Every SharePoint list needs a way to enter data—and that means forms. But “SharePoint forms” can refer to several different things: the default forms built into every list, Microsoft Forms for surveys and responses, or custom Power Apps forms with advanced logic and design.
Understanding when to use each option saves time and frustration. The default list forms work fine for simple data entry. Microsoft Forms excels at collecting responses from people outside your organization. Power Apps forms offer nearly unlimited customization for complex business processes.
This guide breaks down your SharePoint form options and helps you decide which approach fits your needs.
Understanding SharePoint List Forms
Every SharePoint list automatically includes three forms: New, Edit, and View. When someone creates a list item, they see the New form. Editing an existing item opens the Edit form. Viewing item details displays the View form.
These default forms are functional but basic. They display all columns in a single layout, offer limited formatting options, and don’t support complex logic like conditional fields that show or hide based on other selections.
For straightforward lists—tracking equipment, managing simple requests, logging activities—default forms often suffice. The data entry experience isn’t fancy, but it works without any configuration.
You access list forms by creating or editing list items. The form appears as a panel on the right side of the screen in modern SharePoint, keeping you in context with the list view.
Customizing Default SharePoint Forms
Before jumping to Power Apps, explore what’s possible with native SharePoint customization. Modern SharePoint lists support column formatting and form layout adjustments that improve the user experience without requiring separate apps.
Column formatting uses JSON to change how individual columns display. You can add icons, change colors based on values, create progress bars, or format dates more readably. This formatting applies throughout the list, including in forms.
Form layout customization lets you rearrange how columns appear on forms, group related fields into sections, and add headers for visual organization. Access this through list settings by selecting “Edit form” and choosing to configure the layout.
You can also hide columns from forms while keeping them in the list—useful for calculated fields, system fields, or information users shouldn’t edit directly.
These customizations handle many common needs: grouping address fields together, highlighting required fields, hiding internal tracking columns from end users. They’re simpler than building custom forms and maintain the standard SharePoint experience.
SharePoint Forms vs. Microsoft Forms
Microsoft Forms is a separate product that often gets confused with SharePoint list forms. They serve different purposes.
Microsoft Forms creates standalone surveys, quizzes, and polls. Responses collect into Forms itself (or can flow to SharePoint via Power Automate). Forms works well for gathering information from people who don’t have access to your SharePoint environment—customer feedback, event registrations, external applications.
SharePoint list forms are the data entry interface for SharePoint lists. They’re designed for users within your organization who are adding or editing structured data stored in SharePoint.
Choose Microsoft Forms when you need to collect responses from anonymous users or external audiences, create simple surveys with basic question types, or build quick polls without complex logic. The interface is friendly for non-technical creators and respondents.
Choose SharePoint list forms when the data belongs in a SharePoint list for ongoing management, workflows, or integration with other SharePoint content. If you’re building a request system, approval process, or any scenario where data lives and is managed in SharePoint, list forms are the starting point.
You can connect Microsoft Forms to SharePoint using Power Automate. When someone submits a form response, a flow creates a corresponding SharePoint list item. This bridges the ease of Microsoft Forms with the data management capabilities of SharePoint lists.
When to Use Power Apps for SharePoint Forms
Power Apps transforms what’s possible with SharePoint forms. Instead of the basic panel interface, Power Apps lets you build custom forms with your own layout, conditional logic, validation rules, and visual design.
Consider Power Apps forms when you need:
Conditional fields. Show or hide fields based on other selections. If someone chooses “Other” from a dropdown, display a text field for details. If a request exceeds a threshold, require additional approvals.
Multi-step forms. Break long forms into logical sections that users complete step by step, rather than presenting an overwhelming list of fields.
Custom validation. Enforce business rules beyond simple required fields. Ensure dates fall within valid ranges, totals match expected values, or selections are internally consistent.
Improved user experience. Design forms that look polished and guide users through data entry with clear labels, helpful text, and logical flow.
Integration with other data. Pull in data from other SharePoint lists, Dataverse, or external sources to populate dropdowns, validate entries, or display related information.
Power Apps forms replace the default SharePoint forms entirely. Users still work within SharePoint—they click to create or edit a list item—but the form they see is your Power Apps design rather than the standard interface.
Building a Power Apps Form for SharePoint
Creating a Power Apps form for a SharePoint list starts from the list itself. Open the list, access the Power Apps menu, and choose “Customize forms.” This opens Power Apps Studio with a form already connected to your list.
The default Power Apps form mirrors your SharePoint columns. From here, you customize: rearrange fields, add sections, change controls, implement conditional visibility, and add validation rules.
Conditional visibility uses formulas to show or hide fields. Set a field’s Visible property to a formula like If(Dropdown1.Selected.Value = “Urgent”, true, false) to display it only when needed.
Validation happens through the form’s OnSubmit or individual field OnChange properties. Check conditions and display errors before allowing submission.
Lookup fields can filter based on other selections. If users pick a department, filter a secondary dropdown to show only people in that department.
Once satisfied with your form, publish it to SharePoint. Users now see your custom form when creating or editing list items.
For complex data collection scenarios in project management systems like PIMS, Power Apps forms provide the sophistication needed to capture project information accurately while guiding users through required fields.
Form Routing and Workflows
Forms collect data; workflows act on it. Power Automate connects to SharePoint lists to trigger actions when forms are submitted or items change.
Common form-driven workflows include:
Approval routing. When someone submits a request, Power Automate sends it to the appropriate approver based on request type, amount, or department. The approver receives an email with approve/reject options.
Notifications. Alert team members when new items are created, when assigned items need attention, or when items reach certain statuses.
Data processing. Copy submitted information to other systems, update related records, or generate documents based on form data.
Escalation. If items sit too long without action, automatically escalate to managers or reassign to available team members.
The combination of well-designed forms and thoughtful workflows creates efficient business processes. Users complete forms that guide them through requirements, and automation handles routing, notifications, and downstream actions without manual intervention.
Choosing the Right Form Approach
Match your form approach to your actual needs:
Use default SharePoint forms for simple lists where basic data entry suffices. Internal tracking lists, basic inventories, and straightforward data collection often don’t warrant customization effort.
Use form layout customization when you need better organization without complex logic. Group related fields, improve labeling, and hide unnecessary columns while keeping the standard SharePoint experience.
Use Microsoft Forms for surveys, external data collection, or scenarios where respondents shouldn’t need SharePoint access. Connect responses to SharePoint via Power Automate if needed.
Use Power Apps forms for complex business processes requiring conditional logic, sophisticated validation, or custom user experiences. The investment in building custom forms pays off when forms are used frequently or when data quality matters significantly.
Many organizations use all four approaches across different scenarios. A company-wide satisfaction survey uses Microsoft Forms. Simple department lists use default forms. Critical business processes like project intake or purchase requests use Power Apps forms with workflow automation.
Common Form Mistakes to Avoid
Overcomplicating simple needs. Not every form needs Power Apps. If default forms work, use them. Save custom development for scenarios where it adds real value.
Ignoring mobile users. Test forms on phones and tablets if your users work mobile. Power Apps forms can be designed responsively, but it requires attention during development.
Skipping validation. Forms that accept bad data create downstream problems. Invest in validation rules that catch errors at entry rather than discovering problems later.
Forgetting permissions. Form customization doesn’t override SharePoint permissions. Users still need appropriate access to the underlying list. Ensure your permission model supports your form strategy.
Neglecting user testing. What makes sense to the form builder may confuse actual users. Test with real users before broad rollout and iterate based on feedback.
Making Forms Part of Your Intranet
Forms don’t exist in isolation—they’re part of how your organization captures and manages information. A well-designed modern intranet makes forms discoverable and integrates them into natural workflows.
Surface commonly used forms on relevant intranet pages. The IT service request form belongs on the IT support page. The PTO request form fits on the HR portal. Don’t make people hunt through SharePoint sites to find forms they need regularly.
Consider creating a “forms hub” that catalogs available forms with descriptions and direct links. This helps employees find the right form for their needs and reduces duplicate or misrouted submissions.
Looking for help designing SharePoint forms that actually get used? Connect with our team to discuss your form and workflow requirements.