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How to Centralize Microsoft Forms and Excel Data in One System

Ayan Masood Sep 27, 2026 870 views

Question details

The user needs a scalable method to merge data from multiple Microsoft Forms and duplicated Excel workbooks into a single centralized system.

How to Centralize Microsoft Forms and Excel Data in One System

Product: Microsoft Forms and Excel
Device & OS: not provided
Scenario: Designing a unified system to handle data relationships, workflows, permissions, and reporting across multiple data collection points.
Observed behavior: Microsoft Forms and Excel lack an out-of-the-box native feature to seamlessly merge multiple distinct forms into one centralized database system.

Before you start

Map out your required data fields and identify the common unique identifiers across all your forms before attempting to consolidate them into a centralized database.

Solution 1Recommended

Use Microsoft Lists or Dataverse with Power Automate

Create a robust central hub using Microsoft Lists or Dataverse and route all form submissions to it automatically.

Instead of relying on disconnected Excel workbooks, using a central data repository like Microsoft Lists or Dataverse provides structured tables, better permission controls, and unique identifiers.

Set Up a Central Repository

Log in to Microsoft 365 and open Microsoft Lists or Dataverse. Create a new list or table with columns that match the fields required from your various Microsoft Forms.

Create a Power Automate Flow

Open Power Automate and click 'Create' to build an 'Automated cloud flow'. Select 'When a new response is submitted' (Microsoft Forms) as the trigger.

Map Form Data to the Repository

Add the 'Get response details' action. Then, add a new action such as 'Create item' (for SharePoint/Lists) or 'Add a new row' (for Dataverse) and map the dynamic content from your form to the corresponding columns.

Duplicate for Other Forms

Repeat this flow creation process for every Microsoft Form you want to integrate, ensuring all workflows point to the exact same central List or Dataverse table.

Use Microsoft Lists or Dataverse with Power Automate

Scalability Tip: Using Dataverse instead of Excel for your central hub significantly improves scalability and supports complex relational data and advanced reporting in Power BI.

Solution 2

Build a Custom App with Power Apps

Replace individual Microsoft Forms with a unified Power App connected to a single data source.

Centralize Form Data Automatically with WPS Spreadsheet

If you want to avoid setting up complex third-party workflows, you can use WPS Forms integrated directly with WPS Spreadsheet. It allows you to collect data securely and automatically centralizes all responses into a single, manageable spreadsheet for instant reporting.

1. Launch WPS Forms: Open WPS Office on your computer, click on 'Apps' in the sidebar, and select 'WPS Form' to start a new data collection project.
2. Design the Form: Add your required fields, questions, and data validation rules. You can customize the form to capture all necessary relational data from your users.
3. Collect Responses: Click 'Share' or 'Send' to distribute the form link to your team or clients for data entry.
4. View Centralized Spreadsheet: Navigate to the 'Data' or 'Responses' tab within the form dashboard. Click the option to open responses in a spreadsheet, which will automatically generate and continuously update a centralized WPS Spreadsheet with all submitted data.

Automatically synchronizes form submissions into one central spreadsheet without complex workflows.Fully compatible with Microsoft Excel formats (.xlsx and .xls).Seamless management of data relationships, analysis, and team collaboration.Provides built-in PivotTables and charts for instant reporting on consolidated data.

microsoft office alternative - wps office

Frequently Asked Questions

Can I natively link multiple Microsoft Forms to a single Excel workbook?

No, Microsoft Forms does not offer a native button or setting to merge distinct forms into one Excel workbook. You must use a tool like Power Automate to route the submissions from different forms into a single centralized Excel table.

What is the best alternative to Excel for a centralized database in Microsoft 365?

For highly scalable and relational data management, Microsoft Dataverse or Microsoft Lists are recommended over standard Excel workbooks. They handle concurrent users, permissions, and complex workflows much better.

Does automating data centralization with Power Automate require a premium license?

Connecting Microsoft Forms to standard Microsoft Lists or Excel Online is generally included in most standard Microsoft 365 business plans. However, connecting your flows to Microsoft Dataverse typically requires a premium Power Automate license.

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