SharePoint - Creating a Form in SharePoint

This guide is intended for people who want to create Forms within their SharePoint for their department to collaborate on and collect responses in one place. 

If you’re creating a Form directly in SharePoint, follow these steps: 

1. In MyApps, click SharePoint. 

2. Navigate to your SharePoint site, either through your Frequent Sites, Favorites, or searching for the site name. 

3. In your SharePoint site’s Home Page, click “+ New” in the top ribbon. 

4. Click “Lists Form”. 

• This will open a new page with a Forms edit window. 

5. Type in the title of your Form. 

• Keep “Show list in site navigation” checked. 

6. Click “Create”. 

• This will open a new Forms edit window. 

7. Fill in your form as needed. 

• There will be several different types of fields available. Choose what fits best for your form. 

8. Once all fields are created, on the right-side panel: 

   1. Under “Show or hide fields”, make sure “Select All” is checked. This will ensure all fields show up when the Form is sent out. 

   2. Under “Theme”, you can change the color of the background. 

   3. Under “Settings”, toggle on “Notify me” and “Accept responses”. 

   4. Further down in “Settings”, you can edit the message that pops up when people submit the form. 

9. Once all changes are saved, click “Send form” in the top of the edit window. 

10. Click “Copy link” and paste the link wherever it’s needed. 

 

We do suggest renaming column titles in the List to match the fields in your Forms if they do not match already. To do so: 

1. Click the column title. 

2. In the drop-down, open the “Column Settings” drop-down menu. 

3. Click “Rename” and enter the fields’ name and save it. 

• You may have to do this for all fields. 

To edit Forms in SharePoint: 

1. Go to your SharePoint Site and open the Forms’ page within the site. 

2. Click “Forms”. 

3. This will open a new window. Click the form you are editing. 

• We suggest not clicking “Create new form” because it will affect how submissions are collected in the site. 

4. Edit as needed. 

5. When completed, click “Send form” and copy the link again. 

6. Paste the link where needed. 

• Removing fields will not remove past submissions’ fields. 

• Adding fields will add a column in the submission List within SharePoint, and past submissions will have empty fields. 

 

The photo below is what the Form looks like for users submitting the Form. They will not have access to the other submissions or SharePoint site. 

When responses are submitted, the creator of the Form will receive an email similar to the below photo. 

Submissions will appear in a List as shown below. By clicking the listing, you can open a window with just the details from that submissions, also shown below. 

If you would like the entire group with access to the responses to receive an email when responses are submitted, there are a few options. 

• The first option is to set up a rule in your email for incoming messages with a specific subject line to forward to individual email addresses or shared mailboxes. 
• The second option is to PowerAutomate a response chain. 

 

If you need any help with the above response options or creating the Form, send an email to AppSrv@tamuv.edu and we will help you through the steps.