Understanding Dataverse, SharePoint, and Other Connectors in Power Apps

Introduction

Power Apps provides various connectors to integrate and interact with data from multiple sources. The most commonly used connectors are Dataverse, SharePoint, SQL Server, Excel, and third-party services like Salesforce and SAP. Each connector serves different use cases, depending on the complexity and scalability of the app.

This guide will explain Dataverse, SharePoint, and other connectors, their functionalities, use cases, and step-by-step instructions to use them in Power Apps.

1. What are Connectors in Power Apps?

Connectors act as bridges between Power Apps and external or internal data sources. They allow apps to retrieve, update, delete, and interact with data stored in cloud services, databases, and APIs.

1.1 Types of Connectors

Power Apps connectors are categorized into:

Standard Connectors (Available with Microsoft 365 License)
Premium Connectors (Requires a Paid Power Apps Plan)
Custom Connectors (User-defined for APIs and third-party services)

Connector Type	Examples	License Required?
Standard Connectors	SharePoint, OneDrive, Outlook, Excel	No
Premium Connectors	Dataverse, SQL Server, Salesforce, SAP	Yes
Custom Connectors	REST APIs, SOAP, Third-party integrations	Yes

2. Microsoft Dataverse

2.1 What is Dataverse?

Microsoft Dataverse is a cloud-based relational database designed for securely storing and managing structured business data in Power Apps, Power Automate, and Dynamics 365. It is the preferred enterprise-grade data storage solution.

2.2 Key Features of Dataverse

✅ Relational Data Model – Supports tables, relationships, and keys.
✅ Scalable & Secure – Role-based access control and encryption.
✅ Integrates with Power Platform – Works seamlessly with Power Automate, Power BI, and AI Builder.
✅ Supports Business Logic – Use workflows, rules, and formulas for automation.

2.3 Steps to Use Dataverse in Power Apps

Step 1: Enable Dataverse

Open Power Platform Admin Center.
Select Environments > New Environment.
Choose Dataverse Enabled and click Create.

Step 2: Create a Table in Dataverse

Go to Power Apps Studio (make.powerapps.com).
Click Dataverse > Tables > New Table.
Define:
- Table Name (e.g., EmployeeRecords)
- Columns (e.g., Name, Age, Department, Salary)
Click Save.

Step 3: Connect Power Apps to Dataverse

In Power Apps Studio, go to Data.
Click + Add Data.
Select Dataverse > Choose a Table (e.g., EmployeeRecords).
Click Connect.

💡 Tip: Use Forms, Galleries, and Filters to display and modify Dataverse data.

3. SharePoint as a Connector

3.1 What is SharePoint?

SharePoint is a cloud-based document management and collaboration platform that allows organizations to store, share, and manage files and lists. In Power Apps, SharePoint is commonly used to store structured data (lists) and unstructured data (files and documents).

3.2 When to Use SharePoint in Power Apps?

✅ If data is in list format (e.g., Employee List, Task List).
✅ If files/documents need to be stored and retrieved.
✅ If the organization already uses Microsoft 365 (No extra cost).

3.3 Steps to Use SharePoint in Power Apps

Step 1: Prepare SharePoint List

Go to SharePoint Online (sharepoint.com).
Select a Site or create a New Site.
Click New List > Create Custom List.
Add Columns (e.g., Name, Age, Status, AssignedTo).
Save the list.

Step 2: Connect SharePoint to Power Apps

Open Power Apps Studio.
Click Data > + Add Data.
Select SharePoint.
Sign in and choose your SharePoint site.
Select the List to connect (e.g., Employee Tasks).
Click Connect.

Step 3: Display SharePoint Data in Power Apps

Insert a Gallery Control.
Set the Items property to: Gallery1.Items = SharePointListName
Use Forms to add or update SharePoint data.

💡 Tip: Use Power Automate for workflow automation between SharePoint and Power Apps.

4. Other Common Connectors

4.1 SQL Server

✅ Best for: Enterprise-grade database applications
✅ Features: Relational tables, stored procedures, large-scale data
✅ License: Requires Premium Plan

Steps to Connect SQL Server to Power Apps

Click Data > + Add Data.
Select SQL Server.
Enter Server Name, Database Name, Username, Password.
Choose a table and click Connect.

💡 Tip: Use Delegation Functions (e.g., Filter, Sort) to handle large SQL datasets.

4.2 Excel

✅ Best for: Small datasets, quick prototyping
✅ Limitations: Not scalable, lacks relational integrity

Steps to Connect Excel

Store the Excel file in OneDrive or SharePoint.
Click Data > + Add Data.
Select Excel Online.
Choose the table and connect.

💡 Tip: Use Excel Tables (not raw cells) for better integration.

4.3 Microsoft Outlook

✅ Best for: Sending emails, scheduling meetings
✅ Features: Fetching emails, calendar integration

Steps to Use Outlook Connector

Click Data > + Add Data.
Select Office 365 Outlook.
Use Power FX to send emails: Office365Outlook.SendEmail("user@example.com", "Subject", "Message Body")

4.4 Power Automate

✅ Best for: Workflow automation
✅ Features: Triggers, scheduled tasks, approvals

Example: Approve Requests Automatically

In Power Automate, create a New Flow.
Use When an item is created (SharePoint trigger).
Add Approval Step.
Send notifications via Power Apps.

💡 Tip: Combine Power Automate with Dataverse for automated data processing.

5. Choosing the Right Connector

Use Case	Recommended Connector
Enterprise-Grade Database	Dataverse, SQL Server
Collaboration & Document Storage	SharePoint
Basic Data Storage	Excel, OneDrive
Automated Workflows	Power Automate
Email Notifications	Outlook

Conclusion

Understanding Dataverse, SharePoint, and other connectors is essential for building scalable and efficient apps in Power Apps.

Dataverse is best for structured enterprise data.
SharePoint is ideal for lists and document storage.
SQL Server is powerful for large datasets.
Excel, Outlook, and Power Automate provide quick solutions for small-scale automation.

Would you like help in choosing a connector for your project?