Managing lots of productive SharePoint lists means constant tab-hopping: each list has its own view, its own permissions, and building a separate app per list is no fun. Dataverse virtual tables let you surface those lists inside Dataverse without duplicating data, so you can build one model-driven app to manage them all — with SharePoint still the system of record.
💡 Challenge
You run several SharePoint lists in production. Each has a different layout, different permissions, and switching between them feels like tab gymnastics. Copying everything into Dataverse means data duplication and sync headaches, and building one canvas app per list doesn’t scale.
✅ Solution
Use the virtual connector provider for SharePoint to expose each list as a virtual table in Dataverse. No data is moved — Dataverse connects to the list at runtime — and you get full create, read, update and delete on the records (unless the source forbids it). Then build a single model-driven app on top of those virtual tables to manage everything in one place.
🔧 How it’s done
1. Check the prerequisites
🔸 You need a Dataverse license through Power Apps or Dynamics 365 — Microsoft 365 or Teams-only licenses can’t create virtual tables.
🔸 The connection must be created by you; connections shared with you don’t appear in the wizard.
2. Create the virtual table from a solution
🔸 In make.powerapps.com, open (or create) an unmanaged solution.
🔸 On the command bar choose New → Table → Virtual table.
🔸 In the New table from external data wizard, add or pick a SharePoint connection.
3. Select your list
🔸 The provider reads the metadata and lists the available SharePoint lists. Pick the one you want and complete the wizard.
🔸 One at a time: bulk creation isn’t supported, so repeat step 2–3 for each list you want to manage.
🔸 Each list needs a text column to act as the Primary Name column.
4. Build one model-driven app
🔸 Create a model-driven app and add all your virtual tables to the site map, then publish.
🔸 Now every list appears as a normal Dataverse table with grids, forms and views.
5. Control access with security roles
🔸 Use Dataverse security roles to define who can create, read, update or delete on each virtual table — layered on top of SharePoint permissions.
🎉 Result
Instead of hopping between lists or maintaining many apps, you get one central model-driven app with a clean Dataverse UI over your existing SharePoint lists. SharePoint stays the source of truth; you gain the Dataverse experience on top — and when a new list appears, just expose it as another virtual table and it shows up in the app.
🌟 Key Advantages
🔸 No duplication: data stays in SharePoint, connected at runtime — no sync jobs.
🔸 One app for many lists: central management instead of app sprawl.
🔸 Consistent UX: uniform grids and forms even if the lists look nothing alike in SharePoint.
🔸 Governed access: Dataverse security roles control CRUD per table.
🔸 Extensible: add a new list as a virtual table and it instantly appears in the app.
🔗 Related Tips
- #PowerPlatformTip 41 – Standard tables in Dataverse — when native Dataverse tables are the better fit than virtual ones.
- #PowerPlatformTip 52 – DV4T: Budget-Friendly Choice — the alternative: actually migrating SharePoint data into Dataverse.
🛠️ FAQ
Q1: Do virtual tables copy my SharePoint data into Dataverse?
No. Virtual tables connect to the external source at runtime and represent the data as Dataverse records — there’s no replication, so SharePoint stays the source of truth.
Q2: Can I create all my list virtual tables in one go?
No — bulk creation isn’t supported. You create one virtual table per SharePoint list. Once created, they all live in the same model-driven app.
Q3: Why can’t I create a virtual table with my Microsoft 365 license?
Virtual tables require a Dataverse license via Power Apps or Dynamics 365. Microsoft 365 or Teams licenses can’t be used to create them.
Q4: Do I get full edit rights on the records?
Yes — virtual tables support full create, read, update and delete unless the underlying source restricts it. You govern who can do what with Dataverse security roles.
Marcel Lehmann
Microsoft MVP
