Get started with Excel in Microsoft SharePoint on HexaSync

This guide helps you connect Microsoft SharePoint to HexaSync Automation Engine to read data from one Excel worksheet in a SharePoint site or a Teams channel. The guide applies when you connect for the first time or re-authorize a Microsoft SharePoint Excel Connector App that is in use. This connection is meant for assessing data quality before you connect to another system.

Before you start

A Beehexa account to sign in to HexaSync Automation Engine. If you do not have one yet, sign up on the Beehexa account page.
A Microsoft 365 work or school account.
An Excel file in .xlsx format that is in a SharePoint site or on the Files tab of a Teams channel, and that your account can open.
If your organization allows only administrators to approve applications: a Microsoft 365 administrator to approve HexaSync once.

Note:

Personal Microsoft accounts such as outlook.com, hotmail.com or a personal OneDrive cannot connect.

A .csv or .xls file must be saved again as an Excel Workbook (.xlsx).

HexaSync requests permission to read your basic profile, your email address, the files your Microsoft account can access and the content of SharePoint sites. HexaSync only reads the Excel file; the content of the file is not changed.

Part 1: Connect Microsoft SharePoint and create the Connector

Go to HexaSync Automation Engine and sign in with your Beehexa account.

Step 2: Start connecting Microsoft SharePoint

Open the Microsoft SharePoint Excel Connector setup page.
On the Check connection details screen, select Connect on the Microsoft SharePoint item.
Keep the preselected HexaSync application, then select Continue.

Select Continue to Microsoft. HexaSync takes you to the Microsoft sign-in page.
Select your work account, or select Use another account to sign in with a different account.
On the Permissions requested screen, select Accept. HexaSync asks only for permission to read your basic profile, your email address, the files you can access and the content of SharePoint sites.
Microsoft returns you to HexaSync. When Microsoft SharePoint has the status Connected, select Create Microsoft SharePoint Excel Connector.

If Microsoft shows Need admin approval: Go back to HexaSync, copy the Admin approval link for HexaSync on the screen shown before sign-in and send it to your Microsoft 365 administrator. The administrator opens the link once and approves the application for the whole organization. After that, start the connection flow again.

Step 4: Choose the Excel file

Select Choose a file from SharePoint.
Select the site that contains the file. You can use the Search sites field to search by site name.
Select the document library, usually Documents.
Open the folder that contains the file, select the .xlsx file, then select Select.
If the file is in Teams: on the Files tab of the channel, open the … menu of the file, select Copy link, then paste the link into the Or paste a link to the file field.
In Worksheet, select the worksheet to read.
In Header row, select the row that contains the column names. The list shows the content of each row so that you can identify the header row.
Select Continue.

Step 5: Confirm and create the Connector

On the Your New Connector screen, HexaSync names the Connector after the Microsoft account, for example [lan.nguyen@acme.example] Microsoft SharePoint Excel Connector.
Check the file, the worksheet and the header row you selected, then select Create connector.
Wait for HexaSync to create the Connector App. This can take a few minutes; stay on the page while you wait.

Step 6: Finish setup

After setup, HexaSync opens the Connector App you just created. The Connector App has this task:

Excel Rows: reads the data rows in the worksheet you selected.

Open Connector Apps to see the Connector App you just created, then check the connection status and the data by following Part 3.

Part 2: Re-authorize the Microsoft SharePoint connection

Re-authorize when the Microsoft password has changed, HexaSync’s access was revoked or the Excel Rows task reports an authentication error. Update the Connector App that is in use; do not create a new Connector App only to fix an access error.

Step 1: Open the Connector’s Settings

Open Connector Apps and select the Microsoft SharePoint Excel Connector App you use.
Select Settings in the left menu, then open Integration Apps & Credentials.

Step 2: Select Re-authorize

On the Microsoft SharePoint row, select Re-authorize.
Follow the instructions on the screen to sign in to Microsoft and re-authorize access as described in Step 3 of Part 1.

Cannot Re-authorize? Only the owner of the Microsoft SharePoint Credential can Re-authorize. Contact the owner of the Credential to re-authorize access.

Note: Sign in with the same Microsoft account you used when you first connected. If you want to switch to a different Microsoft account, or connect to a different Excel file, create a new Connector App.

Part 3: Check that the connection works

Check the connection details

Open Connector Apps and select the Microsoft SharePoint Excel Connector App you just created.
Select Settings, then open Integration Apps & Credentials.
Confirm that the Microsoft SharePoint row has the status Connected.

Check the data

Excel Rows: the first run reads all the rows below the header row. Check that a few rows match the Excel file.
Updates: when the file is edited and saved in Excel, the data is updated, usually within 1 to 2 minutes.

Note: If a change notification from Microsoft arrives late or is lost, HexaSync still checks the file again periodically.

Part 4: Common errors and how to fix them

Message	Possible cause	How to fix it
Need admin approval	Your organization requires an administrator to approve the application.	Send the Admin approval link for HexaSync to your Microsoft 365 administrator. After it is approved, start the connection flow again.
You signed in with a different Microsoft account	You are signed in with an account other than the one linked to the Connector App.	Connect again with the original Microsoft account. Select Use another account if you need to change the sign-in account.
Microsoft’s sign-in expired or was already used	The sign-in session has expired or the sign-in link was already used.	Start the connection flow again and complete the sign-in right after Microsoft opens the authentication page.
The file is in OneDrive instead of SharePoint	Microsoft reports that the file is in a personal OneDrive, not in a SharePoint site.	Use the Microsoft OneDrive Excel Connector for a file in OneDrive.
The file is not .xlsx	The file has an unsupported format, such as .csv or .xls.	Open the file in Excel, save it as an Excel Workbook (.xlsx), then choose the file again.
Connector Quota Reached	The account has reached its limit on the number of Connector Apps.	Contact support@beehexa.com for help with raising the limit.

For other cases, send a screenshot (with confidential information hidden) to support@beehexa.com.

Part 5: Protect your information and stop the connection

HexaSync does not store your Microsoft password. Microsoft grants HexaSync read access for the items you accepted, and you can revoke this access at any time.

To stop the connection:

Ask Beehexa to turn off the run schedule and disconnect in HexaSync.
Revoke HexaSync’s access at myapps.microsoft.com, or ask your Microsoft 365 administrator to remove the HexaSync application in the Microsoft Entra admin center.

Note: Turning off the run schedule does not mean the access is revoked. Stopping the connection does not automatically delete the data already pulled into HexaSync.

Part 6: Information to send Beehexa when you need support

The email address of the connected Microsoft account, the Connector name, the SharePoint site name, the Excel file name and the worksheet.
The step you were on, when the error happened, the error message and the Technical details section if there is one.
Recent changes to the file (renamed, moved, sharing permissions changed) or to the Microsoft account.

Screenshots must hide confidential data. Contact the Beehexa contact who supports your company, or support@beehexa.com.

Part 7: Frequently asked questions

Does HexaSync write or change data in the Excel file in SharePoint?

No. HexaSync only reads the rows of the worksheet you selected, and the content of the Excel file is not changed.

How do I connect Excel in Microsoft SharePoint to HexaSync?

Open the Microsoft SharePoint Excel Connector setup page, sign in to Microsoft and select Accept, choose the site, the Excel file, the worksheet and the header row, then select Create connector.

How often is the data updated?

When the file is edited and saved in Excel, the data is updated, usually within 1 to 2 minutes. If a change notification arrives late or is lost, HexaSync still checks the file again periodically.

What happens if I rename or move the file?

HexaSync still finds the file if it stays in the same storage location and your account can still open it.

Which connector do I use if my file is somewhere else?

For a file in OneDrive, use the Microsoft OneDrive Excel Connector. For a file in a SharePoint site or a Teams channel, use the Microsoft SharePoint Excel Connector. If you are not sure where the file is, use the Microsoft 365 Excel Connector.

Can I switch an existing Connector App to a different Excel file?

No. Each Connector App connects to 1 Excel file only. Create a new Connector App for a different Excel file.