Program a Questionnaire to fill form

Dear @Please Help,

From what you've shared, I understand that people in your office fill out the same paper form many times each day. About 30 forms can pile up daily, which makes it hard to track when each form was filled out and what stage it’s in. You want people to scan a QR code, answer a simple questionnaire, and have the answers go into a digital version of the form. You also want the completed results to be saved in Microsoft Teams so there are no paper stacks.

Below are two options you can choose from: an automatic option and a no‑automation option:

Option A: Automatic using Power Automate

Best if you want “submit once > saved to Teams automatically”.

Step 1: Collect answers using Microsoft Forms

Create a Microsoft Form with one question for each box on your paper form.

Microsoft Forms can generate a QR code for the form, so people can scan it and fill it out on their phone.

Step 2: Save every submission automatically

Every response is stored digitally and includes a record of when it was submitted.

Step 3: Create a “completed form” document (Word/PDF) - Optional

If you still need a document that looks like your original form, Power Automate can run “when a new response is submitted” and read the details. Then take those answers and populate the Word template (put answers into the right placeholders)

This is usually easier than trying to auto-fill a scanned PDF.

Step 4: Store everything in Microsoft Teams

The finished document can be saved into the Team’s files (Teams files are stored in the connected SharePoint site).

Note: If you need step‑by‑step help building the Power Automate flow, the best place to ask is the Power Platform Forum, since it’s focused on flow design and configuration.

Option B: No‑Automate (Manual) using Excel + Word Mail Merge

If you’re okay doing a manual step once a day (or a few times a day).

Step 1: Collect responses in Forms

People scan QR > fill out the Form > submit.

Step 2: Get the responses in Excel

In Forms, go to Responses > Open in Excel.

Microsoft will store the workbook in OneDrive or SharePoint, and it can keep syncing updates when you reopen it (depending on setup)

Step 3: Use Word Mail Merge to create the documents

In desktop Word (installed app), go to Mailings > start Mail Merge > select recipients > choose the Excel file > insert fields > finish merge.

Step 4: Save the finished documents into Teams

Save the output files into the Team’s Files area. (Teams files are stored in SharePoint behind the scenes.)

Important limitations: It’s not automatic, someone must run the mail merge. Mail Merge requires the desktop Word app (not Word on the web).

Please understand that the initial response does not always resolve the issue immediately. However, with your help and more detailed information, we can work together to find a solution.

Your detailed response will help us diagnose and investigate the issue more efficiently. If I misunderstood what you’re looking for, feel free to let me know or share a screenshot. I’d be happy to help further!

Thank you for your cooperation. I'm looking forward for your reply.

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Use Microsoft Forms together with Teams and (optionally) Excel and Power Automate to replace the paper forms and automate filing.

A simple end‑to‑end approach:

1. Create the questionnaire in Microsoft Forms
   • Go to Microsoft Forms and sign in.
   • Create a new form and add one question for every box on the paper form (text, choice, date, etc.).
   • This becomes the digital “questionnaire” that users will fill out.
2. Make the form easy to access (QR code)
   • After the form is created, use the “Send”/share options in Forms to get the form URL.
   • Generate a QR code from that URL (for example, using any QR generator your organization allows) and print/post it.
   • Staff scan the QR code and fill the form on their phone or PC.
3. Store responses in Excel (optional but useful)
   • In Forms, open the form and go to the Responses tab.
   • Use the option to open or sync responses in Excel (for work/school accounts, “Forms for Excel” can create the form directly tied to an Excel file in OneDrive or SharePoint).
   • This gives a structured table of all submissions (date/time, who submitted, and each answer), which replaces the stack of paper and helps with tracking.
4. Surface the form and results in Microsoft Teams
   • In the relevant Teams channel, select Add a tab and choose Forms.
   • Add the existing form so people can fill it directly in Teams, or add a tab that shows the responses.
   • This keeps everything in the same Team where colleagues already work.
5. Automatically file completed requests (using Power Automate)
   • From the Forms tab in Teams, there is built‑in guidance to create automated workflows with Power Automate.
   • Use a flow template that triggers when a new response is submitted in Microsoft Forms.
   • In the flow, add actions to:
     • Create or update a row in an Excel file (if using Excel as the data store).
     • Optionally generate a document or PDF (for example, by mapping the answers into a document template if your organization already uses such a pattern).
     • Save that file into a SharePoint document library that is connected to the Team (so it appears under the Files tab in the channel).
6. Use a recurring survey pattern if needed
   • If the form is something that must be filled regularly (e.g., daily checks), in the Teams channel:
     • Click Add a tab → Forms → Create a recurring survey.
     • Choose a template and customize questions in Forms.
     • Use the Set up recurrence section to open Power Automate and follow the steps to send reminders and collect responses on a schedule.

This setup removes paper, timestamps every submission, centralizes data in Excel/Forms, and stores completed items in Teams/SharePoint. The PDF‑population step itself is not covered directly in the context, but storing structured responses and generated documents in Teams via Forms + Power Automate is the supported pattern.

References:

• Create a form with Microsoft Forms
• Create forms quickly with the Microsoft 365 Copilot app
• Survey your team to check in and stay connected
• Welcome to Microsoft Forms