Designing a Power Apps app

  • 12 minutes

Before creating a Power Apps solution, consider what you want the app to accomplish. Avoid building an app without a clear objective. While there's no formal design process required, thoughtful planning helps you avoid costly revisions after deployment.

Understanding user needs

Before opening the Power Apps Maker portal, define the user or client needs. A clear understanding of the problem is essential. Ask questions like:

  • What should the app do?
  • Are we replacing or automating an analog process?
  • Is mobile functionality required?
  • Will the app handle hundreds or thousands of data rows?

Avoid duplicating legacy processes without reconsidering their effectiveness. Power Apps allows more efficient, tailored workflows than paper forms or outdated software. For example, instead of typing notes, users might capture a photo. Thinking in terms of capabilities, not replication, leads to better outcomes.

Business requirements

Each app has unique business requirements. Understanding these early supports successful implementation.

Consider:

  • Security, privacy, or compliance requirements
  • Storage or access restrictions for sensitive data
  • Government regulations or organizational policies
  • Authentication and authorization needs

You may not have every answer immediately, but identifying all requirements is key to scoping your project.

Data model

Selecting the appropriate data source depends on business needs:

  • Existing infrastructure – For example, existing SharePoint use may guide your choice.
  • Volume – Large data volumes may require Dataverse or SQL.
  • Multiple sources – Some apps integrate data from more than one system.

Evaluate based on:

  • Business requirements – Different data sources offer different capabilities.
  • Licensing/cost – Premium data sources like Microsoft Dataverse or SQL require a Power Apps Per App or Per User Plan.

User experience (UX)

Canvas apps offer full control over the user experience. While customization is flexible, prioritize simplicity. A good app should be intuitive—users should know what to select and where to go without extensive training.

Performance also matters. High-resolution images and animations can hinder mobile experiences, especially on slower networks. Optimize for speed and clarity.

Key design elements include:

  • Custom branding (logos, colors, fonts)
  • Pop-ups to confirm user actions
  • Show/hide buttons based on user permissions
  • Confirmation prompts to prevent repeated actions

Screenshot of Power Apps app design and the app on a mobile device.

Avoid unnecessary complexity. For example, entering a room temperature manually can be simplified with a slider control. These small adjustments improve user productivity and satisfaction.

User interface (UI)

The user interface is how users interact with app data. Effective UI design ensures efficient and accurate interactions.

Start by creating a mockup:

  • Sketch with Visio, PowerPoint, or paper
  • Use a blank canvas app to simulate the layout

Early mockups help validate design decisions. Power Apps mockups also build familiarity with controls and layout tools. If approved, elements from the prototype can be reused in the final app, saving time.

Two additional considerations:

  • Accessibility – Ensure your design supports users with vision, hearing, or motor impairments. Power Apps offers built-in support for accessible design.
  • Localization – Account for numeric and language differences in global apps. For instance, decimal symbols vary by region.

Planning with accessibility and localization in mind ensures broader usability and reduces the need for future redesigns.