharePoint (click to enlarge)

   
   

2. Upload: opens an upload files dialog in the current displayed folder. You can read more in the next section.
3. Support & Feedback: opens the Support & Feedback menu. You can read more here.

Upload files to the list

For uploading files via this macro to SharePoint you can use the 'Upload files' button (1) on the top right of the list and select the files via the explorer. At confirming your selection a dialog will pop up to show the current upload process. Otherwise you can easily drag files inside of the macro (2) and the upload process will start automatically. 

Image 8: Upload possibilities

During the upload of a file you have the possibility to cancel (1) the upload and remove this entry from the list. By default already existing files will not be overwritten instead you will be asked which action to take on these files. If you want to overwrite existing files, click on the replace button (3). Alternatively you can also click cancel (2) and the file will not be overwritten and disappear form the list of files being uploaded.

Image 9: File upload dialog

To close the dialog and abort all your remaining uploads, click on the cancel (4) button at the bottom of the dialog. Already successfully uploaded files are will not be affected by this and they will be available at the corresponding uploaded location. Once all files are uploaded a Done button will appear instead of Cancel. 

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