How to Use New Modern Microsoft Lists Forms Experience in SharePoint

Ketan Sathavara
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Introduction

In a previous article, we explored how to format views in SharePoint Lists. In this guide, we’ll take things a step further by diving into the new forms experience in Microsoft Lists within SharePoint.

This new feature simplifies the way forms are created and customized, making data collection more efficient and user-friendly. Previously, building forms required multiple steps and tools. Now, SharePoint allows you to design forms directly within your list—complete with customization options, themes, and easy sharing capabilities.

Key Features of the New Forms Experience

1. Customizable Forms

You can fully tailor your forms by choosing which fields to display. This allows you to create focused, user-specific forms without unnecessary clutter.

2. Themes and UI Enhancements

Forms can now be styled using built-in themes. These options help align the form’s appearance with your organization’s branding, making them more visually appealing and consistent.

3. Preview and Share

Before publishing, you can preview your form to ensure everything looks correct. Once ready, you can generate a shareable link and distribute it بسهولة within your organization.

Steps to Create and Customize Forms

Step 1: Log in to SharePoint

Navigate to the site where your list is located.

Step 2: Access List Settings

Go to Site Contents.
Select and open the list you want to work with.

Step 3: Open the Forms Menu

On the top command bar, click Forms.

From the dropdown, select New Form.

Step 4: Customize the Form

Show or Hide Fields

Toggle fields on or off depending on what information you want users to provide.
This helps simplify the form and improve usability.

Adjust Themes

Choose from available themes to modify colors and overall design.
Apply branding elements for a consistent look.

Additional Settings

Add descriptions to fields for better clarity.
Adjust text size, alignment, and layout as needed.

Step 5: Preview the Form

Click Preview to see how your form will appear to users.

Check for formatting issues, missing fields, or errors before publishing.

Step 6: Save and Share the Form

Click Save once you’re satisfied.
Use the Copy Link option to share the form with users for submissions.

Filled the Details & Submit

Submit Response

Save the Details in the list

Advantages and Disadvantages

Advantages

User-Friendly: Clean and modern interface that’s easy to use
Highly Customizable: Control field visibility and appearance
Seamless Integration: Data is automatically stored in SharePoint lists
Easy Sharing: Quickly distribute forms using a link

Disadvantages

Limited External Access: Sharing is mostly restricted to internal users unless external access is enabled
Fewer Advanced Features: Lacks some capabilities like complex branching found in Microsoft Forms

Conclusion

The new forms experience in Microsoft Lists significantly improves how you collect and manage data in SharePoint. With features like field customization, theming, preview options, and simple sharing, it streamlines the entire process.

Whether you're tracking projects, gathering feedback, or managing internal requests, this feature helps you build efficient, user-friendly forms with minimal effort.