Microsoft Forms vs InfoPath: Why It’s Time to Make the Switch

For years, InfoPath was a go-to solution for creating custom forms and automating business workflows across Microsoft environments. However, with Microsoft officially retiring InfoPath, organizations are turning to Microsoft Forms development services for enterprises to modernize those workflows and ensure long-term support. Let’s break down the differences between InfoPath and Microsoft Forms, the downsides of delaying migration, and how to make a smooth, future-proof transition.

Microsoft Forms and InfoPath: A Side-by-Side Comparison

As organizations reassess their form-building tools, many compare Microsoft Forms vs InfoPath to determine the best path forward. While InfoPath was once the standard, Microsoft Forms represents a modern, supported, and easy-to-use solution designed for modern cloud-based workflows.

Support & Longevity

One of the biggest considerations when comparing Microsoft Forms and InfoPath is long-term viability and vendor support.

• InfoPath: No longer being developed, with mainstream support phased out and complete retirement on the horizon.
• Microsoft Forms: Fully supported and actively developed within the Microsoft 365 ecosystem.

Continuing to rely on InfoPath means using software with an expiration date, while Microsoft Forms ensures long-term stability and regular feature enhancements.

Ease of Use

The ability for non-technical users to create and manage forms is critical in a modern, fast-paced workplace.

• InfoPath: Requires more technical knowledge and form configuration, making it less accessible to non-technical users.
• Microsoft Forms: Designed for simplicity, allowing users to build forms quickly with no coding required.

Microsoft Forms empowers users across departments to independently create and deploy forms, freeing up IT resources.

Cloud Integration

Modern tools must integrate easily with cloud-based platforms to support today’s distributed workforces.

• InfoPath: Primarily built for on-premise solutions, with limited modern cloud support.
  
• Microsoft Forms: Seamlessly integrates with Microsoft 365 cloud tools like SharePoint, Teams, Power Automate, and Excel.
  

With Microsoft Forms, businesses gain the agility of real-time access and automated workflows through deep cloud integration.

Collaboration

Collaboration features determine how effectively teams can work together on forms and use the data collected.

• InfoPath: Lacks real-time collaboration capabilities.
  
• Microsoft Forms: Enables real-time response tracking and collaboration across teams via Microsoft 365.
  

Teams using Microsoft Forms benefit from live insights and co-authoring features that are crucial for modern collaboration.

Mobile Compatibility

A mobile-friendly form solution is essential for supporting field staff, remote users, and mobile-first teams.

• InfoPath: Limited mobile optimization and accessibility.
  
• Microsoft Forms: Fully responsive and optimized for mobile devices.
  

Microsoft Forms delivers a consistent and user-friendly experience across smartphones, tablets, and desktops.

Automation and Analytics

Businesses increasingly expect built-in automation and reporting tools to extend the value of data collection.

• InfoPath: Requires custom workflows or integration with deprecated tools like SharePoint Designer.
  
• Microsoft Forms: Easily integrates with Power Automate and Power BI for streamlined workflows and data insights.

Microsoft Forms clearly outpaces InfoPath in usability, scalability, and integration, making it the better choice for businesses preparing for a cloud-first, no-code future.

As this comparison shows, Microsoft Forms offers a streamlined path forward. If you’re looking to rebuild legacy forms, i3solutions specializes in custom Microsoft Forms application development and workflow modernization.

The Downsides of Sticking With InfoPath

While some organizations continue to rely on InfoPath, this aging tool presents growing challenges in a modern, cloud-first workplace. Below are key reasons why holding onto InfoPath risks your systems and productivity.

InfoPath’s Retirement Timeline Is Final

Microsoft has officially announced the deprecation of InfoPath, with no future updates or replacements planned. The tool is currently in extended support, but support will end completely for InfoPath Forms Services in 2026. Continuing to use InfoPath means relying on an unsupported, outdated product that could expose your organization to security risks and compatibility issues in the near future.

Limited Integration With Modern Tools

InfoPath was built for an earlier era of Microsoft Office and SharePoint. Its outdated architecture doesn’t align with today’s Microsoft 365 environment, limiting your ability to integrate with tools like Power Automate, Teams, or Power BI. This restricts your ability to streamline workflows, automate responses, or gain deeper data insights – all features today’s businesses demand.

Lack of Cloud and Mobile Support

Modern organizations need cloud-ready, mobile-friendly solutions to support hybrid workforces and real-time collaboration. InfoPath falls short in this regard, lacking robust mobile support and struggling to perform well in cloud-based environments. This reduces accessibility and impairs user experience across teams.

Higher Maintenance and Security Risks

Using unsupported legacy software like InfoPath increases technical debt and security risks. IT teams must spend more time maintaining workarounds and ensuring compatibility with evolving Microsoft services, often at the expense of innovation and agility.

Are You Ready to Migrate from InfoPath? 

Before making the switch, it’s important to evaluate where you stand. If any of the following apply, it may be time to consider professional migration help:

• You still rely on InfoPath for active workflows or mission-critical forms
  
• Your forms are deeply tied to SharePoint lists, libraries, or approval flows
  
• You experience errors or limitations when editing or publishing forms
  
• You need mobile-friendly access or real-time reporting
  
• You’re preparing a broader move to Microsoft 365 or SharePoint Online
  
• You lack internal resources to rebuild forms in Microsoft Forms or Power Apps
  

If two or more of these sound familiar, you’re not alone. As a software solutions company specializing in Microsoft technologies, i3solutions helps enterprises navigate every stage of this journey. From simple forms to automated workflows, we help teams leave InfoPath behind and unlock the full potential of Microsoft Forms.

The Pros of Upgrading to Microsoft Forms

Switching to Microsoft Forms doesn’t just solve the issues of legacy software, it introduces real advantages that empower your teams to work faster, smarter, and more collaboratively.

User-Friendly, No-Code Experience

Microsoft Forms enables anyone in your organization to create surveys, quizzes, and forms without technical expertise. With its intuitive drag-and-drop interface and AI-powered suggested questions, it’s an ideal solution for non-developers looking to collect and manage information quickly and efficiently.

Seamless Integration With Microsoft 365

Forms is deeply integrated with Microsoft 365 tools like SharePoint, Excel, Power Automate, and Teams. This makes it easy to automate workflows, generate reports, and embed forms into daily workstreams without needing third-party apps or complex configurations.

Real-Time Collaboration and Insights

With Microsoft Forms, users can track responses as they come in, export results directly to Excel, and visualize trends through Power BI dashboards. This supports faster decision-making and enables more agile operations across departments.

Secure and Scalable by Design

Built on Microsoft’s trusted cloud infrastructure, Microsoft Forms includes enterprise-grade security, compliance, and data encryption. This ensures your forms and collected data meet your organization’s requirements while remaining accessible to teams across devices.

Mobile-Optimized for Hybrid Teams

Microsoft Forms is fully responsive and works across all devices – desktop, tablet, and mobile – making it ideal for distributed or on-the-go teams. Whether capturing customer feedback or conducting internal assessments, Forms ensures a seamless experience anywhere, anytime.

Use Case Scenarios: What Microsoft Forms Works Best For

Microsoft Forms isn’t just for simple surveys. It’s a versatile tool that can streamline a wide range of business processes. From collecting employee feedback to automating internal requests, Forms provides a user-friendly way to gather information, trigger workflows, and generate insights. Below are some common use cases where Microsoft Forms excels:

The Role of Experts in Microsoft Forms Migration

Making the move from InfoPath to Microsoft Forms involves switching tools and rethinking how your organization collects and processes data. That’s where a Microsoft systems integrator like i3solutions comes in. Our team provides hands-on guidance throughout every stage of the transition, helping you maximize value and minimize disruption.

Evaluation and Planning Support

i3solutions helps assess your current InfoPath forms, workflows, and dependencies to determine what can be recreated in Microsoft Forms and what may need more advanced Power Platform tools like Power Apps. We develop a custom migration strategy that aligns with your goals and timelines.

Migration and Modernization Services

Migrating from InfoPath involves more than a copy-and-paste approach. i3solutions streamlines the migration process by reconstructing forms, integrating workflows with Power Automate, and ensuring seamless data connections to deliver a modernized solution tailored to your organization’s needs.

Training and Change Management

Adoption is critical to success. i3solutions provides training and documentation for your users and stakeholders, ensuring they understand how to use Microsoft Forms effectively and confidently. We also support change management initiatives to smooth the transition and drive adoption across teams.

Ongoing Optimization and Support

Once the migration is complete, our work doesn’t stop. i3solutions offers ongoing support to monitor performance, adapt workflows, and refine your form-building approach, ensuring your Microsoft Forms solution evolves alongside your business.

Common Migration Pitfalls and How to Avoid Them

Even with a clear goal, migrating away from InfoPath can present unexpected challenges. These are some of the most common issues we help clients identify and overcome:

• Rebuilding Conditional Logic and Rules
  InfoPath forms often contain layered rules, data validation, and dynamic field behavior that isn’t always visible on the surface. These rules don’t directly transfer to Microsoft Forms or Power Automate. We help reconstruct this logic using modern tools, streamlining and optimizing the process along the way rather than simply duplicating what was there before.

• Losing SharePoint and Workflow Connections
  Many InfoPath forms are tightly bound to SharePoint lists, libraries, and legacy workflows. If those connections aren’t carefully mapped and re-established, data integrity and automation can break. We ensure your forms remain securely integrated across Microsoft 365, with updated permissions, alerts, and flows where needed.
  
• Underestimating the Scope of Modernization
  What looks like a simple form on the surface may rely on outdated structures, manual processes, or workarounds that won’t scale in the cloud. Rather than simply recreating legacy forms, we help organizations take a fresh look to align the new solution with current business needs, user expectations, and long-term platform strategy.
  
• User Resistance and Low Adoption
  New tools won’t deliver value unless people use them. When users are suddenly asked to change how they input data or interact with workflows, resistance can slow progress. That’s why we don’t just build forms. We deliver onboarding support, documentation, and change management to ensure confident adoption across teams.
  
• Overlooking Governance, Security, and Compliance
  Legacy InfoPath deployments often lack centralized oversight. Modernizing forms presents an opportunity to implement role-based access, retention policies, and data governance controls aligned with your Microsoft 365 compliance framework. We help clients avoid missteps that could expose data or complicate audits down the line.
  

i3solutions’ migration services are designed to reduce friction and unlock long-term value – not just move forms from point A to B. We modernize your environment while protecting what works, preserving context, and positioning your teams for growth.

Migrate Away From InfoPath With i3solutions

As InfoPath nears its end-of-life, delaying your transition could increase risk and hinder productivity. Microsoft Forms offers a smart, secure, and intuitive alternative that aligns with modern business needs. At i3solutions, we specialize in helping organizations migrate from legacy tools like InfoPath to modern platforms like Microsoft Forms – ensuring minimal disruption, maximum impact, and long-term value. Contact us today to start your migration journey with confidence.