Understanding the Difference Between SharePoint Forms and Microsoft Forms Link to heading
When it comes to collecting information or input from users in the Microsoft ecosystem, two popular tools often come up, SharePoint Forms and Microsoft Forms. While they may sound similar, they serve different purposes and shine in different scenarios. Here’s a quick breakdown of the key differences to help you choose the right tool for your needs.
What Are Microsoft Forms? Link to heading
Microsoft Forms is a lightweight, easy-to-use app designed for quick data collection, such as surveys, quizzes, and polls. It allows users to create forms with simple drag-and-drop functionality and view results in real time.
Common Use Cases:
- Customer feedback surveys
- Employee engagement polls
- Event registrations
- Quizzes for training or education
Key Features:
- User-friendly interface
- Mobile-friendly forms
- Real-time results and analytics
- Easy integration with Excel and Microsoft Teams
What Are SharePoint Forms? Link to heading
SharePoint Forms are typically customized forms connected to SharePoint lists or libraries. These forms are often built using tools like Power Apps or InfoPath (older systems), allowing for more complex logic, automation, and integration with business processes.
Common Use Cases:
- Employee onboarding forms
- IT support request forms
- Expense reimbursement workflows
- Custom data entry linked to document libraries
Key Features:
- Deep integration with SharePoint lists
- Advanced customization with Power Apps
- Workflow automation via Power Automate
- Supports permissions, data validation, and logic
Key Differences at a Glance Link to heading
| Feature | Microsoft Forms | SharePoint Forms |
|---|---|---|
| Ease of Use | Very easy, no setup needed | Moderate to advanced (depending on build) |
| Customization | Basic (themes, question types) | Highly customizable (with Power Apps) |
| Integration | Integrates with Excel, Teams | Integrates with SharePoint, Power Automate |
| Best For | Surveys, quizzes, simple data input | Business processes, custom data collection |
| Automation | Limited | Advanced workflows possible |
When to Use Each Link to heading
- Use Microsoft Forms when you need something fast, simple, and user-friendly for basic data collection.
- Use SharePoint Forms when your form needs to be part of a business process, includes conditional logic, or needs to store data in a SharePoint list for further processing or reporting.
Final Thoughts Link to heading
Both tools are powerful in their own right but are suited for different scenarios. If you’re looking to digitize business processes and connect to back-end systems, SharePoint Forms (with Power Apps) is your best bet. But if you just need a quick poll or feedback form, Microsoft Forms will get the job done with minimal effort.