How to Create a Form in SharePoint List

You’re trying to collect data from your team. Maybe it’s a request form, a status update, or a simple survey. You know the info should live in SharePoint — but figuring out how to actually build that form? That’s where most people hit a wall.

Here’s the good news: SharePoint makes it easier than you think.

Over 200 million people use SharePoint Online and OneDrive for Business every month, and 85% of organizations using SharePoint report improved collaboration and communication. The platform is already built into your workflow — you just need to know how to use it.

This guide walks you through exactly how to create a form in a SharePoint List — step by step, without the fluff. By the time you’re done reading, you’ll know which method to use, how to set it up, and how to automate it.

Let’s get into it.

How to Create a Form in SharePoint List

There are three main ways to create a form in a SharePoint List. Each one fits a different situation. Here’s a quick breakdown before we dive in:

More than 60% of SharePoint users already leverage automation workflows to streamline business processes — so don’t leave that on the table. Let’s start from the ground up.

Method 1: Use the Built-In SharePoint List Form

This is the fastest way. No extra tools needed.

Step 1: Create your SharePoint List

• Navigate to your SharePoint site
• Click New from the site contents page
• Select List, then choose a Blank list (or use a template)
• Give it a clear, descriptive name and hit Create

SharePoint lists are incredibly versatile, supporting various data types — from simple text entries to images and links.

Step 2: Add your columns (fields)

Every column you add becomes a field on your form automatically.

• Click + Add column in the list view
• Choose your column type: text, number, date, choice, yes/no, etc.
• Name the column and configure its settings
• Repeat for all the fields you need

Step 3: Access your default form

By clicking on the + New button or + new item link in the upper left corner of the SharePoint list, you can see the default list form. When a new data column is added to the list, it is automatically added to the form.

That’s it — your form is live. Anyone with access to the list can fill it in.

Step 4: Customize field order and required fields

To reorder how fields display on your list form, navigate to Settings → List Settings, scroll down to the Columns section, and click the Column ordering link. Use the numbered dropdown fields to reorder the columns.

To mark a field as required, scroll down to the Columns section of the List Settings page, click the field you want, and select Yes next to “Require that this column contains information.”

Method 2: Create a New Form via the Forms Button (Microsoft Lists Experience)

The new Forms Experience in SharePoint Lists allows you to create and share forms quickly and easily. With a modern design interface, you can build forms that are not only functional but also visually appealing.

Here’s how to use it:

Step 1: Open your SharePoint List

Navigate to the list you want to build a form for.

Step 2: Click “Forms” in the command bar

Click on Forms on the command bar at the top of the list. Then click New Form in the Forms popup window. The form builder will open — here, you can add or hide fields based on the list schema.

Step 3: Customize your form

• Add or remove fields
• Reorder elements by dragging and dropping
• Apply a theme: use the Customize tab and themes section to select a color scheme and style that aligns with your organizational identity.

Step 4: Share the form

Once your form is ready, generate a shareable link and distribute it to your team or organization. Recipients can fill out the form without accessing the full list.

Step 5: Collect and manage responses

As responses come in, they will appear as new items in your list. You can then use the list’s features to format, automate, and comment on the data.

Method 3: Customize with Power Apps (Advanced)

Want full control over layout, branding, and logic? Power Apps is the answer.

Using Power Apps, you can easily customize a form for a SharePoint list — adding user profile photos, read-only fields, and conditionally-visible fields.

Step 1: Open your list and launch Power Apps

In your SharePoint site, browse to the relevant list. From the command bar, select Integrate → Power Apps → Customize forms. The Power Apps studio will load your form onto the canvas.

Step 2: Design your form

• Add custom images, logos, or banners
• Set fields to show/hide based on conditions
• Rearrange the layout to match your workflow
• Add data validation rules

Step 3: Publish back to SharePoint

After you save the app, select Publish to SharePoint. In the dialog box that appears, confirm by selecting Publish to SharePoint. The version of the custom form that appears in SharePoint is the most recently published version.

Step 4: Verify in SharePoint

Head back to your list and click + New — your custom Power Apps form will now appear instead of the default one.

Method 4: Connect Microsoft Forms + Power Automate

Need to collect responses from people outside your organization, or build automated workflows from form submissions? This combo is your best bet.

Microsoft Forms offers an excellent solution when you need straightforward data collection — surveys, feedback, or basic request forms. If you want to store the collected data in SharePoint, you’ll need to leverage Power Automate to create that connection.

Step 1: Create your Microsoft Form

Go to Microsoft Forms, click New Form, add questions, customize the theme, then click Share → Copy the form link.

Step 2: Set up a matching SharePoint List

Create a list with columns that match the form fields. Each question in your form should have a corresponding column in the list.

Step 3: Connect with Power Automate

You can build an automated flow from scratch or use an existing template. Inside the template, populate the “When a new response is submitted” trigger with your form. Then use the same form in the Get response details action. Finally, update the Create item step with the form response data.

Step 4: Test and go live

Submit a test response and verify it appears in your SharePoint list. Once confirmed, your workflow is live.

💡 Pro tip: Companies using SharePoint experience a 15% reduction in time spent on document management tasks — connecting forms to automated workflows compounds those time savings significantly.

Automation Options Worth Knowing

Once your form is collecting data in a SharePoint list, you can layer on powerful automation:

• Approval flows — Automatically route submissions to a manager for review
• Email notifications — Alert stakeholders when new items are added
• Status updates — Auto-update list items when conditions are met
• Conditional logic — Show different fields based on previous answers (available in Power Apps)

More than 60% of SharePoint users already leverage automation workflows — and setting one up takes less time than you’d think.

Conclusion

Creating a form in SharePoint is genuinely one of the most useful things you can do for your team’s workflow. Whether you go with the built-in list form for quick data capture, the new Forms experience for easy sharing, or Power Apps for full customization — the options are there and they’re more accessible than ever.

Here’s a quick recap of what we covered:

• Built-in form: Fastest option, no extra tools needed
• Forms button in Lists: Great for sharing via link without list access
• Power Apps: Full design control and conditional logic
• Microsoft Forms + Power Automate: Best for external audiences and automated workflows

Pick the method that matches your needs, set it up in the next 20 minutes, and start collecting cleaner, more organized data today.