SharePoint Document Issues

How to Update Existing Microsoft Lists Items with Forms via Power Automate

Maira Mehtab Sep 20, 2026 868 views

Question details

The user wants to update existing records in Microsoft Lists based on responses submitted through Microsoft Forms instead of creating duplicate items.

Product: Microsoft Lists, Microsoft Forms, Power Automate
Device & OS: not provided
Scenario: Collecting data via Microsoft Forms (e.g., clinic updates) and needing those responses to modify existing corresponding items in a SharePoint or Microsoft List.
Observed behavior: By default, Microsoft Forms natively creates a brand new item in Microsoft Lists for every submission, lacking a built-in feature to update existing records.

Before you start

Ensure you have active licenses for Microsoft Forms, Microsoft Lists, and Power Automate, and verify that your list contains a unique identifier column (like a Clinic ID or Employee Number) to accurately match incoming form responses.

Solution 1Recommended

Use Power Automate to Match and Update Existing List Items

Create a Power Automate cloud flow that triggers upon a form submission, searches for the existing list item using a unique identifier, and applies the updates automatically.

Microsoft Forms does not currently provide a native way to update existing items. To prevent duplicates and modify current data, you must bridge the two applications using a custom Power Automate workflow.

Trigger the Flow

Log into Power Automate, create an 'Automated cloud flow', and select the trigger 'When a new response is submitted'. Select your specific Form from the dropdown menu.

Get Response Details

Add a new action called 'Get response details'. Select your Form ID again and insert the 'Response Id' dynamic content into the corresponding field.

Find the Existing List Item

Add the 'Get items' action for SharePoint. Select your Site Address and List Name. Use an OData Filter Query to match the unique identifier from the form to your list column (e.g., Title eq '[Dynamic Content Clinic Name]').

Update the Item

Add a 'Condition' to check if an item was found. If true, insert the 'Update item' SharePoint action inside the loop. Map the dynamic content fields from your form into the corresponding columns of the list item.

Handle Missing Items: It is highly recommended to add a 'Create item' action in the 'If no' branch of your condition to handle scenarios where the form response does not match any existing list item.

Free Microsoft Office alternative

Manage Your Data Efficiently with WPS Office

While Microsoft Lists and Power Automate handle complex cloud workflows, WPS Spreadsheet provides a powerful, lightweight, and completely free alternative for managing data, creating smart forms, and organizing lists locally or on the cloud with zero learning curve.

1. Open WPS Spreadsheet: Create a new workbook to act as your primary data repository and list tracker.
2. Create a WPS Form: Navigate to the Tools tab and select 'Form' to generate a shareable data collection link tailored to your columns.
3. Collect and Manage Data: Share the form link with your team; responses will automatically populate into your WPS Spreadsheet for easy tracking, sorting, and manual updating.

Fully compatible with Microsoft Excel (.xlsx, .csv) formats.Lightweight software with lightning-fast startup and smooth data handling.Built-in data validation and advanced filtering for effortless list management.Easily collect and merge data using the integrated WPS Form feature.

microsoft office alternative - wps office

Frequently Asked Questions

Can I update a Microsoft List without using Power Automate?

No, native Microsoft Forms integrations only append new items. To update existing entries automatically based on form responses, Power Automate is currently required.

How do I prevent duplicate entries in Microsoft Lists?

You can enforce unique values in the list's column settings. Additionally, in your Power Automate flow, use the 'Get items' action to check if the record exists before deciding whether to update it or create a new one.

What happens if the Form response doesn't match an existing List item?

Your Power Automate flow should include a condition block. If the 'Get items' action returns empty, the flow can be configured to direct to a 'Create item' action instead of the 'Update item' action.

Document & File Issues