Add SharePoint Forms to Microsoft Teams with Ultimate Forms

Why Combine Teams, SharePoint & Ultimate Forms?

Microsoft Teams has evolved into the central hub for modern workplace collaboration. From messaging and meetings to document management, Teams integrates deeply with Microsoft 365 tools—particularly SharePoint Online. Every time a new Team is created, it automatically provisions its own SharePoint site, where files, lists, and content are stored. This makes Teams an ideal interface not only for communication but also for business process automation.

One of the most powerful ways to extend this integration is by embedding SharePoint forms directly into Microsoft Teams. When paired with Infowise Ultimate Forms, this approach allows organizations to build, manage, and automate advanced form-based business processes—without switching between platforms or relying on Power Apps or Power Automate.

Let’s explore how you can add and manage forms within Teams, the benefits of doing so, and how Ultimate Forms can transform the way your Teams users interact with data.

The Power of Integrating SharePoint and Teams

Teams as the Collaboration Hub

Microsoft Teams brings people, conversations, and files together in one place. It’s where most daily communication happens—through chat, video calls, and shared channels. However, when it comes to structured business processes (like approvals, onboarding, expense tracking, or maintenance requests), Teams alone is not enough. That’s where SharePoint comes in.

SharePoint as the Data Layer

Each Team automatically gets a SharePoint site behind it. This site stores documents, lists, and metadata associated with that Team. Lists are especially valuable—they can act as lightweight databases for structured information. When you combine SharePoint lists with Ultimate Forms, you turn those lists into fully functional form-driven solutions with validation, automation, and workflow capabilities.

Why Integrate Forms into Teams?

By embedding Ultimate Forms-powered SharePoint forms directly inside Teams:

• Users stay within the environment they already use daily.

• You reduce friction and improve adoption.

• You simplify access to form-based business processes.

• You enhance visibility, allowing managers to track submissions or KPIs in real time.

Instead of jumping between SharePoint sites, browser tabs, or separate apps, employees can open, complete, and submit forms. All within Teams.

Step-by-Step: Adding a SharePoint Form to Microsoft Teams

The integration process is simple and can be completed in a few minutes. Here’s how to do it.

Step 1: Prepare Your SharePoint List and Form

Start by ensuring you have a SharePoint list configured for your business process (e.g., “Leave Requests,” “Expense Approvals,” “Project Tasks”).
If you use Infowise Ultimate Forms, you can:

• Design your form using drag-and-drop.

• Add column validation, rules, and dynamic permissions.

• Include automated workflows and notifications using Actions and Alerts.

• Or use the AI Form Generation feature to instantly create a professional form layout.

Once your list and form are ready, make sure permissions are set so the intended Teams users can access and submit data.

Step 2: Add the Form to Teams as a Tab

1. Open Microsoft Teams and navigate to the relevant channel in your Team.

2. Click the “+” icon at the top to add a new tab.

3. Choose Infowise Form.

4. In the web part properties, select site and list. Note that you can also enter information into 3rd party application using data connections.

5. Save your selection, and rename the tab to something descriptive (like “Expense Form” or “Project Requests”).

That’s it—your SharePoint form is now embedded in Teams. Users can access, fill out, and submit the form without ever leaving the Teams interface.

Step 3: Add a Rollup or Dashboard View

Forms often work best when paired with data views or dashboards. With Ultimate Forms Rollup and Chart web parts, you can:

• Display data summaries (e.g., all pending approvals).

• Filter by user, department, or date range.

• Create KPI visualizations using charts and graphs.

Add these rollup or chart views to another Teams tab using the same process as above. This gives your users both input (forms) and visibility (data views) directly in Teams.

Extending Functionality with Ultimate Forms Web Parts

Once you’ve embedded a form, you can go much further with Ultimate Forms Modern Web Parts, which bring even richer features into Teams. Here are some examples:

1. Dashboards and Reports

Use the Ultimate Forms Chart web part to create data-driven dashboards showing trends, summaries, or metrics. Visualize approval times, project progress, or resource allocation—all from within Teams.

2. Permissions and Rules

Leverage Dynamic Rules and Permissions to make your forms context-aware. For example, automatically hide columns based on user role, prepopulate department info, or restrict access to certain columns.

3. Alerts and Notifications

Set up Alerts or Actions to notify users or managers automatically when new submissions are made or when action is required. Notifications can be sent via email or Teams chat, ensuring rapid response.

4. Document Automation

Combine forms with the Print component to generate PDFs or Word documents from form submissions. Perfect for contracts, invoices, or reports—right from Teams.

5. Timer-Based Actions

Automate recurring tasks such as reminders, follow-ups, or escalation workflows using Hourly, Daily, Weekly, or Monthly Timer Actions.

Best Practices for Teams + SharePoint Integration

1. Keep Permissions Aligned

Teams and SharePoint permissions are linked through Microsoft 365 Groups. Ensure that members of your Team have appropriate access to the associated SharePoint site and lists. This prevents “access denied” issues when users open forms in Teams.

2. Use Clear Naming Conventions

When adding multiple forms or dashboards to Teams, use intuitive tab names—like “Submit Request,” “Team Dashboard,” or “Approvals Overview.” Clear labels improve navigation and adoption.

3. Design for Responsiveness

Since Teams is used on desktop and mobile, make sure your Ultimate Forms designs are mobile-friendly. Test your forms across devices to confirm layouts adjust smoothly.

4. Optimize Performance

Avoid overloading a single list view with thousands of records. Use filters, rollups, and indexed columns for faster loading and a cleaner experience inside Teams.

5. Provide User Guidance

Consider adding a “Help” tab or section that outlines how to use the embedded forms. Even a short instructional text can significantly improve user confidence and reduce support tickets.

6. Leverage AI Tools

If you use AI Form Generation or AI Rewrite in Ultimate Forms, you can rapidly design new forms or optimize instructions and labels for clarity. This keeps your Teams-integrated forms modern and easy to understand.

Real-World Use Cases

1. HR Onboarding

Create a centralized HR channel in Teams where new hires can fill out onboarding forms, upload documents, and track progress—all built with Ultimate Forms. HR staff can monitor submissions and trigger welcome emails or checklist workflows automatically.

2. Project Management

Embed project intake forms, issue trackers, and dashboards in Teams channels. Use rollups and charts to visualize timelines, task status, and workload distribution—all powered by Ultimate Forms.

3. Helpdesk & IT Requests

Set up an IT Service Desk form in Teams. Staff can log tickets, attach screenshots, and receive automated updates when issues are resolved or escalated.

4. Expense and Travel Requests

With Ultimate Forms’ approval workflows, employees can submit expense claims or travel requests through Teams. Managers receive instant alerts and can approve or reject directly from SharePoint.

5. Compliance and Auditing

Use conditional rules and validation to ensure compliance forms are filled out correctly. Keep all submissions versioned, timestamped, and easily accessible for audits—all from Teams.

Advanced Integration Ideas

If your organization wants to go beyond basic embedding, consider these advanced integrations:

• Combine Teams with Power BI and Ultimate Forms: Create data connections that visualize SharePoint form data in rich BI dashboards.

• Use Adaptive Cards in Teams: Send form-related notifications that allow inline responses within chat threads.

• Automate with Timer or Conditional Actions: Have Ultimate Forms trigger workflows (e.g., reminders, archiving, or report generation) based on set intervals or form conditions.

• Leverage the Template Manager: Replicate entire Teams-integrated solutions across departments or projects in seconds.

Ultimate Forms’ Template Manager makes it possible to clone lists, forms, workflows, and configurations—making deployment across Teams fast and error-free.

Why Ultimate Forms Is the Best Tool for Teams Integration

Unlike Power Apps or Power Automate, Ultimate Forms requires no code, no licensing complexity, and no external connectors. It lives natively inside SharePoint and integrates seamlessly with Microsoft 365 and Teams. Some key benefits include:

• Complete Solution: Build forms, automate workflows, send alerts, print documents, and create dashboards—all within one platform.

• No Additional Subscription: Runs entirely within your Microsoft 365 tenant, minimizing external dependencies.

• Rapid Deployment: Build functional solutions in hours, not weeks.

• Scalable Templates: Easily reuse solutions across multiple Teams or departments.

• End-to-End Integration: Works with SharePoint, Teams, Outlook, and more—ensuring a consistent experience.

With Infowise Ultimate Forms, Microsoft Teams becomes not just a chat and file-sharing space—but a true process automation platform.

Conclusion

Embedding forms into Microsoft Teams brings your business processes directly to where your employees work. When powered by Infowise Ultimate Forms, this integration becomes a powerful way to collect data, automate workflows, and visualize performance—all without leaving Teams.

By leveraging Ultimate Forms’ capabilities—custom layouts, dynamic rules, smart alerts, and dashboards—you can transform Teams channels into full-featured business solutions. Whether it’s HR onboarding, project tracking, or compliance management, you’ll streamline operations while keeping collaboration at the core.