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How to Download Microsoft Forms Responses Instead of Opening in Excel Online
Question details
The user needs to download Microsoft Forms responses as a local Excel file rather than having them open automatically in Excel Online.
- Product
- Microsoft Forms
- Device & OS
- not provided
- Scenario
- Exporting form data for automated workflow processes (such as UiPath) and analyzing complete data sets locally.
- Observed behavior
- Clicking 'Open in Excel' automatically opens the response workbook in Excel for the web via OneDrive. This interrupts automation exports and sometimes results in missing data columns like 'Total points'.
Ensure you are logged into the Microsoft 365 account associated with the form and have the appropriate owner or collaborator permissions to view and export the responses.
Use the Dropdown Menu to Download a Copy Directly
Bypass the default web view by using the dropdown option to download the Excel file straight to your local drive.
Microsoft recently updated the interface so that clicking the main button opens the workbook in Excel for the web. Using the dropdown menu restores the classic local download behavior, which is essential for automated exports like UiPath.
Open Microsoft Forms in your web browser, select your form, and click on the 'Responses' tab at the top of the page.
Instead of clicking the main 'Open in Excel' button, click the small dropdown arrow located immediately beside it.
Click 'Download a copy' from the menu. The workbook containing your responses will be downloaded to your computer as a local .xlsx file.
Download from Excel for the Web
If the file has already opened in Excel Online, you can easily save a local copy from the web interface.
Analyze Your Form Responses Seamlessly with WPS Office
After downloading your Microsoft Forms responses, you can easily open, edit, and analyze the data using WPS Office. It provides a lightweight, highly compatible, and cost-free alternative to Microsoft Excel, ensuring your workflow remains uninterrupted.
- 1. Download and Install: Download WPS Office for free and install it on your device.
- 2. Open Your Responses: Right-click your downloaded Microsoft Forms .xlsx file and select 'Open with WPS Office'.
- 3. Analyze Your Data: Use WPS Spreadsheet's powerful built-in tools to filter, sort, and analyze your collected form data.
Frequently Asked Questions
Why are some columns like 'Total points' missing in Excel Online?
This issue is often related to syncing delays or preview features currently rolling out in Excel for the web. Downloading a local copy usually bypasses these display bugs and ensures all collected data columns are visible.
Can I revert Microsoft Forms back to the old download behavior by default?
No, Microsoft has rolled out the new Excel Online integration as a standard default behavior for targeted Microsoft 365 users. To download files, you must consistently use the dropdown menu to select 'Download a copy'.
Will downloading a copy resolve issues with my UiPath automation?
Yes. UiPath and similar automation tools often rely on local file paths or specific browser download elements. By choosing 'Download a copy', you restore the standard local file download process, allowing your automation tool to capture and process the .xlsx file correctly.
