How to Sync - Microsoft Forms to Power BI

Key insights

• Microsoft Forms is a tool for creating surveys and collecting data, often used with Excel for analysis and visualization. A recent update changed how data syncs between Forms and Excel.


• The old automatic sync method has been retired as of February 2025. Now, users must open the Excel workbook in the web version to trigger a data sync, affecting automation with tools like Power BI.


• A suggested workaround uses Power Automate to send Microsoft Forms responses directly to a Microsoft List. Power BI can then connect to this list for automated reporting.


• The new sync solution is more reliable but currently works best with Excel for the web. Desktop support is expected soon, but until then, manual syncing may be necessary.


• If using Power BI, you can manually export synced data from Excel (using CSV format) and import it into Power BI reports or dashboards as a temporary fix.


• This transition aims to improve reliability and future compatibility, but users should prepare for some manual steps until full automation returns across all platforms.

Introduction: Microsoft Forms Sync Changes Impact Reporting

In 2024, Microsoft introduced significant changes to how Microsoft Forms data syncs with Excel, impacting many users who rely on automated data reporting. Previously, data from Microsoft Forms would automatically appear in Excel workbooks, streamlining the process for businesses and analysts. However, with the recent update, syncing now requires users to manually open the workbook to trigger a sync. As a result, the automation that many depended on—especially for reporting in Power BI—has been disrupted.

Christine Payton, in her recent YouTube video, addresses this challenge head-on by providing a practical workaround. Rather than waiting for Microsoft to fully restore seamless automation, she demonstrates how to use Power Automate and Microsoft Lists to maintain an efficient data flow for Power BI dashboards. This solution offers a lifeline for organizations needing consistent, up-to-date reporting.

The Problem: Manual Syncing Breaks Power BI Automation

The core issue stems from Microsoft’s update to the Forms-Excel integration. Now, to sync data, users must actively open their Excel workbook. For those using Power BI, which depends on regularly refreshed data sources, this change introduces a major hurdle. Reports that once updated automatically now risk becoming outdated unless someone triggers the sync manually.

This shift presents a clear tradeoff. While the new system may offer improved reliability or security benefits in the long run, the interim period leaves many users searching for ways to restore their automated workflows. The challenge, then, lies in bridging this gap without introducing excessive manual effort or complicated processes.

Christine Payton’s Workaround: Leveraging Power Automate and Microsoft Lists

To address this, Christine Payton outlines a creative workaround using Power Automate. Instead of relying on Excel as the intermediary, her solution reroutes Form responses directly to a Microsoft List. Power Automate serves as the connector, capturing each new response and adding it to the List in real time.

Once the data resides in Microsoft Lists, it becomes accessible to Power BI as a live data source. This approach restores much of the lost automation, allowing dashboards and reports to reflect the latest survey or form submissions without manual intervention. The flexibility of Power Automate means that users can tailor the flow to handle various form structures and even parse JSON data as needed.

Adapting to Evolving Data Sources: Challenges and Considerations

However, this workaround is not without its challenges. First, users must be comfortable setting up flows in Power Automate, which can have a learning curve for those unfamiliar with automation tools. Additionally, any changes to the structure of the original Form—such as adding questions—require updates to the Power Automate flow and the corresponding Microsoft List. This introduces ongoing maintenance considerations.

Despite these challenges, the solution balances the need for timely data with the reality of Microsoft’s evolving platform. Until Microsoft extends automatic sync capabilities to all Excel platforms, this method offers a practical alternative, especially for organizations with critical reporting needs.

Looking Forward: Balancing Automation and Platform Changes

Christine Payton’s video highlights the importance of adaptability when working within cloud-based ecosystems like Microsoft 365. While platform updates can disrupt established workflows, they also prompt users to explore new features and integrations, such as Power Automate and Microsoft Lists.

In conclusion, although the recent changes to Microsoft Forms syncing have created obstacles for Power BI users, innovative approaches like Payton’s ensure that businesses can continue to leverage their data efficiently. As Microsoft refines its solutions, users can expect further improvements, but for now, this workaround provides a valuable bridge for those who depend on automated reporting.

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