Syncing microsoft forms responses to password protected excel file

Question

Hi,

I have created a Microsoft form which syncs to an excel sheet but when I password protect the file the responses do not pull through. I would like to keep the excel sheet protected so no one can view it without unprotecting it.

I have tried allowing edit ranges but that only works for protecting the sheet.

I would like to protect the file as there are personal information on there and do not want people being able to view it in a shared folder.

Is there a way to use power automate to autofill encrypted password when a response is submitted? Or is there any other way of the responses to sync to a protected excel file etc amending permissions on excel?

Thanks,

Faith

Answer 1

Dear Faith,

Thanks for writing back to us and we apologize to convey that it’s not possible to setup the Form responses to be synced with the responses Excel workbook when the responses workbook is encrypted with the password.

I agree with you having the ability to encrypt the synced responses Excel workbook and keep it sync with responses of the Form will benefit the users and I suggest you to add your valuable idea as a feedback in the Microsoft Forms · Community which is the best place to share our ideas and improve the Microsoft Products.

Once again apologies for feature limits and appreciate your understanding. Have a great day!!

Best Regards,
Sophia

Answer 2

Hi Sophia,

Thanks for your reply!!

The form is basically shared to the team for them to submit responses and we would like to keep record of it in the excel sheet.

So there is no way for the form responses to still sync into the excel workbook while it has a encrypted password?

My team basically has access to the sheet and would like to see the updated responses pulled through regularly, however it contains personal information.

I am happy to have the form shared it would just be the excel sheet that is connected I would like protecting.

Thanks,

Faith

Answer 3

Dear Faith,

Good day!!

Apologies for the inconvenience caused and please don’t worry, let’s work together on your concern and move towards a resolution path.

I understand your concern and to my knowledge, when you make the changes to the responses Excel workbook, there will be issues with the synced responses Excel workbook and the recommendation is not to make the changes to the synced responses Excel workbook. Moreover, I have also tested with protecting the synced Excel workbook where I encountered the similar behavior.

I agree with you having the ability to make the changes to the synced responses Excel workbook and keep connection with the Form will benefit the users and I suggest you to add your valuable idea as a feedback in the Microsoft Forms · Community which is the best place to share our ideas and improve the Microsoft Products.

Moreover, as a workaround, if the Form is created in the SharePoint Online site and synced responses Excel workbook in the shared Document library, where you want to prevent other users to view the responses Excel workbook, they are two alternative ways:

Alternative 1: Creating the Form in your OneDrive for Business where the responses Excel workbook will be stored in your OneDrive for Business, where other users won’t be able to access it unless you share the file.

Alternative 2: If you don’t want to the Form to be created in your OneDrive for Business, you can try removing the permissions on the responses Excel workbook:

Go to the responses Excel workbook> Right-click> Manage Access> Click on the three dots> Advanced Settings> Stop Inheriting permissions> Grant Access to yourself with the Owner permission> Remove the Site groups and other members having access to the group.

My recommendation is using Alternative 1 because you can share the Form link to responders for submitting and use the responses Excel workbook only to yourself.

Appreciate your patience and understanding. Have a great day!!

Best Regards,

Sophia