SharePoint Custom Forms vs Power Apps: A Comparative Guide

Choosing the best platform for your business process needs can be daunting, especially when there are so many good options. Microsoft has revolutionized the way organizations streamline their processes with powerful platforms like SharePoint and Power Apps. In this blog post, we are going to delve into the key differences between SharePoint Custom Forms and Power Apps and shed some light on when it would be appropriate to use one over the other.

What is SharePoint Custom Form?

SharePoint is a robust and comprehensive collaboration platform that allows businesses to create, manage and share content effectively. A crucial feature of SharePoint is its ability to create custom forms. SharePoint Custom Forms allow users to design, build, and manage web-based forms on their SharePoint site. These forms can be used to capture and manage data within the SharePoint environment. The forms can be customized using SharePoint Designer or third-party tools like InfoPath (please note that Microsoft stopped support for InfoPath in 2021, alternatives can be used).

What is Power Apps?

Power Apps, on the other hand, is a suite in the Microsoft Power Platform that allows users to build custom apps with little to no coding. It's a powerful tool that takes app creation beyond the realms of IT and into the hands of the business user. With Power Apps, you can quickly build apps with a user-friendly interface, connect to various data sources, and even leverage AI capabilities.


SharePoint Custom Forms vs Power Apps: The Differences

Now, let's delve into the key differences between SharePoint Custom Forms and Power Apps.

  1.  Ease of Use: SharePoint Custom Forms require a bit of a learning curve as they involve understanding SharePoint Designer or similar tools. On the other hand, Power Apps offers a more user-friendly interface with drag-and-drop features, making it more accessible for non-developers.
  2. Flexibility & Functionality: While SharePoint Custom Forms are limited to the SharePoint environment, Power Apps offers much broader connectivity to various data sources like SQL Server, Excel, and many other data platforms. Power Apps also provides greater flexibility in terms of design and function.
  3. Scalability: When it comes to scalability, Power Apps has an edge over SharePoint Custom Forms. As your business needs evolve, Power Apps allows for more complex solutions, including incorporating artificial intelligence and other advanced features.
  4. Mobile Compatibility: Power Apps are mobile-ready from the get-go, unlike SharePoint Custom Forms, which may require additional configurations for mobile optimization.


When to Use SharePoint Custom Forms vs Power Apps?

While both tools have their strengths, the choice between SharePoint Custom Forms and Power Apps depends on your specific needs:

- Use SharePoint Custom Forms when you have a straightforward data collection requirement within a SharePoint environment. They are particularly suitable if you want to build simple, web-based forms for SharePoint sites without the need for broader data connectivity.

- Use Power Apps when you need to create more complex, highly customized apps that connect to various data sources. Power Apps is also the way to go if you need a mobile-ready app or if you want to incorporate advanced features like AI. Additionally, Power Apps is a good choice if you're looking to democratize app development within your organization, as it's designed to be accessible to business users as well as developers.


In conclusion, both SharePoint Custom Forms and Power Apps are powerful tools in their own right. The choice between them should be driven by your specific needs and the complexity

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