Explore the Enhanced Microsoft Lists Forms

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Mastering Data Gathering: Explore the Enhanced Microsoft Lists Forms

Microsoft are happy to share that they’re now introducing the revamped forms experience in Microsoft Lists for Microsoft 365 users in work and educational settings. Their aim is to streamline the process of collecting and organising data directly into your lists, ultimately saving you valuable time and energy. As a result, Microsoft are excited to unveil a new forms experience seamlessly integrated within Microsoft Lists, with the rollout currently underway. Please note: This update corresponds to Microsoft 365 roadmap ID: 124865.

Watch this short ‘how it works’ video tour of the new forms experience in Microsoft Lists:

Featuring a sleek, modern design, Lists forms can now be swiftly created and shared via a link with anyone within your organisation. This ensures that recipients can focus solely on filling out the necessary details without accessing the entirety of your list. As soon as responses are submitted, they seamlessly appear as new list items. From there, they benefit from standard list functionalities such as formatting, automations, and commenting.

Lists forms are versatile, serving well in various scenarios such as tracking recruitment progress, managing orders, handling customer issues, processing expenses, and more. For instance, an event organiser can effortlessly create and manage multiple forms within the same list to track attendee details, feedback, logistics, and other essential elements – with each form collecting specific components of the comprehensive list.

thumbnail image 1 captioned The new Forms experience in Microsoft Lists - showing how you add and edit columns as segments to collect various pieces of information.

The new Forms experience in Microsoft Lists – showing how you add and edit columns as segments to collect various pieces of information.

Utilise the inherent design features to enhance the relevance, professionalism, and aesthetic appeal of your forms. With options like adding custom logos (coming soon), selecting from various themes, incorporating descriptions, and crafting user-friendly questions, you can tailor your forms to perfection without altering the underlying list structure.

Form designers have the flexibility to streamline forms by concealing unnecessary fields and seamlessly incorporating new ones as needed. Should you choose, you can even construct the entire schema of a list directly within the form designer, offering unparalleled convenience and efficiency.

thumbnail image 2 captioned The new Forms experience in Microsoft Lists - showing how you can select pre-made themes or create your own style.

The new Forms experience in Microsoft Lists – showing how you can select pre-made themes or create your own style.

As a form creator, you can initiate the form creation process by accessing the “Forms” option located on the command bar at the top of a list. This section provides the functionality to generate new forms or access existing ones contributed by fellow list collaborators. Upon creating a new form, the form builder interface opens, utilising fields from the list schema. You have the flexibility to add, show, or hide fields as needed within the form. Additionally, you can customise the theme and easily share the form using a link. At any point, you retain the ability to cease accepting responses on a form.

Please note: The “Forms” section remains hidden from individuals lacking permission to edit the list.

thumbnail image 3 captioned The new Forms experience in Microsoft Lists - showing what a recipient sees when they click on the Form share link – they simply, and only, see the form as you designed it.

The new Forms experience in Microsoft Lists – showing what a recipient sees when they click on the Form share link – they simply, and only, see the form as you designed it.

Any member of your organisation can easily access the form by simply clicking “Copy link” and sharing it via email, chat, or embedding it as a link on a SharePoint page. Once respondents submit their responses, the data seamlessly integrates into your list as a new list item. It functions just like any other item within the list, allowing you to leverage formatting options, rules, and perhaps even consider adding a Ratings column to rate submissions as they are received.

thumbnail image 4 captioned Once a new item is submitted from the form, you will see it appear on your list as a new list item.

Once a new item is submitted from the form, you will see it appear on your list as a new list item.

Rest assured that regardless of where your recipients access the form link, whether on desktop or mobile browsers, they can seamlessly view, input their details, and submit the form. It’s essential for the form submitter to be logged into Microsoft 365. Importantly, submitting the form doesn’t grant access to the entire list or confer any additional permissions.

Please note: The new Forms experience in Microsoft Lists is native to Lists and doesn’t rely on or require Microsoft Forms, Power Apps, or Power Automate. However, all previous integrations remain intact, allowing for further configuration and customisation of your lists. These integrations cater to specific scenarios such as reaching anonymous audiences, consolidating multiple data sources, and incorporating sophisticated business logic and workflows.

Once the roll-out is complete, you’ll have the capability to create forms on all modern lists where you have the relevant permissions. Microsoft are committed to continually enhancing the forms experience, and they eagerly welcome your feedback and suggestions.

Looking for more information regarding Microsoft Lists?

Feel free to explore further by reaching out to us and booking a 15-minute call to delve into the world of Microsoft Lists.

Read the full Microsoft blog announcement: Collect information like a pro New Microsoft Lists forms experience in Microsoft 365