How to add a SharePoint list data connection to an InfoPath dropdown list box

Introduction

If you have a SharePoint list and want an InfoPath dropdown list box populated from the list, follow these steps.

Also, if you have tried to use an XML data connection to populate a dropdown list box when using a browser-based InfoPath form with Forms Services and have received an error when submitting, you may want to use a SharePoint list instead.

Steps

• Step 1 - Create or use an existing SharePoint list
• Step 2 - Add a SharePoint list data connection in InfoPath
• Step 3 - Check the dropdown list box values

Step 1 - In SharePoint, use an existing list or create a custom List

(Note: To ensure that users have access to the list when they fill out a form, the custom list is best located under the same SharePoint site as the form library)

Step 2 - In InfoPath 2007, open the drop-down list box properties, select Look up value from an external data source  and click Add:

Select Create a new connection and select Receive data:

Select SharePoint library or list:

Enter the URL location for the SharePoint library:

Select the name of the SharePoint list:

Select the field(s) you want available in the InfoPath list box:

Do not select Store a copy of the data in the form template:

Give the data connection a name (can be the same as the SharePoint list name) and make sure 'Automatically retrieve data when form is opened' is selected:

Click on the icon next to Entries to select the field to display in the dropdown list box:

Select the custom list and then select the Value and Display Name:

 Step 3 - In InfoPath 2007, preview the form and check the dropdown list box values: