I suggest you ...

Connect results to Excel as a data source rather than opening a new workbook each time

The form is great in terms of collecting responses. That said, if you need to view all the data at once, you need to open the form results in Excel. If you do that, it appears to open a separate result each time. There is no way to edit the results workbook. For example, I want to add a column to the results where I can keep track of whether or not I have contacted the person since they have filled out the form. If I add that column to the table, it will be gone when I next click "Open in Excel" to get the latest data. It would be great if it creates a connection to the workbook and is treated like a data source for the workbook.

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    AshleighAshleigh shared this idea  ·   ·  Flag idea as inappropriate…  ·  Admin →

    22 comments

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      • Anonymous commented  ·   ·  Flag as inappropriate

        You can use flow to create update an excel spreadsheet every time a new form is submitted.

      • Bill BlaisBill Blais commented  ·   ·  Flag as inappropriate

        Related caveat to my earlier comment about how to do this via OneDrive/Sharepoint: Currently, only a single form can be connected to a given Excel workbook (I have a new suggestion for this, but it's still pending approval).

      • Bill BlaisBill Blais commented  ·   ·  Flag as inappropriate

        This is actually possible right now, if you use OneDrive or Sharepoint. Unfortunately, it's a bit buried.

        I recently posted a step-by-step with screen clips here:
        https://answers.microsoft.com/en-us/msoffice/forum/msoffice_o365edu-mso_forms/microsoft-forms-excel-spreadsheet/13cc0e55-aada-4a30-9d5e-2db063f50ab4#LastReply

        There are a couple ways, but the short version is:
        1 - Create the Excel worksbook in OneDrive or Sharepoint
        2 - In the workbook, click "Insert" > "Forms" > "New Form"

        This will bring you to MS Forms with a blank form titled with your filename, by default. In the originating Excel file, a new sheet will be created tied to this form. Any subsequent submissions will be recorded live in that Excel file, rather than having to go to the form and then download the results.

      • edhedh commented  ·   ·  Flag as inappropriate

        Agreed. The Excel file needs to be in Office 365 Sharepoint somewhere - a team, group, something, not downloaded each time you want to see the data.

      • Michelle HicksMichelle Hicks commented  ·   ·  Flag as inappropriate

        We are trying to use a form to collect information on parent communication that requires action. It would be nice to be able to edit an online form when action is completed without having to complete the entire form again for each incident.

      • Anonymous commented  ·   ·  Flag as inappropriate

        I think that having:
        - an online form that can be filled in, like the student services referral form
        - an automatic email notifying tutors, SPMs and students when their placements have been received and then cleared
        - an easy to confirm online form for placements to confirm that they have had the student in and their hours (the University of Gloucester has a very simple link sent to placement people that is a one-click confirmation)
        - an online diary that allows students to input it without printing
        would minimise printing, make it easier for students, staff and placement representatives to track and increase student and placement engagement with the system.

      • JohnJohn commented  ·   ·  Flag as inappropriate

        I'd like to be able to add notes alongside responses e.g. done or needs more work etc.

        Also I'd like others (in my team) to be able to access and add to the responses sheet.

      • Clint HamadaClint Hamada commented  ·   ·  Flag as inappropriate

        This is similar to what already happens in Google Forms. In addition to the summary responses my team can get from the Forms interface, the ability to access realtime and shareable updates of the raw data would be great.

      • Julia LeggJulia Legg commented  ·   ·  Flag as inappropriate

        This needs to be a live version instead of just uploading it to OneDrive, it needs to sync and be connected.

      • Jose BarzagaJose Barzaga commented  ·   ·  Flag as inappropriate

        Allow the spreadsheet of responses to open on an Excel Online spreadsheet so that collaborators on the form can add notes to the spreadsheet. Right now it only opens on the Excel desktop app and you cannot see the notes that are being added. It's like having multiple files all over the place. It would be great that the same spreadsheet opens for all to see and use.

      • John KingJohn King commented  ·   ·  Flag as inappropriate

        Submit to SharePoint List also please!
        The problem with OneDrive in a business is that it associates the data with a specific person.
        As users move on, their OneDrive is usually blindly decommissioned. The user forgets they set up an ongoing form, which is usually associated with a process belonging to whatever department they were working for.

      • John MathiesonJohn Mathieson commented  ·   ·  Flag as inappropriate

        Having the Excel file saved to one drive will foster greater usage of forms. That we have to copy and paste to a seperate file if we want to add any notes, corrections or document the progress is cumbersome. We know the data is stored in a file of up to 5000 entries. Would be good if we could access the master file and not just the downloaded file. This would allow us to filter on ones where we have already responded or made corrections (The filter)

      • MikeMike commented  ·   ·  Flag as inappropriate

        Excel surveys is live...but misses the mark with fewer survey options.

      • Josh NichollsJosh Nicholls commented  ·   ·  Flag as inappropriate

        I definitely feel the "live data" is crucial. Especially for on going forms where users are entering data and you want an up to date view of responses.

      • Miguel GuhlinMiguel Guhlin commented  ·   ·  Flag as inappropriate

        NOT TRUE RIGHT NOW:
        1) People fill out an MS Form to submit their trouble ticket.
        2) Technicians view the Excel version of the spreadsheet, using the Edit link provided for the Excel sheet. They update each job as they finish it.
        3) People who requested help use the View link to the Excel sheet to see the status of their request.

        WHY IT IS NOT TRUE

        The problem with Forms right now is the excel file isn't live, so you cant share with others or embed a live version (like is created in Google Drive). You can only download the results for snapshot-in-time viewing. So to make your situation true, I would think there would need to be an additional spreadsheet that is shared and embedded. That would require someone to manually download the Forms spreadsheet and add the info to the shared sheet. Lots of extra steps.

        I am hoping that there will eventually be live results that live in a spreadsheet because that is the number one request I hear!

      • Anonymous commented  ·   ·  Flag as inappropriate

        It would be really helpful to be able to save and work wtih the responses in a live OneDrive document rather than downloading a file. For example, I use this for tracking textbook requests. It would be great for me to have a life OneDrive file that all results feed into where I can add columns on the back end (such as "status" or "date request filled" and fill them in). Currently I have to download and then copy/paste data into a separate standalone spreadsheet to keep track of it.

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