Data Protection Issues

Does Power Automate Create Hidden Copies of Microsoft Forms Data?

Phi Hung Vo Sep 25, 2026 869 views

Question details

The user needs to know if Power Automate creates and retains unauthorized or hidden duplicate records of Microsoft Forms data when transferring responses to an Excel table.

Does Power Automate Create a Hidden Copy of Microsoft Forms Data?

Product: Microsoft Power Automate and Microsoft Forms
Device & OS: not provided
Scenario: Transferring form responses to an Excel table using automated workflows while ensuring data privacy and compliance.
Observed behavior: Power Automate temporarily processes and stores data required for the workflow service to operate, but it does not create an unnecessary hidden duplicate beyond its documented processing and storage.

Before you start

Ensure you have access to the Power Platform Admin Center and are familiar with your organization's data governance and retention policies.

Solution 1Recommended

Review and Configure Power Platform Data Governance Policies

Verify Microsoft's official data storage and retention configurations to ensure your automated flows meet organizational security requirements.

When a Power Automate flow sends Microsoft Forms responses to an Excel table, the service must temporarily process the payload. While it does not create malicious or unnecessary 'hidden copies,' execution run histories and logs do retain run data for troubleshooting and operational purposes.

Access the Power Platform Admin Center

Log in to your Microsoft 365 admin account and navigate to the Power Platform Admin Center to manage environment-level data policies.

Review Flow Run History

Open your specific Power Automate flow and check the run history. Data passed through the flow, such as form responses, is visible in these diagnostic logs for up to 28 days by default.

Configure Data Loss Prevention (DLP) Policies

Set up DLP policies within the admin center to restrict which connectors can share business data, ensuring Forms data cannot be routed to unauthorized third-party services.

Adjust Data Retention Rules

Consult Microsoft Purview or your internal organizational policies to manage how long Forms data and flow execution logs are kept before they are automatically deleted.

Review and Configure Power Platform Data Governance Policies

Securing Sensitive Data: If you are processing highly sensitive form data, you can enable 'Secure Inputs' and 'Secure Outputs' in the flow action settings to hide the data from the run history logs.

Free Microsoft Office alternative

Looking for a simpler way to manage forms and spreadsheets?

If managing data governance across Power Automate and Microsoft Forms feels overly complex, consider switching to WPS Office. It provides a lightweight, highly compatible, and free alternative to Microsoft Office, allowing you to collect, manage, and analyze data locally or in the cloud without worrying about complicated backend workflows.

1. Download WPS Office: Visit the official WPS website to download and install the free WPS Office suite on your device.
2. Open WPS Spreadsheet: Launch the application and select the Spreadsheet module to start managing your data.
3. Import Excel Data: Open any existing .xlsx files exported from your forms to continue analyzing your data securely and efficiently.

Seamless format compatibility with Microsoft Excel (.xlsx) filesManage spreadsheet data securely without relying on complex automated flowsFree, lightweight, and fast installation for Windows, Mac, and mobile devicesFamiliar user interface with zero learning curve for Office users

microsoft office alternative - wps office

Frequently Asked Questions

How long does Power Automate retain flow run history data?

By default, Microsoft Power Automate retains flow run history, which may include data payloads passed from Microsoft Forms, for 28 days. After this retention period, the logs are automatically permanently deleted.

Can I hide sensitive Microsoft Forms data in Power Automate logs?

Yes. You can enable 'Secure Inputs' and 'Secure Outputs' by clicking the three dots (...) on a flow trigger or action and selecting 'Settings'. This prevents sensitive form responses from being visible in the workflow run history.

Are Microsoft Forms responses automatically saved to Excel without Power Automate?

If you create a form directly from OneDrive for Business, SharePoint Online, or Excel Online, Microsoft Forms automatically creates an associated Excel workbook and syncs the responses to it in real-time, completely bypassing the need for a Power Automate flow.

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