Data Import & Export

How to Automate Excel Inventory Updates from Microsoft Forms

Natalie Taylor Oct 20, 2026 868 views

Question details

The user wants to automatically update an existing Excel inventory sheet whenever employees submit data via Microsoft Forms.

How to Automate Excel Inventory Updates from Microsoft Forms

Product: Microsoft Excel, Microsoft Forms, Power Automate
Device & OS: not provided
Scenario: Managing inventory tracking automatically by capturing employee submissions from a form without requiring manual data entry.
Observed behavior: Currently, form responses need to be manually entered into an Excel inventory sheet, which is time-consuming and prone to human error. The goal is a fully automated sync.

Before you start

Ensure your Excel inventory data is formatted as a Table (Insert > Table) and saved in a cloud location like OneDrive or SharePoint, as Power Automate requires cloud-stored tables to function.

Solution 1Recommended

Create a Power Automate Flow to Sync Forms and Excel

Build an automated workflow that triggers upon a new form submission and updates or adds a row in your Excel table.

Power Automate acts as a bridge between Microsoft Forms and Excel Online. By mapping the form fields to your Excel table columns, you can dynamically adjust inventory quantities or add new items the moment a form is submitted.

Set Up the Flow Trigger

Log into Power Automate, click 'Create' on the left sidebar, and select 'Automated cloud flow'. Name your flow, select 'When a new response is submitted' under Microsoft Forms as the trigger, and click Create.

Retrieve Form Response Details

Select your specific inventory form from the 'Form Id' dropdown. Click 'New step', search for 'Forms', and select 'Get response details'. Map the Form Id again and select 'Response Id' from the dynamic content menu.

Configure the Excel Update Action

Click 'New step', search for 'Excel Online (Business)', and select 'Update a row'. Choose the Location (e.g., OneDrive), Document Library, your specific Excel File, and the Table name.

Map the Unique Identifier and Update Quantities

In the 'Key Column' field, select the column used to identify the item (e.g., Item ID). In 'Key Value', select the corresponding dynamic content from your form response. Finally, map the new quantity or updated data into the appropriate column fields and save the flow.

Create a Power Automate Flow to Sync Forms and Excel

Handling New Inventory Items: If you need to add completely new items rather than updating existing ones, use the 'Add a row into a table' Excel action instead of 'Update a row'.

Free Microsoft Office alternative

Manage Your Inventory Spreadsheets Effortlessly with WPS Office

While automated flows with Microsoft Forms require the Microsoft 365 ecosystem, WPS Office offers a free, highly compatible alternative for all your spreadsheet creation and inventory management needs. It is perfect for users looking for a robust, offline-capable tool to track data without expensive subscriptions.

1. Download and Install: Get WPS Office for free from the official website and install it on your preferred device.
2. Open Your Inventory File: Launch WPS Spreadsheet and open your existing .xlsx inventory files directly without needing conversion.
3. Manage Your Data: Use built-in spreadsheet tools, formulas, and data management features to accurately maintain your inventory offline or synced to your preferred cloud drive.

Fully compatible with Microsoft Excel (.xlsx) formats, ensuring no formatting loss.Lightweight software that runs smoothly on Windows, Mac, Linux, and mobile devices.Familiar user interface for a seamless migration from Microsoft Office.Built-in data validation, conditional formatting, and pivot tables for advanced inventory tracking.

microsoft office alternative - wps office

Frequently Asked Questions

Why isn't Power Automate finding my Excel file?

Power Automate can only access Excel files stored in enterprise cloud locations such as OneDrive for Business or SharePoint. Ensure your file is saved in the cloud and not just on your local hard drive.

Can I update multiple inventory items from a single form submission?

Yes, but it requires an advanced Power Automate setup. You will need to use the 'Apply to each' control to loop through multiple answers or process a JSON array if your form allows multiple item selections.

Why is the 'Update a row' action failing in Power Automate?

This typically happens if your Excel data is not formally formatted as a Table (via Insert > Table in Excel), or if the Key Column and Key Value do not perfectly match an existing row in your spreadsheet.

Does this automation work with the desktop version of Excel?

The automation processes data in the cloud via Excel Online. When you subsequently open the file in the desktop version of Excel, it will sync and display the updated data as long as AutoSave and cloud syncing are enabled.

Excel & Data Problems