Data Cleanup in Microsoft Forms, Formstack, and Qualtrics

Performing an annual audit of data stored in web form applications, such as Microsoft Forms, Formstack, and Qualtrics, is necessary to remain compliant with Ithaca College’s Record Retention and Disposition Policy. These audits help ensure that institutional data is retained only for as long as it serves a defined business, legal, or academic purpose.

For forms that are no longer active or needed for ongoing operations, IT&A recommends exporting and securely storing the associated data in an approved team location, such as Microsoft Teams/SharePoint or Mentor, and then removing the data from the form platform.

Regular data audits and cleanup are important because form tools are often used to collect sensitive or time-bound information, including personal, financial, or academic records. Leaving data in inactive or forgotten forms increases the risk of unauthorized access, data exposure, and non-compliance with institutional and regulatory requirements. Periodic review also helps reduce data sprawl, clarifies ownership and responsibility for stored records, and ensures that form platforms are used efficiently and responsibly across the college.

Audience

This article is intended for faculty and staff.

Platform

Microsoft Forms, Formstack, Qualtrics

Data Cleanup in Microsoft Forms

Microsoft Forms provides a built‑in export mechanism for response data. This is done through Excel, either as a downloaded file or a live workbook stored in OneDrive/SharePoint.

Export responses to Excel

1. Open Microsoft Forms.
2. Select the form you want to export.
3. Select Responses.
4. Select Open in Excel (or Open results in Excel).

Microsoft Forms generates an .xlsx file. It includes one row per submission, one column per question, and timestamps and responder identifiers. The Excel file is stored in OneDrive for personal forms and SharePoint for group‑owned forms.

Download a Static Copy

If you need a one‑time export rather than a live‑updating workbook:

1. Open Microsoft Forms.
2. Select the form you want to export.
3. Select Responses.
4. Select Open in Excel (or Open results in Excel).
5. Select File > Save As > Download a copy.

This produces a static file suitable for CSV conversion, archiving, or importing into other systems.

Export to CSV

Microsoft Forms does not directly export CSV files.

1. Open Microsoft Forms.
2. Select the form you want to export.
3. Select Responses.
4. Select Open in Excel (or Open results in Excel).
5. Select File > Save As > CSV (Comma delimited).

Data Cleanup in Formstack Forms

Formstack allows users with a Standard or Analyst role to export all submission data as a combined PDF, Excel file, or CSV. If you do not have permission to export submissions, submit a support ticket and IT&A will provide the exported data via email.

• Export Submission Data (formstack.com)

After the data has been preserved, the form may be deleted or, if it is expected to be used again in the future, archived.

• Deleting a Form (formstack.com)
• Archiving a Form (formstack.com)

Data Cleanup in Qualtrics

Qualtrics provides several options for exporting survey response data in formats suitable for record retention, reporting, and long-term storage.

• Exporting Response Data (qualtrics.com)
• Exporting a Survey as a QSF (qualtrics.com)

Automated Cleanup Options

Form data can be exported automatically from Microsoft Forms and Formstack using Microsoft PowerAutomate. Once configured, every new form submission automatically triggers a flow, the response data is retrieved in full, each response is written as a new row in an Excel table, and no manual export is required.

This is especially useful when multiple people submit forms continuously, data needs to be reviewed daily or weekly, and you need a consistent dataset for CSV cleanup, reporting, or Power BI.

1. Create a new Excel workbook in OneDrive or SharePoint.
2. Add column headers that match your form questions (e.g., Submission Date, Requester Name, Email, Request Type)
3. Select the header row and choose Insert > Table.
4. Confirm My table has headers
5. Save the Excel workbook.
6. Open Microsoft Power Automate.
7. Select Create > Automated cloud flow.
8. Choose the trigger: Microsoft Forms – When a new response is submitted.
9. Select your Form ID from the dropdown.
10. Add a new action.
11. Select Microsoft Forms – Get response details.
12. Configure:
    1. Form ID: same form as the trigger.
    2. Response Id: select Response Id from dynamic content.
13. Add a new action.
14. Select Excel Online (Business) – Add a row into a table.
15. Configure:
    1. Location: OneDrive or SharePoint.
    2. Document Library: default (if SharePoint).
    3. File: select your Excel workbook.
    4. Table: select the table created earlier.
16. Map each form answer to the corresponding Excel column.

The Excel file must remain in OneDrive or SharePoint. Renaming or deleting the table breaks the flow. Changing form questions requires updating column mappings. Deleting the form stops future triggers, but does not delete existing Excel data.