How to Create a Data Entry Form in Microsoft Power Apps - A Tutorial

Aug 14, 2023

How to Create a Data Entry Form in Microsoft Power Apps - A Tutorial

Watch How to Create a Data Entry Form in Microsoft Power Apps - A Tutorial to learn all about data entry forms. We will go over how to access Power Apps. Then we will talk about what a data source is and how to connect to one through Power Apps. We will review what a form and a gallery are. Then finally, we will show you how to modify data by editing, adding, and deleting records in the existing data set. This is a great video to learn how to create a data entry form in Microsoft Power Apps.

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⌚ Time Stamps:
00:00 - Introduction to How to Create a Data Entry Form in Microsoft Power Apps - A Tutorial
00:26 - How to Access Microsoft Power Apps
01:09 - Reviewing the Microsoft Excel Data Source
02:23 - Creating a Data Connection in Microsoft Power Apps
07:29 - Connecting a Form and a Gallery in Microsoft Power Apps
08:28 - Editing a Record in a Data Form in Microsoft Power Apps
10:32 - Adding a Record in a Data Form in Microsoft Power Apps
16:15 - Deleting a Record in a Data Form in Microsoft Power Apps
17:49 - Conclusion for How to Create a Data Entry Form in Microsoft Power Apps - A Tutorial
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Content

0.15 -> - [Instructor] Hi, and welcome back to myexcelonline.com.

2.61 -> Today, we are going to go over how to use Power Apps

6.39 -> to create a data entry form from scratch.

9.96 -> If you want to learn more about Microsoft Excel and Office,

12.84 -> join our Academy Online course,

15 -> and access more than 1,000 video training tutorials

18.72 -> so that you can advance your level

20.34 -> and get the promotions, pay raises, or new jobs.

23.55 -> The link to join our Academy Online course

25.83 -> is in the description.

27.03 -> So first, let's review how to get to Microsoft Power Apps.

30.3 -> I'm logged into office.com right here,

32.64 -> and if I go up to the App Launcher,

35.28 -> if I've used Power Apps before,

36.84 -> I'll see it in this list right here.

38.97 -> But if I haven't used Power Apps before,

41.19 -> then I can go to All apps and scroll down

44.01 -> to the P's for Power Apps, and click it right here.

47.64 -> Okay, so in order to create an app from scratch,

50.79 -> we're going to wanna pick this first option

52.68 -> right here for Blank app.

54.84 -> So let's click on that,

57.12 -> and we're just gonna start with a blank canvas app,

59.7 -> so I'm going to hit Create.

61.83 -> And what would I like to call my app?

63.93 -> So let's name this app Microsoft365Videos,

69.3 -> and I'm just going to click back here to Office for a sec,

72.54 -> and I'm going to launch Excel.

75.42 -> And if I scroll down,

76.56 -> you can see that I have a spreadsheet

79.17 -> right here called Microsoft365Videos.

82.08 -> I'm going to click on that

83.73 -> so you can see the data source that I'm working with.

86.7 -> Okay, so I've just listed out some of our Office videos

90.75 -> that we have on our YouTube channel,

92.73 -> the category that they fall under,

94.62 -> and a link to that specific video.

97.02 -> So this is the data source

98.19 -> that we're going to be using today

99.54 -> in our sample inside of Power Apps.

102.93 -> And inside my spreadsheet here,

104.16 -> let me show you something really important.

106.89 -> I'm going to highlight all of my data,

110.1 -> and I'm going to go up here to Insert,

112.71 -> and I'm going to click Table,

115.38 -> and I'm going to say yes, my table has headers,

117.93 -> and say, Okay.

119.85 -> And if I go over here to Table Design,

122.88 -> let's change this from Table1 to Videos.

126.51 -> And this table right here

127.59 -> is going to become our data source inside of Power Apps.

131.34 -> So we'll come back to this in a little bit,

133.74 -> but I'm going to close this for now.

136.35 -> And if I go back to Power Apps right here,

139.23 -> now you can see why I've named this Microsoft365Videos.

143.85 -> So let's set this up for a Tablet format,

146.4 -> and just hit Create.

149.55 -> Now you can see that I'm in my blank canvas,

152.43 -> and this is where I'm going to begin building my app.

156.33 -> So the first thing I wanna do inside my app

158.19 -> is I want to connect to my data source

160.77 -> in two different ways.

162.33 -> First, on the left, I wanna have a list

165.09 -> of all the records inside of my spreadsheet,

168.33 -> and that is called a gallery.

170.37 -> And then on the right, I wanna have an edit form

173.85 -> where I can edit those individual records quickly,

176.79 -> and those changes can be reflected back to Excel.

180.48 -> So let's do the gallery first.

183.12 -> If I go up here to Insert,

185.07 -> I can insert a vertical gallery,

188.85 -> and I'm going to be prompted for what data source I want.

193.29 -> So I'm going to go down here to Connectors,

196.53 -> and then I'm going to select Excel Online for Business.

200.88 -> And each one of these

201.81 -> already connects to my Excel spreadsheet,

203.7 -> but I would like to show you how I got these connections.

207.09 -> So click on Add a connection,

209.88 -> and then go to Connect.

212.61 -> And I'm being prompted for a location,

214.68 -> and I'm going to go to OneDrive for Business,

218.55 -> and then I'm going to select OneDrive here.

223.05 -> And then I'm going to be prompted

224.34 -> for where my spreadsheet is,

225.69 -> and I'm going to select the Microsoft365Videos right here.

229.98 -> And now I'm going to be prompted for what table I want.

232.2 -> Remember how we created the Videos table

234.51 -> inside of our spreadsheet?

236.22 -> Let's select that and hit Connect.

239.1 -> This next question is asking me whether or not

242.79 -> I want to generate a unique ID inside of my Excel table.

246.96 -> Now, if you're familiar with database design,

248.55 -> this would be do I want to insert a primary key?

252 -> And what a primary key is is a way to uniquely identify

255.87 -> every row inside of your Excel table.

258.75 -> So picture this, you have two duplicate records

262.08 -> inside of Excel, and for some reason

263.58 -> you want two duplicate records in there.

266.13 -> From a data perspective,

267.69 -> this tool right here that we're going to create

269.91 -> does not have a way to know what row

272.07 -> of those two duplicates should be updated.

275.37 -> So an auto-generated ID will have a unique way

279.33 -> for only the selected row to be updated.

283.35 -> So if you already have a unique identifier inside of Excel,

286.77 -> you can select this option

288.57 -> and then you'll be prompted for which column

290.52 -> inside your Excel table is the unique column.

294.36 -> But in this case,

295.193 -> I'm gonna have an auto-generated ID in my Excel table.

299.52 -> So I'm going to click Connect,

301.71 -> and I can see the data has been pulled

303.63 -> from my Excel spreadsheet.

305.816 -> So let's make this a little bit bigger

308.13 -> maybe to see four records at a time.

311.13 -> So this is our gallery, and if I click on this,

314.04 -> and I look over here, I can see Gallery1 inside my app.

318.51 -> I'm going to click these three dots

320.34 -> and I'm going to rename Gallery1

322.35 -> to something a little more useful.

324.36 -> So let's just call this VideoGallery,

327.42 -> because we are going to refer to this later on.

330.81 -> If you are liking this video,

332.19 -> please give us a thumbs up,

333.42 -> and subscribe to our channel,

335.13 -> and hit the bell button to get notified

336.96 -> when we release our weekly videos.

339.36 -> Okay, the next thing we're going to insert

341.1 -> is the form we talked about.

342.87 -> So if we go up to Insert and go to Edit form,

346.29 -> I'm going to drag this over here

349.29 -> and make it a little bit smaller.

352.41 -> And then I'm going to assign this a data source right here,

356.88 -> and we can use the data source

358.26 -> we've already created called Videos.

361.41 -> And after that, let's go to Edit fields,

365.22 -> and there are no fields that have been selected yet.

367.38 -> So let's go up here to Add fields,

369.45 -> and let's add Category, Link,

372.27 -> and Video Name and click Add.

376.47 -> Now I can see Category, Link,

378.45 -> and if I scroll down, Video Name.

381.15 -> But I want Video Name to be at the top of all of this.

383.64 -> So I'm going to left-click with my mouse button

385.86 -> and hold it down while I drag up.

392.94 -> And then I'm going to scroll up

394.26 -> and click and drag up one more time,

396.69 -> and now my Video Name will be at the top.

400.02 -> So I'm going to X out of here,

402.72 -> and I can see my Video Name,

403.98 -> the Category and the Link, and they're automatically

407.49 -> put into three different columns all the way across.

410.94 -> But this is going to be too short for a video name

413.37 -> and too short for the link.

415.68 -> So over here with columns,

417.54 -> instead of having three columns,

418.98 -> let's change that to one.

421.29 -> And now you can see that my data's been stacked,

424.26 -> and that looks a little bit better.

426.69 -> So let's test this out for a minute, just so you can see

428.91 -> how our changes play out step by step.

431.82 -> I'm going to go up here to Preview the app,

435.57 -> and I can see the category here and the link.

439.86 -> So if I click on this, nothing is happening,

443.55 -> and that's because we have not yet

445.68 -> programmed our form over here.

450.06 -> So let's X out of here and do that.

453.09 -> So if I select my form,

455.7 -> there's a DataSource property up here,

458.52 -> and you can see that that's set to Videos.

461.31 -> That's the name of our data source coming from Excel.

465.06 -> But let's go down here to Item.

469.41 -> And what we would like to populate this with

472.23 -> is whatever we have selected in the gallery.

475.59 -> So if I click over here, and I type VideoGallery,

480.12 -> which you can see down here,

482.4 -> and then I type .selected,

486.24 -> and I'm just going to click on the word selected right here.

490.83 -> And look, this has been populated with Sway

494.85 -> because that's the last one I clicked on.

497.49 -> So if I go back up here to Preview the app,

500.7 -> every time I change my gallery over here,

504.33 -> you can see that my form is now updating.

507.69 -> And that's exactly what I want it to do.

510.66 -> So let's say I come over here and I edit my forms.

514.2 -> If I click on Power Automate, and go back to Forms,

517.71 -> those changes have not yet been saved.

519.93 -> So let's work on that next.

522.24 -> I'm going to X outta here,

524.16 -> and let's rename our form over here.

525.9 -> Instead of Form1, let's go here and rename

530.55 -> and let's call this VideoDetails.

535.05 -> And then let's go up to Insert, and go to a Button.

539.55 -> And I'm going to drag this button down here,

542.79 -> and let's rename this button to btnUpdate.

548.1 -> So that's now the name of my button,

550.2 -> but the text on it still says Button,

551.85 -> and that's meaningless to the user.

553.44 -> So let's go over here, under Text,

556.41 -> and let's just change this to Update.

559.02 -> So now the user will know

560.37 -> when he or she clicks this button,

562.38 -> it will now update the record on the screen.

566.67 -> But we haven't put any code in here yet.

568.38 -> So let's click this, and the OnSelect property up here,

572.67 -> we're gonna have to write some logic here

574.2 -> but it's really simple logic.

576.45 -> So instead of it saying false up here,

578.58 -> let's just type submitform.

582.48 -> If you've ever worked with HTML,

585.18 -> you're kind of familiar with the submit process,

587.34 -> and how you submit a form to get the data

589.38 -> back to the data source.

592.26 -> So in this case, we need one more argument for submitform,

594.997 -> so I'm gonna put a left parenthesis,

597.18 -> and what form am I going to submit?

599.67 -> Well, I'm going to submit the one

600.84 -> we just named VideoDetails.

604.65 -> Close up the parenthesis.

606.66 -> And now let's preview our app.

609.36 -> So let's select Power Apps,

611.88 -> and just put a Z at the end, and hit Update.

616.17 -> It's gone back to the server,

617.34 -> and you can see that Power Apps has been updated.

621 -> So let's take that off, and update it again,

624.39 -> and you can see that our changes go back.

626.97 -> So now we have a functioning update form.

630.81 -> Let's close outta here.

632.67 -> Now when you're dealing with a data source,

634.14 -> usually you have three different functions.

635.82 -> You have an update, you have an add,

637.95 -> and then you have a delete.

639.72 -> So let's look at next how we can add a record

642.87 -> to our record set here.

645.69 -> So now for our add process,

648.09 -> I'm just going to go up to my update button

650.19 -> and do Control + C, Control + V

652.65 -> to copy and paste and move it over here.

657 -> And then I'm going to rename this one to btnAdd,

663.45 -> and make the text over here say Add.

667.08 -> Now if I select that button again,

668.49 -> I can move it a little bit closer.

672.33 -> But before we edit this code up here,

675.3 -> I want to name these individual text boxes

678.63 -> so that they make sense when we're going to be coding.

682.41 -> If I click on here for Video Name, you can see,

686.43 -> if I scroll down, DataCardValue3 is selected.

690.87 -> That's not really helpful to us,

692.91 -> so I'm going to click on these three buttons here

695.04 -> and scroll down to Rename,

699.63 -> and let's call this one VideoName.

707.04 -> And then when I click on the Category box right here,

710.04 -> you can see that's DataCardValue1.

712.23 -> Let's rename that to Category.

717.63 -> And if I click on the link,

720.03 -> I can see that's DataCardValue2.

722.46 -> So let's scroll down and rename that to Link,

727.68 -> and you'll see why in a minute.

729.69 -> And instead of saying SubmitForm,

731.58 -> we're going to use a function called Collect.

734.91 -> And I'm going to put a left parenthesis,

736.86 -> and you can see that the first thing

738.69 -> I'm being prompted for is a collection.

742.02 -> What data source am I putting the data

745.29 -> that I am going to add to the database here?

748.26 -> I'm going to select Videos

750.81 -> because that is the name of the table

753 -> in my Excel spreadsheet

754.47 -> and the name of my connection

756.39 -> where I want the data to finally end up.

759.21 -> So then I'm going to put a comma,

761.79 -> and now I'm being asked for the item.

764.43 -> So this gets a little tricky.

766.74 -> Let's go back to my Excel spreadsheet for a minute.

771.72 -> Video Name with a space in it,

774.21 -> and I'm glad we have a space

775.38 -> because you have to handle spaces

777.39 -> a little bit differently in your code.

780.06 -> So Video Name here, Category, and Link.

783.06 -> Those should be easy to remember.

784.38 -> The only one that's a little bit different

785.97 -> is Video Name has a space right here.

789.6 -> I'm going to close outta there and go back to Power Apps.

793.29 -> So the first thing I wanna do here

794.82 -> is I'm going to use this squiggly bracket

798.96 -> that's right above the square bracket on the keyboard.

802.14 -> I wanna put in here the name of the column

805.89 -> that we just looked at in Excel.

808.992 -> And the first one,

810.06 -> we're going to have to use a single quote

812.16 -> because there's a space in the name of the column.

815.07 -> So I'm going to put Video space Name,

818.94 -> and then close that single quote.

823.17 -> Next time I'm going to put a colon,

825.66 -> and then I'm going to put the name of the text box

830.19 -> in my form, which is VideoName,

834.93 -> and this time I made that all one word.

836.64 -> Hopefully, you can see why.

837.72 -> I think using all one word

839.16 -> is an easier way to code right here.

843.24 -> And then I'm going to put the property, .text.

847.62 -> So that takes care of my first column,

850.08 -> and then I'm going to put a comma,

852.69 -> and next I'm going to put Category,

854.88 -> coming from Excel, colon,

857.43 -> and then Category.text coming from my form.

863.22 -> And then I'm going to put a comma,

865.26 -> and I'm going to put link as my category in Excel,

870.18 -> but I can't leave that L lowercase.

872.52 -> It has to exactly match in case,

875.01 -> so I'm going to capitalize that,

876.6 -> put a colon and then put Link.text.

881.25 -> And then I'm going to close that bracket,

884.4 -> and then close the parenthesis.

886.86 -> So let's look at this for a minute just so you understand.

889.92 -> We are going to collect the data

892.41 -> that we put into this form right here.

895.32 -> We are going to put it into our video's data source,

898.98 -> which is the Videos table inside of Excel.

902.97 -> In the Video Name column in Excel,

905.7 -> we're going to put VideoName, highlighted in blue.

908.16 -> See right here how this is highlighted in blue?

910.68 -> This is that value,

913.38 -> and the .txt is saying I want whatever I typed in here.

918.84 -> And then in the second column, called Category in Excel,

922.71 -> we are going to put Category in green,

924.75 -> which is right here, .text.

929.04 -> And then in the Link column in Excel,

931.44 -> we are going to put the pink box right here, the Link.text.

937.47 -> Always make sure you close up your brackets.

940.92 -> And let's click off of there.

942.27 -> There's no X and there's no warning signs

944.49 -> so our code is most likely right.

947.37 -> So let's preview this again.

949.56 -> I have zz in my video, my category, and my link.

954.45 -> If I hit Add, and I scroll down,

958.29 -> I can see my zz record has,

960.09 -> in fact, been entered right here.

963.06 -> So let's go back and look at our Excel spreadsheet.

966.45 -> And you can see that this row right here

969.66 -> has been added from our app.

972.33 -> So I'm going to close out of there

973.71 -> and go back to Power Apps.

976.08 -> So now let's work on our delete functionality.

980.94 -> Again, let's just highlight one of our buttons,

983.94 -> Control + C, Control + V to copy and paste

986.88 -> and move this one over here.

988.62 -> We'll call this button btnDelete.

993.289 -> And over here in the text, let's just type Delete.

996.78 -> So for the Delete button,

998.64 -> let's highlight all of this and delete it.

1001.52 -> And we're going to use a function called remove

1004.79 -> with a left parenthesis,

1007.01 -> and we're going to remove it from our collection of videos.

1010.55 -> And then I'm going to do a comma,

1012.77 -> and then I'm gonna type in VideoGallery.selected,

1017.6 -> and end my parenthesis.

1019.43 -> So what this says is that I'm going to remove

1022.07 -> from the collection of videos

1023.93 -> whatever I have selected in here,

1026.6 -> which is going to be the same data that's in here.

1029 -> So let's test that out.

1033.14 -> zzz has been selected,

1035.09 -> and we really don't want that one in our data set,

1037.58 -> so I'm going to hit Delete,

1040.7 -> and now I can see that it has disappeared.

1043.4 -> And if I go back to Excel and open up the spreadsheet,

1048.05 -> it's now no longer in here either.

1051.05 -> So I know that my Power Apps app right here

1055.34 -> is, in fact, updating, adding and deleting

1060.14 -> to my Excel spreadsheet.

1062.9 -> This No item to display here,

1064.73 -> just select another one over here

1066.92 -> and you can see that it will change again.

1070.34 -> So hopefully, this gives you a good introduction

1073.01 -> to how you can use a data set

1075.2 -> from scratch in Microsoft Power Apps.

1078.14 -> You can do all the data functions

1080.06 -> that you usually need to do,

1081.59 -> which is updating, adding and deleting records

1084.32 -> from an external data source.

1087.02 -> If you have any questions or comments,

1088.22 -> please leave them below and we'll get back to you.

1090.23 -> As always, thanks for watching

1091.7 -> and see you again next time.

1093.29 -> If you want to learn more about Microsoft Excel and Office,

1096.17 -> join our Academy Online course,

1098.36 -> and access more than 1,000 video training tutorials

1102.05 -> so that you can advance your level

1103.7 -> and get the promotions, pay raises, or new jobs.

1106.88 -> The link to join our Academy Online course

1109.13 -> is in the description.

1110.21 -> - If you like this video, subscribe to our YouTube channel.

1113.45 -> And if you're really serious

1114.68 -> about advancing your Microsoft Excel skills

1118.07 -> so you can stand out from the crowd,

1119.81 -> and get the jobs, promotion, and pay rises

1122.69 -> that you deserve, then click up here

1125.45 -> and join our Academy Online course today.

1128.953 -> (upbeat music)

Source: https://www.youtube.com/watch?v=ain4-sHf82g