Data Import & Export

How to Merge Microsoft Forms Responses with Existing Excel Data

Tauseeq Magsi Oct 9, 2026 870 views

Question details

The user needs to match incoming Microsoft Forms RSVP responses with an existing dataset of over 400 Excel records to identify nonrespondents and reduce manual entry.

How to Merge Microsoft Forms Responses with Existing Excel Data

Product: Microsoft Excel
Device & OS: not provided
Scenario: Tracking RSVPs by merging live survey responses into a master Excel list.
Observed behavior: Currently requires manual data entry to match respondents to the existing 400+ records and identify who has not yet replied.

Before you start

Ensure your existing Excel data is formatted as a Table (Insert > Table) and saved to OneDrive or SharePoint, as Power Automate requires online tables to dynamically update rows.

Solution 1Recommended

Automate Data Merging Using Microsoft Power Automate

Use Power Automate to build a custom workflow that automatically updates existing Excel rows when a new Microsoft Form response is submitted.

Power Automate can seamlessly transfer Microsoft Forms responses into Excel and match them with your existing rows. Because this requires matching unique identifiers (like an email address) and updating specific rows, you will need to set up a multi-step flow.

Create a New Automated Flow

Log into Microsoft Power Automate, click 'Create', and select 'Automated cloud flow'. Choose 'When a new response is submitted' (Microsoft Forms) as your trigger.

Get Response Details

Add a new step and search for 'Get response details'. Select your RSVP form from the dropdown list and map the Response ID dynamic content.

List Rows Present in a Table

Add an 'Excel Online (Business)' action and select 'List rows present in a table'. Point it to the OneDrive or SharePoint location of your existing 400+ record Excel file.

Add a Condition to Match Records

Insert a 'Condition' step to check if the Email or Name from the Form matches the Email or Name in your Excel table. If yes, add the 'Update a row' Excel action to record their RSVP status.

Automate Data Merging Using Microsoft Power Automate

Need Help with Custom Workflows?: Advanced workflows require specific configurations. For detailed assistance in building this matching logic, it is highly recommended to ask the experts in the Microsoft Power Automate Community: https://powerusers.microsoft.com/t5/Microsoft-Power-Automate/ct-p/MPACommunity

Solution 2

Manually Merge Data Using XLOOKUP or VLOOKUP

If setting up Power Automate is too complex, you can export the Forms responses and use lookup formulas to match RSVPs to your main list.

Free Microsoft Office alternative

Handle Complex Spreadsheets Easily with WPS Office

While Power Automate workflows are tied to the Microsoft ecosystem, WPS Office provides a free, highly compatible alternative for analyzing and manually merging large datasets using advanced Excel formulas.

1. Download and Install WPS Office: Get the free WPS Office suite from the official website and install it on your device.
2. Open Your Excel File: Launch WPS Spreadsheet and open your existing .xlsx file containing the 400+ records and Form responses.
3. Process Your Data: Use built-in functions, PivotTables, and advanced filtering to effortlessly match respondents and manage your data.

Completely free and lightweight Office suite100% compatible with Microsoft Excel (.xlsx) formatsSupports advanced formulas like XLOOKUP and VLOOKUP for seamless data mergingFamiliar user interface requiring zero learning curve

microsoft office alternative - wps office

Frequently Asked Questions

Can I link Microsoft Forms directly to an existing Excel workbook?

Yes, if you start from Excel for the Web and select Insert > Forms > New Form, the form will automatically sync incoming responses directly to a new worksheet within that specific workbook.

How do I easily find nonrespondents in my Excel list?

After merging your form responses with your main list using a VLOOKUP or XLOOKUP formula, simply apply a filter to the response column and uncheck all options except 'Blanks' or 'N/A' (or your designated 'not found' text).

Do I need a premium Power Automate license to update Excel rows?

Updating rows in Excel Online (Business) via Power Automate is included in most standard Microsoft 365 business licenses. Premium licenses are typically only required if you are trying to connect to on-premises data or third-party premium services.

Excel & Data Problems