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

Configure / edit the list macro

 

1. Configuration and Selection information:
   The currently 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:
   Start by choosing the site on which the list you want to embed is located.
   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):
   By using this filter, you can narrow down the results to only display document libraries or other types of lists (generic lists).

5. Select a list:
   Clicking on a row 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 Choose a starting folder.

7. Save the configuration:
   If the list (and optional folder) was selected, click on the 'Insert' button to save. You can check the path that will be saved on top, near the 'Selected' label.

8. Configure the view:
   If a list (and optional folder) was selected, you can configure which and how information shall be displayed. For more details, see Configure the view.

9. 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:

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.

Configure the view

After selecting a list you are able to configure which and how information shall be displayed.

 

1. Items per page
   If the current list or folder contains a big amount of items they will get displayed in pages. This option allows you to adjust how many items shall be displayed per page.

2. Available Columns
   The box on left side contains all available columns on the list. If you want to display a certain column you can simply add (or move them per drag and drop) to the selected columns on the right side.

3. Selected Columns
   The list on the right side contains all selected columns which are currently displayed when viewing the macro. The order of the columns can be adjusted (via drag and drop) and will also be used for viewing the macro. To not show a certain column anymore you can simply remove (or move them per drag and drop) to the available columns on the left side.

4. Preview
   The preview provides you a live sample based on your current configuration. This allows you to verify your column selection and see the data from the first entries.

Use the list macro

When the SharePoint Online list is added to the page, you can see the content of the list. 

If the embedded list is a document library there are additional options to navigate within the list through the folders. 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).

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

2. Upload: Upload files to the current folder. Read more about it in the next section.

3. Support & Feedback: Opens the Support & Feedback menu. You can read more here.

Upload files to the list

You can upload files to SharePoint directly in our macro by clicking on the “Upload files” (1) button on the top right corner. You can then use the file explorer to navigate and choose the file. After confirming your selection, a pop up will show the progress of the uploading process. You can alternatively drag files inside the macro (2) and the upload process will start automatically. 

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 perform. If you want to overwrite existing files, click on the replace button (3). If you click cancel (2) the file will not be overwritten and disappear form the list of files being uploaded.

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 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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