SharePoint Forms: What They Are & How to Create Them

Quick answer — what are SharePoint forms? SharePoint forms are the interfaces built on top of SharePoint lists and libraries that let people enter, view, and edit structured data. Every list comes with default New, Edit, and Display forms out of the box, and you can go further by customizing them with Power Apps, embedding a Microsoft Form for simple surveys, or using a no-code third-party builder such as Virto Forms Designer for advanced, branded forms.

Whether you need to collect feedback from team members, capture structured input from clients, or standardize an internal request process, SharePoint forms give you a centralized, code-light way to manage information. This 2026 guide brings together everything in one place: what SharePoint forms are, every method for creating one, how they differ from Microsoft Forms and SharePoint lists, ready-to-use templates and examples, and how to extend them with Virto Forms Designer.

What Are SharePoint Forms & When to Use Them

SharePoint forms are customizable interfaces designed for entering, displaying, and editing data within SharePoint lists and libraries. They are the primary way users interact with structured data in the SharePoint environment, and their core purpose is to simplify data collection and streamline business processes without requiring programming expertise.

With SharePoint forms, organizations can collect a wide range of data types, including:

• Short and long-form text responses
• Numerical values and calculations
• Date and time selections
• Multiple-choice options
• File attachments
• User and people information
• Location data

What makes SharePoint forms particularly valuable is how tightly they integrate with business processes. Forms can trigger workflows, send notifications, update related records, and feed reporting dashboards — creating a connected ecosystem where information flows naturally through your organization.

Where SharePoint forms are used

SharePoint lists. Forms let users create, edit, and view list items through structured interfaces — vacation request tracking, expense reports, customer registration, IT help-desk tickets, and event management.

Document libraries. Forms capture and manage metadata for uploaded files — descriptions, categories, tags, author and version details, and document status such as draft, review, or final.

Workflows. Forms initiate and support business processes — approval routing, task assignment, review cycles, and multi-stage decision flows.

What is a SharePoint form library?

A SharePoint form library is a specialized repository for storing and managing XML-based electronic forms. Historically it was used primarily with InfoPath forms. With InfoPath now retired, modern SharePoint solutions rely instead on Power Apps, Microsoft Forms, and SharePoint lists for form-based data collection, offering greater flexibility and cloud integration. Form libraries still bring advantages such as easy versioning, workflow integration with Power Automate, status tracking through metadata, and validation for data integrity.

How to Create a Form in SharePoint — Your Options

SharePoint offers several ways to build a form, from zero-configuration defaults to fully custom applications. The right choice depends on how much customization, automation, and branding you need. Here is a practical overview before we walk through each method.

Fig. 1. Methods for creating forms in SharePoint at a glance.

Standard SharePoint (default list) forms

SharePoint automatically generates default forms for every list and library. There are three: the New Item form (creating entries), the Edit Item form (modifying entries), and the Display form (viewing details). They provide basic validation, support common field types, and can be lightly styled with JSON.

To modify a standard form:

1. Navigate to your SharePoint list.
2. Click Integrate → Power Apps for deep customization, or open List settings.

Pic. 1. Navigating to the “Integrate” section of a SharePoint list.

3. Modify columns under List settings to adjust which fields appear.
4. Use JSON in “Format this column” to style individual fields.

Power Apps (modern customization)

Power Apps has replaced InfoPath as Microsoft’s primary tool for customizing SharePoint list forms. It offers a drag-and-drop designer, advanced conditional logic, rich controls, cross-device support, and connections to external data sources such as Dataverse, SQL, and APIs.

To customize a list form with Power Apps:

1. Navigate to your SharePoint list.
2. Click Integrate → Power Apps → Customize forms.

Pic. 2. Power Apps Studio.

3. Add controls, apply conditional logic, and format fields in Power Apps Studio.
4. Click File → Save → Publish to SharePoint.

JSON formatting & Power Automate

For precise control over appearance without building an app, JSON formatting lets you restyle how fields render. Power Automate complements it by automating what happens after submission — notifications, approvals, database updates, and end-to-end workflows.

To apply JSON formatting:

1. Navigate to your SharePoint list.
2. Select the column to format and click it.
3. Choose “Column settings” and “Format this column”.

Pic. 3. Navigating to “Format this column”.

4. Scroll down to “Advanced mode” and enter your JSON, then save.

Pic. 4. Navigating to “Column Formatting”.

SharePoint Designer (legacy — deprecated)

SharePoint Designer was once popular for customizing forms but is now deprecated: no longer actively developed, limited compatibility with modern SharePoint Online, and slated for full removal. Organizations still using it should migrate to Power Apps for custom forms, Power Automate for workflows, and JSON for basic styling.

Third-party designers (Virto Forms Designer)

When you need advanced, branded forms quickly and without code, a third-party designer is often the fastest route. Virto Forms Designer provides drag-and-drop building, multi-column and tabbed layouts, conditional logic, dependent dropdowns, and direct write-back to SharePoint lists — features that would otherwise require Power Apps development. We cover it in depth later in this guide.

Step-by-Step: Create a Basic SharePoint Form

Most SharePoint forms start with a list. The example below builds a vacation request form, but the same pattern applies to IT tickets, asset tracking, and other structured processes.

Step 1: Create a SharePoint list

1. Navigate to your SharePoint site.
2. Click New → List.

Pic. 5. Creating a new list on a SharePoint site.

3. Choose a blank list or a template, name it (for example, “Vacation Requests”), and click Create.
4. Add columns to structure your data:
   • Employee Name — Person field
   • Start Date and End Date — Date fields
   • Reason — Multiple lines of text
   • Status — Choice (New, Pending Approval, Approved, Rejected)
   • Manager Comments — Multiple lines of text

Pic. 6 & 7. Creating new columns within a SharePoint list.

Step 2: Customize the form with Power Apps (optional but recommended)

1. Open the list and click Integrate → Power Apps → Customize forms.
2. In Power Apps Studio, capture the current user, calculate requested days, and add validation to prevent invalid date ranges (for example, ensuring the end date is not before the start date).
3. Click Save → Publish to SharePoint.

Step 3: Automate approval with Power Automate

1. Navigate to Power Automate.

Pic. 8. Navigating to “Automated cloud flow” on the Power Automate platform.

2. Click Create → Automated cloud flow, then select the “When an item is created” SharePoint trigger.
3. Choose your Vacation Requests list.
4. Add a “Start and wait for an approval” action, assigning the employee’s manager.
5. Add a Condition: if approved, set status to Approved and notify the employee; if rejected, set status to Rejected and notify with the manager’s comments.

SharePoint Forms vs Microsoft Forms vs Lists

Within Microsoft 365 it’s easy to confuse the different form solutions. Here’s how the three most common pieces relate.

Microsoft Forms vs SharePoint forms

Microsoft Forms is a lightweight, survey-oriented tool for quickly building quizzes, polls, and simple data collection. It’s designed for non-technical users, and its data is stored in Microsoft Forms (OneDrive for Business or Group Forms) unless you export or integrate it.

SharePoint forms are tightly integrated with SharePoint lists and libraries and are built for business processes that require structured data and automation. Advanced customization uses Power Apps, and data is stored directly in SharePoint lists as part of your structured data framework.

Fig. 2. Feature comparison: Microsoft Forms vs SharePoint forms.

The two also work well together: you can collect responses in Microsoft Forms and route them into a SharePoint list with Power Automate, combining Forms’ simplicity with SharePoint’s data management. For survey-specific scenarios, see our companion guide on Microsoft Lists and Microsoft’s own Microsoft Forms web part documentation.

SharePoint lists vs SharePoint forms

A helpful analogy: a SharePoint list is the filing cabinet where information is stored, while SharePoint forms are the standardized paperwork people fill out to add files to that cabinet. The list is the structured database of rows and columns; the form is the interface through which users view, enter, and edit that data. Every list automatically includes New, Edit, and Display forms.

Fig. 3. Key differences: SharePoint list vs SharePoint form.

SharePoint Form Templates & Examples

SharePoint forms turn manual processes into streamlined digital workflows. These real-world templates show how organizations apply them — each can be built from a list plus a customized form and, where needed, a Power Automate flow.

Vacation request form

Auto-populated employee info, leave type, a date range with calculated total days, comments, and a manager approval section. Submitting the form notifies the manager; on approval, status updates, HR is alerted, and the team calendar is refreshed.

Equipment registration form

Equipment specs, purchase details, auto-generated asset ID, status tracking, user assignment via people picker, and a photo upload. IT registers each item, assigns it, and tracks the full lifecycle through dashboards.

Customer feedback form

Customer details, product or service selection, satisfaction ratings, open comments, and a follow-up option. Low scores trigger manager alerts, and feedback is categorized for trend analysis.

Access request form

Auto-populated requestor info, resource selection, access level, business justification, and duration. Approvals grant permissions automatically through Power Automate, with all requests logged for compliance.

Event registration form

Attendee details, event and session selection, dietary or accommodation needs, and transport or lodging requirements. Registrants receive automatic confirmations while coordinators see real-time updates.

Incident reporting form

Incident details, classification and severity, description with photo upload, witness information, and immediate actions. Critical incidents trigger urgent alerts and structured investigation records.

The common thread is thoughtful design that balances data-collection needs with a clean user experience. Combined with intelligent workflows, these forms become comprehensive business solutions rather than simple data-entry screens.

Custom & Advanced Forms with Virto Forms Designer

SharePoint forms provide a solid foundation, but organizations frequently need richer design, deeper logic, and better visualization than the standard forms offer. VirtoSoftware’s suite closes that gap without extensive development. Start with the Virto Forms Designer app for Microsoft 365 (also available as a SharePoint Forms Designer web part for on-premises).

Pic. 9. Virto Forms Designer.

Virto Forms Designer

The Virto Forms Designer dramatically expands what’s possible with SharePoint forms, removing many of the limitations that frustrate users of the standard forms.

• Intuitive drag-and-drop interface — no programming required
• Advanced layouts with tabs, sections, and columns
• Conditional logic to show or hide fields based on selections
• Dependent dropdowns that filter options from previous choices
• Enhanced validation rules for better data quality
• Customizable themes that match your brand identity
• Support for multiple content types in a single list

Real-world application. A multinational company can implement Virto Forms Designer to standardize employee onboarding: a multi-section form with conditional logic adapts to department, location, and job type, then automatically triggers notifications to IT, facilities, and security — ensuring consistent data collection across every office.

Virto Alerts & Reminders App

The Virto Alerts & Reminders app tackles one of the most common challenges in form-based processes: making sure the right people respond on time. It sends automated email notifications on submission or change, scheduled reminders based on deadlines or inactivity, targeted alerts by form condition, and escalation paths when deadlines slip.

Pic. 10. Virto Alerts & Reminders App.

Virto Calendar App

The Virto Calendar app bridges form submissions and visual scheduling. It displays form data in a calendar view, overlays multiple sources (SharePoint lists, Outlook, Exchange, Google Calendar), color-codes by field value, and supports approve/reject directly from calendar items — ideal for room-reservation and resource-booking scenarios.

Pic. 11. Example Virto Calendar.

Virto Kanban Board App

The Virto Kanban Board app turns form data into visual workflow management. Submissions appear as cards on customizable boards with drag-and-drop status updates, swimlanes, WIP limits, and Power Automate integration — giving managers an instant overview of every request in progress and where the bottlenecks are.

Pic. 12. Example Kanban Board.

Integrated business solutions

Each product delivers standalone value, but the real power emerges when they work together. Consider a capital-expenditure request process:

1. Managers submit purchase requests via a Virto Forms Designer form with conditional sections based on type and amount.
2. The request lands on the finance team’s Virto Kanban Board in a “New Requests” column.
3. Virto Alerts & Reminders notifies the right approvers based on amount thresholds.
4. Finance moves the request through approval stages on the board.
5. Delivery dates appear automatically on the department’s Virto Calendar, with reminders for upcoming deliveries.

You can install free trial versions of these apps from the VirtoSoftware site, each with a 30-day free trial, or schedule a quick demo call to see them in action.

Common SharePoint Forms Issues & Solutions

Even robust systems have limits. Here are the challenges teams hit most often with SharePoint forms, and how to resolve them.

Fig. 4. SharePoint forms issues and solutions.

A recurring theme: start with the lightest fix that solves the problem — JSON for styling, Power Apps for logic — and reach for third-party tools when native capabilities fall short. Always map your business process before wiring in integrations, and follow the principle of least privilege on permissions.

Where Are SharePoint Forms Stored?

SharePoint does not store forms as separate files — they are intrinsically connected to SharePoint lists. Form submissions are stored as list items, each field maps to a column, and attachments live in a hidden “Attachments” folder linked to the list item.

Fig. 5. Summary: where SharePoint forms are stored.

Because data lives in the list, it inherits SharePoint’s version history, item-level permissions, content approval, retention policies, and metadata management. Deleted list items remain recoverable from the Recycle Bin for 93 days, and exporting to Excel or archiving via Power Automate adds an extra layer of protection.

FAQ

What are SharePoint forms?

Forms built on top of SharePoint lists or libraries to collect and store structured data. You can use the default list form, customize it with Power Apps, or use a third-party forms designer such as Virto Forms Designer.

How do I create a form in SharePoint?

Create or open a list, then customize its form — via the default list form, Power Apps, Microsoft Forms for simple surveys, or a designer app like Virto Forms Designer for advanced custom forms.

What’s the difference between SharePoint forms and Microsoft Forms?

Microsoft Forms is a lightweight survey tool that stores data in Microsoft Forms; SharePoint forms are built for structured business processes and store data directly in SharePoint lists with deeper customization via Power Apps.

Is InfoPath still supported?

No. InfoPath is retired. Modern SharePoint form building uses Power Apps, Microsoft Forms, SharePoint lists, or third-party designers like Virto Forms Designer.

Where are SharePoint form responses stored?

As items in the underlying SharePoint list — each form field maps to a list column, and attachments sit in a hidden Attachments folder linked to the item.

Conclusion

SharePoint forms give you a robust foundation for collecting and managing data across Microsoft 365, but their real potential is unlocked through thoughtful customization and integration. Standard forms cover the basics; Power Apps, Microsoft Forms, JSON, and Power Automate extend them; and third-party solutions add advanced capabilities without custom development.

VirtoSoftware offers a ready-made suite designed to enhance SharePoint forms — bridging out-of-box functionality and custom development. Explore the apps and start a 30-day free trial on the VirtoSoftware site, or dig deeper with our guides to creating a form in SharePoint, Microsoft Lists, and the Virto Forms Designer redesign.

Further reading: Customize a form for a SharePoint list (Microsoft) · What is SharePoint?