How to Save Microsoft Form Responses to SharePoint with Power Automate
You can automate the process of saving a microsoft form response directly to SharePoint using Power Automate. Many organizations have seen up to 88% higher data accuracy and a 75% reduction in time spent on routine tasks by streamlining microsoft form responses. This automation provides centralized storage and advanced analytics for your microsoft forms responses, making it easier to manage information and track trends. You do not need advanced technical skills to set up this integration.
Key Takeaways
Create a Microsoft Form with clear questions and share it widely to collect useful responses.
Use Power Automate to trigger a flow when a new form response is submitted and get detailed answers automatically.
Map each form answer to the matching column in your SharePoint list to keep data organized and easy to access.
Test your flow by submitting sample responses and check that all data appears correctly in SharePoint.
Automating form responses saves time, improves accuracy, and helps you manage data efficiently without needing advanced skills.
Prepare Microsoft Form
Create the Form
You start by logging into your Microsoft account and opening Microsoft Forms. Begin a new form by selecting “New Form.” Give your form a clear title that matches your goal. Microsoft Forms will suggest questions based on your title, which you can review and add. You can also add your own questions to fit your needs.
Tip: Creating your form within a shared Microsoft Team or SharePoint site allows others to help manage and view responses, making collaboration easier.
Here is a step-by-step guide to get you started:
Log in to your Microsoft account and open Microsoft Forms.
Select “New Form.”
Enter a title for your form.
Review and add suggested questions or create your own.
Adjust question settings as needed.
Preview your form to see how it looks on different devices.
Save your form.
Automated workflows in Microsoft Forms can improve response time by triggering actions based on specific answers. You can also monitor key metrics like response rates and completion times to refine your form and workflow.
Add Questions
Adding the right questions is key to collecting useful responses. Microsoft Forms lets you choose from several question types, such as choice, text, rating, and date. Well-designed questions help you view response quality and reduce confusion.
By using a mix of these question types, you make it easier to view response trends and gather both quantitative and qualitative data. This approach streamlines data handling and helps you get the most out of your responses.
Share the Form
Once your form is ready, you need to share it to start collecting responses. Microsoft Forms offers several sharing options, such as sending a link, sharing a QR code, or embedding the form on a website. Sharing your form widely increases participation and helps you collect more responses for analysis.
A Managed Service Provider saw a 200% increase in submissions after optimizing their form’s call-to-action buttons.
Maven Collective Marketing achieved a 400% year-over-year increase in form submissions by adding more details to their forms.
Microsoft Forms integrates with SharePoint and Power Automate, making viewing responses and automating follow-ups simple.
Microsoft Forms stands out for broad user engagement, especially in organizations already using Microsoft 365. Its integration with tools like SharePoint and Power BI makes it easy to view response data and automate updates for stakeholders.
Set Up Power Automate Flow
Trigger on Microsoft Form Response
To automate your workflow, you need to create a flow in Power Automate that starts when a microsoft form response is submitted. This trigger allows you to act on new responses instantly. You do not have to check for updates manually. Power Automate uses the "When a new response is submitted" trigger to begin the process as soon as someone fills out your form.
Open Power Automate and select "Create a flow."
Choose "Automated cloud flow."
Name your flow and search for the trigger "When a new response is submitted."
Select your Microsoft Form from the dropdown. If your form does not appear, copy the Form ID from the URL of your form. In Power Automate, select "Enter custom value" and paste the Form ID.
Tip: The Form ID is the string after "FormId=" in your form's URL. Using "custom value" ensures Power Automate tracks the correct form.
This automatic trigger helps you respond to new data in real time. Many organizations use this method to improve efficiency and accuracy. For example, employee onboarding and customer support workflows often rely on this setup to avoid missed steps.
Get Response Details
After you set the trigger, you need to retrieve responses from your form. Add the "Get response details" action in Power Automate. This step pulls all the response details for each microsoft form response.
In the "Get response details" action, select your form again. Use the same Form ID method if needed.
For the "Response ID" field, select the dynamic content called "Response ID." This ensures Power Automate fetches the correct response details every time a new response arrives.
Dynamic content in Power Automate lets you map each answer from your form to other actions. For example, you can send emails, update SharePoint, or notify a team. You can also use conditional logic to personalize your workflow based on the response details.
Using dynamic content makes your flow flexible. You can retrieve responses and use them in many ways, such as creating SharePoint items or sending custom notifications.
Power Automate combines the trigger and the "Get response details" action to automate your process. This setup reduces manual work, increases accuracy, and gives you real-time insights from your responses.
Collect Microsoft Form Responses in SharePoint
Map Forms Responses to List
You need to map your microsoft form responses to the correct columns in your SharePoint list. This step ensures that each answer from your form goes to the right place in SharePoint. Start by opening your SharePoint site and creating a list that matches the structure of your form. For example, if your form asks for a name, email, and request details, your SharePoint list should have columns for each of these fields.
Tip: Use clear and simple column names in your SharePoint list. This makes mapping easier and reduces confusion when you review your responses later.
When you set up your flow in Power Automate, you will see the "Create item" action for SharePoint. In this action, you must connect each field from your microsoft form responses to the matching column in your SharePoint list. Power Automate shows you dynamic content from your form, such as response details like "Name," "Email," or "Request." You can click in each field and select the correct dynamic content.
Here is a simple mapping example:
You should check that every field in your SharePoint list has a matching answer from your form. If you miss a field, SharePoint may not save all your response details. Always double-check your mapping before moving to the next step.
Create SharePoint Item
After you map your microsoft forms responses, you need to create a new item in your SharePoint list for each microsoft form response. In Power Automate, add the "Create item" action after you get the response details. Select your SharePoint site and the list you want to use. Then, fill in each column with the dynamic content from your form.
Follow these steps to create a SharePoint item:
In Power Automate, click "New step."
Search for "SharePoint" and choose the "Create item" action.
Select your SharePoint site from the dropdown.
Pick your SharePoint list.
For each column, click in the field and choose the matching dynamic content from your response details.
Note: If you do not see your form fields, make sure you used the "Get response details" action earlier in your flow. This action pulls all the answers from your microsoft form responses and makes them available as dynamic content.
You can now save your flow. When someone submits a form, Power Automate will collect responses and create a new item in your SharePoint list. This process keeps your data organized and easy to find. You can view, filter, and analyze your responses directly in SharePoint.
If you want to add more actions, such as sending a notification or updating another system, you can do so after the "Create item" step. Power Automate gives you many options to customize your workflow.
✅ By following these steps, you ensure that every microsoft form response is safely stored in SharePoint. You can track, manage, and report on your responses with confidence.
Test and Troubleshoot
Test the Flow
Testing your automated flow ensures that every Microsoft Form response reaches your SharePoint list correctly. Start by submitting a test response through your form. Use the preview option to fill out each question and submit your answers. After you submit, check your SharePoint list to see if a new item appears with the correct details.
Create a Microsoft Form with different question types.
Submit several test responses, including open text and multiple choice.
Open your SharePoint list and confirm that each response appears as a new item.
Review the data to make sure each field matches the correct column.
You can also use built-in test features to check your flow. Many users receive a "Test Successful!" message after running a test. Some teams connect their SharePoint list to Power BI or Excel to visualize the results and track response trends. This end-to-end testing helps you spot any issues before you start collecting real data.
Tip: Always test with a variety of answers. Try leaving some fields blank or using special characters to see how your flow handles different inputs.
Fix Common Issues
You may encounter some common issues when setting up your automated flow. Here are a few problems and how you can solve them:
If you want to customize your flow, consider adding notifications or conditional logic. For example, you can send an email when a specific answer is selected or post a message to a Teams channel. Many organizations use these features to improve communication and automate follow-up tasks.
Empirical testing in real-world scenarios shows that automated flows can achieve high accuracy and reliability. For example, large-scale evaluations have validated automated systems using thousands of real outcomes, confirming that structured testing and validation lead to strong performance. By following these steps, you can ensure your flow works smoothly and delivers accurate results.
You have learned how to connect Microsoft Forms to SharePoint with Power Automate.
Create your form and SharePoint list.
Build a flow that triggers on new responses and maps answers to list columns.
Test and troubleshoot your setup.
Automating this process boosts efficiency and accuracy.
Explore Power Automate templates or try adding notifications. You can expand automation to Teams, Outlook, or other Microsoft 365 tools for even more value.
FAQ
How do you connect a Microsoft Form to a SharePoint list?
You create a flow in Power Automate. Choose the trigger for new form responses. Add the "Get response details" action. Then, use the "Create item" action to send each response to your SharePoint list.
Can you automate notifications when someone submits a form?
Yes! Add a step in your flow after creating the SharePoint item. Use the "Send an email" or "Post a message" action. This way, you alert your team or yourself every time a new response arrives.
What should you do if your form fields do not appear in Power Automate?
Check that you used the "Get response details" action. Make sure you selected the correct Form ID. Refresh Power Automate if needed. Sometimes, you need to save and reopen your flow for new fields to show.
How can you view responses after they are saved in SharePoint?
Go to your SharePoint list. You see each form submission as a new item. Use filters or search to find specific entries. This makes viewing responses easy and organized for your team.
Is it possible to update SharePoint items if a form response changes?
Power Automate flows usually create new items for each response. If you want to update existing items, you need to add conditions and use the "Update item" action. This requires careful mapping of unique identifiers.