Power Automate - Building Flows

Form data to specific Excel cell

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Posted on 12 Oct 2024 16:31:27 by dustinkavanagh

Good day. First off, I'm a beginner level with power automate.

I'm trying to create a flow to do the below process, I have searched tirelessly for this but can't find an answer.

1. Staff fill out a MS form

2. I want to have a pre-filled custom Excel document as a template for the responses from the MS form to go on

3. I want to have specific answers from the form go into specific cells on the Custom pre filled Excel document (understanding it has be set up as a table)

4. Once the data is inputted onto this custom Excel document, I want it to save as a PDF and be emailed

Any guidance on how to do this would be great, particularly getting the form responses into a specific cell on this customized excel document.

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Business Process Flows

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Robu1 1,247 Super User 2025 Season 1 on 13 Oct 2024 at 12:22:12

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Form data to specific Excel cell

You might need a flow to achieve this.

For Excel using Power Automate:

1. Open Power Automate and sign in with your Microsoft account.

2. Create a new flow.

   - Go to My Flows and click on New Flow.

   - Choose Automated—From Blank.

3. Set a trigger:

   - Search for Microsoft Forms and choose. When a new response is submitted.

   - Select your form.

4. Add an action:

   - Search for Microsoft Excel and choose Add a row into a table.

   - Connect to your Excel file and specify the table.

5. Map your form responses to specific cells:

   - Add actions to update cells directly using -Update a row or Add a row and set the values for specific cells.

   - Example: To update cell D6 with the first response and D7 with the second, use multiple Update a row actions, each targeting specific cells and responses.

6. Save your flow: Test it by submitting a form response to see the results in your specified cells.

These steps should help you direct form responses to specific cells.
dustinkavanagh 18 on 12 Oct 2024 at 22:03:00

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Form data to specific Excel cell

thank you Robu1

One part I'm getting stuck on is how to specify a specific cell for the form response to go to. For example, If I want question 1 on my form to go into cell D6, and question 2 to go into D7 ect, is there a way to do that? When I fill out the "add a row into table" It only allows me to specify which column it goes into. Hope that makes sense.
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Robu1 1,247 Super User 2025 Season 1 on 12 Oct 2024 at 19:48:21

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Form data to specific Excel cell

Hi dustinkavanagh ,

Thank you for choosing Microsoft Community.

Step 1: Create the MS Form
Go to Microsoft Forms and create your form with the necessary questions.

Step 2: Set Up the Custom Excel Template
Open Excel and create your custom template.
Format the necessary cells as a table (Insert > Table) and ensure you have headers.
Save this Excel file to OneDrive or SharePoint.

Step 3: Create the Flow in Power Automate
Go to Power Automate and select Create > Automated cloud flow.
Name your flow and choose the trigger When a new response is submitted.
Select your form from the dropdown list.

Step 4: Get Form Responses
Add a new step and choose Get response details.
Select your form and map the Response Id from the dynamic content.

Step 5: Add Responses to Excel
Add another step and choose Add a row into a table.
Configure the following:
Location: Select the location of your Excel file (OneDrive or SharePoint).
Document Library: Choose the document library where your Excel file is stored.
File: Select your Excel file.
Table: Choose the table you created in your Excel file.
Map the form responses to the specific columns in your Excel table.

Step 6: Convert Excel to PDF
Add a new step and choose Convert file.
Select the Excel file and set the target type to PDF.

Step 7: Send the PDF via Email
Add a final step and choose Send an email (V2).
Configure the email details, including the recipient, subject, and body.
Attach the PDF file from the previous step.

Example Flow
Here’s a simplified example of what your flow might look like:

Trigger: When a new response is submitted.

Action: Get response details.

Action: Add a row into a table.

Action: Convert file (Excel to PDF).

Action: Send an email with the PDF attachment.

This should help you automate the process of collecting form responses, populating a custom Excel template, converting it to PDF, and emailing it.

If this fixes the issue, please mark as resolved to help others with find it.

Happy to help
Robu 1

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Form data to specific Excel cell

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