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Microsoft 365 Insider Blog
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Sync Microsoft Forms data to Excel for the web

Linda_C's avatar
Linda_C
Icon for Microsoft rankMicrosoft
Aug 25, 2024

(Originally published on January 29, 2024 by Ruoying Liang)

 

Hi, Microsoft 365 Insiders! My name is Ruoying Liang and I’m a Product Manager on the Forms team. I’m excited to share that you can now sync data gathered using Microsoft Forms to Excel for the web and take advantage of Excel’s rich functions to analyze and visualize your data.

 

Sync Microsoft Forms data to Excel for the web

 

If you currently use Excel to analyze Forms data, you know that making sure your worksheets have the most current data available can take some extra effort.

 

With this update, Forms doesn’t just export existing data to Excel—it also automatically syncs new responses in real-time. Just keep working on your existing worksheets and be confident that you’re always using the most current data.

 

How it works

  1. Open any existing form or quiz you are currently using to gather data.
  2. To automatically create an Excel worksheet and save it to OneDrive, select Responses > Open results in Excel.

    Open responses in Excel

  3. To analyze and visualize the data in Excel for the web, use the available features to sort and filter information, insert charts, and more.

    Manipulate data in Excel

    New responses will automatically be synced and added to the data set when you open your worksheet in Excel for the web, allowing you to seamlessly continue your existing work.

    New response sync to Excel

NOTE: While you can view your Forms data in Excel on all platforms, new responses will only be automatically synced if you are using Excel for the web.

 

Scenarios to try

Business scenario

The Facilities department of a company uses an Excel worksheet to log every office request filed by employees, and then manually generates a monthly report.

 

To facilitate both request management and reporting as well as ensure data integrity, the Facilities department can use a form to gather requests, and then use Excel to review status throughout the month and create reports at the end of each month.

Education scenario

Middle school teachers utilize online quizzes for in-class tests. After class, they consolidate the results into a worksheet and use Excel data analysis tools to identify students in need of remediation and additional support.

 

Using Forms, a teacher can use the same quiz for multiple classes, combine the results into a single worksheet, and then use Excel to filter, sort, and analyze the data and gain insights.

 

Availability

This feature is rolling out and should be available to all Microsoft 365 subscribers by the end of February.

 

Feedback

If you have any feedback or suggestions, please feel free to contact us:  formsfeedback@microsoft.com

 

Learn about the Microsoft 365 Insider program and sign up for the Microsoft 365 Insider newsletter to get the latest information about Insider features in your inbox once a month!

Updated Aug 25, 2024
Version 3.0
Excel
Forms
web
  • mharder790's avatar
    mharder790
    Copper Contributor
    Oct 03, 2024

    How do you suggest forcing this sync to happen without manually opening every file?

  • Paul__M_'s avatar
    Paul__M_
    Brass Contributor
    Oct 11, 2024

    Where can we learn more about how this functions on the backend? How much can I edit the spreadsheet to track other information about each submission before I break the form sync?

  • raDavid1595's avatar
    raDavid1595
    Copper Contributor
    Nov 03, 2024

    Thank you for the improvement in syncing with Forms, but I have a question about the logic behind limiting automatic syncing only to when the workbook is opened in Excel for the web. Currently, anyone working primarily in the desktop or mobile versions of Excel has to deal with data that doesn’t update in real-time—this is a downgrade from the previous version, where syncing worked seamlessly without needing to open the file manually. Is there any plan to extend automatic syncing to also work in the other versions of Excel?
    Linda_C 

  • DouglasLongiotti's avatar
    DouglasLongiotti
    Copper Contributor
    Oct 24, 2024

    I do not see a response yet to @mharder790,

     I have been using Microsoft Forms to collect survey data each month and like the automatic workbook update. I never have to open the Excel file as I import it into Power BI. When I see the file is updated automatically I refresh the PBI model, or set up automatic refresh by time. Now this functionality is gone, a new  step has to be added to manually open the workbook for the survey data to sync. This seems like a step backwards. Any thoughts on solutions?

  • remasv's avatar
    remasv
    Copper Contributor
    Nov 25, 2024

    The recent update requiring manual opening of Excel for the web to sync Microsoft Forms responses has significantly impacted the efficiency of workflows reliant on this integration. Previously, the automatic syncing feature enabled seamless updates to Excel files, allowing users to refresh their Power BI datasets effortlessly.

    This change adds unnecessary manual steps, particularly for users who manage large-scale surveys or rely on real-time analytics. The convenience of automatic syncing was a key feature that streamlined processes, saving time and ensuring data accuracy for dynamic reporting.

    While I understand the intention to improve reliability, this new requirement feels like a step backward for automation. I kindly request Microsoft to reconsider reinstating the automatic syncing feature or provide an alternative that balances reliability with ease of use.

    Thank you for your attention to this matter.