Microsoft Lists Update: Introducing Enhanced Forms Option
Mar 26, 2024 9:00 AM

Microsoft Lists Update: Introducing Enhanced Forms Option

by HubSite 365 about Daniel Christian [MVP]

Lead Infrastructure Engineer / Vice President | Microsoft MCT & MVP | Speaker & Blogger

Pro UserListsLearning Selection

Revolutionize Data Collection: Microsoft Lists Introduces New Forms - Simplify Work & School Projects!

Key insights


  • New Forms Option for Microsoft Lists is rolling out, enhancing work and school experiences in Microsoft 365 to easily collect and gather information directly into lists.
  • The WYSIWYG approach allows for a straightforward way to build forms, simplifying the process of customization and data collection.
  • Comparison with Microsoft Forms provides clarity on which tool to use based on specific requirements, highlighting differences in accessibility, user interface, and functionality.
  • New forms can be quickly created, shared, and filled out by anyone within an organization, with responses automatically added as new items in the list, streamlining recruitment, order management, and more.
  • Design capabilities, such as custom logos and theme selection, enhance form relevance and appearance without affecting the list itself, empowering form creators with flexibility and control.

Enhanced Microsoft Lists Forms Experience

Microsoft Lists has introduced an updated forms experience designed to make information collection seamless and efficient within organizations. With the aim of simplifying the process of gathering data for work and school-related activities, Microsoft has incorporated a What You See Is What You Get (WYSIWYG) approach. This allows users to effortlessly create and customize forms without the need for extensive programming knowledge, making it accessible to a wider audience.

The ability to carry out a side-by-side comparison with Microsoft Forms ensures users can make informed decisions about which tool best suits their needs, based on factors such as ease of access, user experience, and specific features. This is particularly useful for distinguishing between internal and external data collection requirements.

One of the notable advancements is the streamlined process of form creation and sharing, enabling quick collection of information from within an organization. The instant addition of responses as new items in a list, coupled with the benefits of formatting and automations, enhances productivity and data management efficiency.


Fact Sheet by Michael Mendes:

📢New Microsoft Lists forms experience is live - Easily collect information directly into your SharePoint Lists/Microsoft Lists

💡Even though we can use Power Apps or JSON Formatting to customize List Forms, the new Forms feature comes handy for scenarios where we need to only collect data from users, especially when we don't want to grant access to our Lists.

Some key points of the new Forms feature:
▶️Forms can be used to collect information directly into your List (like you would traditionally do using the combination of Microsoft Forms + Power Automate + SharePoint Lists)
▶️Each list can have several Forms using different fields on each
▶️Forms can easily be duplicated
▶️Users that submit the Form don't need access to your SharePoint List (but the Modified By/Created By fields will capture the correct user)
▶️The 'Thank you' message that is displayed after the user submits a Form can be customized
▶️You can prevent a Form from receiving responses at any time and customize a warning message to the users when the Form is no longer accepting responses.
▶️People fields are supported: nice to enable searching users across your organization 
▶️At the moment, anyone in your tenant with the Form link can submit a response
🚫No Lookup fields support as of now


Microsoft is introducing a new forms experience in Microsoft Lists for Microsoft 365 work and school environments. The aim is to simplify the process of collecting and integrating information directly into lists. A what-you-see-is-what-you-get (WYSIWYG) approach allows for easy form building.

Starting with a comprehensive tutorial on utilizing the new Forms experience in Lists, the blog post also offers a comparison with Microsoft Forms. This is to aid users in choosing the appropriate tool based on their specific needs. A detailed examination covers every step from creation to sharing of forms.

The article is structured with a useful table of contents, guiding the reader through the various segments of the report, including theme options, testing, permissions, and availability on desktop and SharePoint lists. It nosedives into the unique attributes of Microsoft Lists forms, such as dynamic rules, templates, and backend storage, comparing them with Microsoft Forms.

The new forms experience is designed with a modern aesthetic, streamlining the creation process and making it easier to share forms within an organization. It emphasizes the importance of formatting, automations, and commenting on submissions. This development caters to a wide range of applications, from recruitment to order management.

Featuring built-in design capabilities, the Forms experience allows for enhanced customization, including the addition of custom logos and user-friendly questions. It empowers form designers with flexibility in field management, and the ability to share forms simply by generating and distributing a link.

Access to the new forms experience is not limited, as anyone within an organization can submit their input through a form link. The information submitted is seamlessly integrated as a new list item, ensuring efficient data collection without compromising security or permissions.

It is highlighted that this new experience is native within Microsoft Lists and does not depend on Microsoft Forms, Power Apps, or Power Automate. This underlines Microsoft's commitment to fostering an intuitive and integrated ecosystem. Feedback from users is encouraged to further refine and enhance this new feature.

Looking ahead, Microsoft plans to continue expanding the value and capabilities of the forms experience in Lists. Participation in the Microsoft 365 & Power Platform community call is encouraged for a live demonstration of the new features. Further resources and opportunities for engagement are also mentioned, demonstrating the company's openness to community input and support.





People also ask

What is the difference between Microsoft lists and Forms?

Microsoft Forms is essentially utilized for crafting and submitting forms, quizzes, and surveys, making it a straightforward application for these purposes. On the other hand, Microsoft Lists serves the purpose of itemizing elements, akin to a database, yet it lacks the capability to establish one-to-many types of relationships inherent to traditional databases.

How do I customize my Microsoft list?

To personalize a Microsoft List, users can modify the background by selecting the three dots positioned at the top right corner and then choosing a preferred color or image. Additionally, imbuing the list's name with an emoji introduces a visual element as this emoji will be prominently displayed as the list's icon within the sidebar, offering a more customized appearance.

How do I change the order of Forms in Microsoft list?

To alter the sequence of forms within a Microsoft List, initiate the process by navigating to List> Settings> List Settings> Advanced Settings and enabling the “Allow management of content types” option. After saving these adjustments by clicking on OK, proceed to the List Settings page, select “Item” under Content Types, and adjust the Column order as needed before finalizing with an OK. Subsequently, the changes can be reviewed.

Can you Create a Microsoft list template?

Creating a template for a Microsoft List involves selecting List from the ribbon, followed by List Settings. Within the Permissions and Management section, the option to Save list as template can be chosen. This action leads to the appearance of the Save as Template page, where users are prompted to specify a filename for the template file, thus facilitating the creation of a list template.



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