MC901820 – Microsoft Forms: New data sync solution for Microsoft Excel for the web in Microsoft SharePoint Online and OneDrive (archived)

Product:

Forms, Microsoft 365 Apps, Microsoft Graph, OneDrive, SharePoint

Platform:

Developer, Online, Web, Windows Desktop, World tenant

Status:

Launched

Change type:

Feature update, User impact

Links:

MC816207

Details:

Summary:
Microsoft Forms will soon introduce a new data sync solution for Excel on the web in SharePoint Online and OneDrive, replacing the old sync method. Rollout starts mid-October 2024 and should complete by mid-November 2024. This feature will be default and requires no admin action before rollout.

Details:
In July 2024, we communicated in MC816207 that Microsoft Forms supports live data sync to Microsoft Excel with more functionality.
Coming soon: A new data sync solution with higher reliability to sync Forms response data to Microsoft Excel for the web. New Forms created from Microsoft OneDrive and Microsoft SharePoint online after this rollout will use the new data sync solution.
[When this will happen:]

General Availability (Worldwide): We will begin rolling out mid-October 2024 and expect to complete by mid-November 2024.

Change Category:
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Scope:
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Release Phase:
General Availability, Preview

Created:
2024-10-01

updated:
2025-01-15

Public Preview Start Date

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Task Type

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Docu to Check

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MS How does it affect me

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MS Preperations

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MS Urgency

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linked item details

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Pictures

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summary for non-techies**

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Direct effects for Operations**

Data Sync Reliability
The new data sync solution may initially lead to confusion among users as the automatic creation of Excel files from Forms responses will no longer occur. Users will need to manually create Excel files after receiving responses, potentially leading to delays in data analysis.
   - roles: Data Analysts, Form Creators
   - references: https://support.microsoft.com/en-us/office/create-a-form-with-microsoft-forms-4ffb64cc-7d5d-402f-b82e-b1d49418fd9d#PickTab=OneDrive_for_work_or_school

User Experience
Users accustomed to the previous automatic sync may experience frustration and a learning curve as they adapt to the new process of manually creating Excel files from Forms results, impacting their workflow efficiency.
   - roles: End Users, Project Managers
   - references: https://support.microsoft.com/en-us/office/create-a-form-with-microsoft-forms-4ffb64cc-7d5d-402f-b82e-b1d49418fd9d#PickTab=OneDrive_for_work_or_school

Integration with Excel Desktop
The new sync solution requires users to open the Excel file in Excel for the web to sync with the desktop app, which may disrupt established workflows and lead to potential data discrepancies if users are unaware of this requirement.
   - roles: Data Analysts, IT Support
   - references: https://support.microsoft.com/en-us/office/create-a-form-with-microsoft-forms-4ffb64cc-7d5d-402f-b82e-b1d49418fd9d#PickTab=OneDrive_for_work_or_school

Configutation Options**

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Opportunities**

Improved Data Management
The new data sync solution allows users to create Excel files from Forms results only after receiving responses, which provides better control over data management and reduces unnecessary clutter in SharePoint and OneDrive. This can lead to a more organized data structure and improve user experience by allowing users to only create files when needed.
   - next-steps: Communicate the new process to users through training sessions and documentation updates. Encourage users to adopt this new workflow to enhance their data management practices.
   - roles: Data Analysts, Project Managers, Team Leaders
   - references: https://support.microsoft.com/en-us/office/create-a-form-with-microsoft-forms-4ffb64cc-7d5d-402f-b82e-b1d49418fd9d#PickTab=OneDrive_for_work_or_school

Enhanced Collaboration
With the introduction of live data sync, multiple users can work on the same Excel file simultaneously, improving collaboration among teams. This feature enhances real-time data sharing and allows for immediate updates, which can significantly boost productivity and teamwork.
   - next-steps: Promote the use of the new sync feature in team meetings and encourage collaborative projects that utilize Forms and Excel. Provide resources on best practices for collaborative work using these tools.
   - roles: Team Members, Project Coordinators, Department Heads
   - references: https://support.microsoft.com/en-us/office/create-a-form-with-microsoft-forms-4ffb64cc-7d5d-402f-b82e-b1d49418fd9d#PickTab=OneDrive_for_work_or_school

Streamlined Reporting Processes
The new sync feature allows for more streamlined reporting as users can generate Excel reports directly from Forms results without the need for pre-creation of files. This can save time and reduce errors in reporting, leading to more accurate data analysis.
   - next-steps: Identify key reporting processes that can benefit from this new feature and create guidelines on how to leverage the sync capability for efficient reporting. Offer training sessions for users responsible for data reporting.
   - roles: Business Analysts, Reporting Specialists, Management
   - references: https://support.microsoft.com/en-us/office/create-a-form-with-microsoft-forms-4ffb64cc-7d5d-402f-b82e-b1d49418fd9d#PickTab=OneDrive_for_work_or_school

Potentional Risks**

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Data Protection**

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IT Security**

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Hypothetical Work Council Statement**

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DPIA Draft**

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explanation for non-techies**

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