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How to Collect Multiple Site Records in One Microsoft Forms Submission

Muhammad Talha Oct 16, 2026 869 views

Question details

The user is looking for a way to allow respondents to submit multiple site records or repeating data sections within a single Microsoft Forms submission.

How to Collect Multiple Site Records in One Microsoft Forms Submission

Product: Microsoft Forms
Device & OS: not provided
Scenario: A user needs to collect survey data where a single respondent has multiple entries (like different site records) to submit in one sitting.
Observed behavior: Microsoft Forms treats each completed form as a separate submission and does not natively support repeating sections or multiple record entries in a single response.

Before you start

Before applying these workarounds, verify whether your workflow requires the data to be grouped immediately upon submission or if it can be consolidated later during the reporting phase.

Solution 1Recommended

Combine Multiple Submissions using Power Automate and Excel

Since Microsoft Forms lacks repeating sections, you can instruct users to submit separate forms for each site and use Power Automate to merge them into a single report automatically.

This method bypasses the single-submission limitation by automatically compiling individual form responses into a centralized Excel table as soon as they are submitted.

Instruct users to submit multiple times

Add a note in your Microsoft Form description instructing users to fill out and submit the form separately for each site record.

Create a Power Automate flow

Log into Power Automate and create an Automated Cloud Flow. Select the trigger 'When a new response is submitted' under Microsoft Forms.

Extract form details

Add the 'Get response details' action, selecting your form from the dropdown and inserting the 'Response Id' dynamic content.

Add row to Excel

Add the 'Add a row into a table' action for Excel Online. Map the specific form fields to the corresponding columns in your master Excel file to combine all submissions.

Combine Multiple Submissions using Power Automate and Excel

Automation Complete: Once configured, Power Automate will continuously update your Excel report with every new site record submitted.

Solution 2

Consolidate Exported Data Manually

If you do not want to set up an automated flow, you can manually export all individual form submissions and group them by respondent using a spreadsheet tool.

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Process and Analyze Survey Data Seamlessly with WPS Office

While Microsoft Forms requires workarounds to handle multiple site records, organizing and analyzing your exported survey data is effortless with WPS Office. As a lightweight and free alternative, it fully supports Microsoft Excel files to help you merge submissions seamlessly.

1. Download WPS Office: Visit the official WPS website and download the free WPS Office suite to your device.
2. Open your Form Export: Launch WPS Spreadsheet and open the exported .xlsx data file downloaded from Microsoft Forms.
3. Analyze and Merge Data: Utilize built-in data consolidation tools, filters, and PivotTables to easily group multiple site records by user.

Completely free and lightweight office suite for daily tasksSeamless compatibility with Microsoft Excel (.xlsx) and CSV formatsAdvanced PivotTables and data sorting tools to merge survey responsesFamiliar interface ensures a smooth transition with zero learning curve

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Frequently Asked Questions

Can I use branching in Microsoft Forms to collect multiple records?

No. While branching can direct users to different sections based on their answers, it cannot loop back to allow a user to enter multiple records of the same type within a single submission.

Does Power Automate require premium licensing to combine form responses?

Basic form triggers and Excel connectors in Power Automate are generally included with standard Microsoft 365 business licenses, allowing you to combine responses into a spreadsheet without additional premium fees.

Are there other tools that natively support repeating sections for multiple records?

Yes. If native repeating sections are strictly required, you might consider migrating to advanced tools like Microsoft Power Apps, or dedicated third-party form builders like Jotform and Cognito Forms.

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