What is Power Apps and How can I Use It

  • Assim Gupta
  • Sep 8, 2023
  • 15 Min Read
What is Power Apps and how can I use it

Article posted by

Assim Gupta


Assim Gupta is the CEO and Founder of Closeloop, a cutting-edge software development firm that brings bold ideas to life. Assim is a strategic thinker who always asks “WHY are we doing this?” before rolling up his sleeves and digging in. He is data-driven and highly analytical, yet his passion is working with teams to build unexpected, creative solutions that catapult companies forward.

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Microsoft Power Apps has become a go-to platform for developers looking to develop low-code apps quickly and cost-effectively. Notable IT research firms such as Gartner and Forrester recently recognized it as a top low-code application platform; indeed, it alone provides all three components - low/no-code app development, self-service analytics and automation capabilities into one comprehensive package.

Power Apps from Microsoft is another offering available through Office 365 that brings exciting opportunities for creating custom apps, automating processes and increasing efficiency across businesses of any size. At our firm, we frequently talk with individuals or organizations interested in Power Apps who either need help understanding its full capabilities or encounter issues where using one could make a positive difference to business operations.

Power Apps-built applications utilize proven business logic to automate manual business processes with responsive designs that run very smoothly. Furthermore, these apps open new avenues of productivity and efficiency for organizations as they create innovative solutions to problems they were having trouble solving before Power Apps Consulting Services. Also, they could open the doors to engaging new customers!

Understanding Power Apps

Power Apps is an integrated suite of apps, services and connectors and an underlying data platform (Microsoft Dataverse) designed to make creating custom business apps easy and fast for any organization's specific business needs. Utilizing Power Apps, you can quickly build apps connecting with data stored locally on-premises (for instance, SharePoint Server), online (such as Dynamics 365/ Office 365) or remotely stored databases like SQL Server/ Azure Storage, etc.

Apps created using Power Apps offer powerful business logic and workflow features to transform manual business operations into digital, automated processes. Furthermore, apps built using Power Apps boast responsive designs that work flawlessly online and on mobile devices (phone or tablet). Power Apps' "democratization" of app building allows anyone with no coding knowledge or background to build feature-rich custom business apps without writing code!

Power Apps provides an extensible platform that enables professional developers to programmatically access data and metadata, apply business logic, create custom connectors and integrate external data. Their goal is to help non-programmers build applications with new capabilities without needing programming expertise; Microsoft offers an initial visual design with drag-and-drop functionality as an initial visual indicator for Power Apps development.

Power Apps works seamlessly with multiple Microsoft- and third-party applications, including SharePoint, SQL Server and OneDrive from Office 365, Google Docs, Dropbox, Dynamics CRM and Oracle.

What sets PowerApps apart is its broad appeal: not only can developers access it, but non-technical employees such as business analysts can also use it - meaning non-developers could create custom apps using this offering! Much like Microsoft Flow does so effectively with process automation for non-technical audiences.

Microsoft developed Power Apps in response to several problems associated with mobile app development: 

  • Limited Supply of Professional Developers for App Creation: Gartner predicted that demand for professional mobile app developers would outstrip IT organizations' ability to meet this increase due to an insufficient pool of dedicated experts available for hire. This situation created by professional shortage is only made worse by the limited available talent within IT organizations able to fill these positions.

  • Spread of Business Data: Business data has grown across various systems and beyond the firewall and SaaS cloud constraints, becoming inaccessible from our apps as data stored across many places cannot be easily accessed via any one app.

  • App Sharing and IT Activities: Mobile apps are distributed via app stores and mobile devices, creating an inheritance method of getting their apps onto mobile phones now.

Microsoft Power Apps Features

Like Office 365 automation tools like Flow, Microsoft Power Apps provides features and tools for users to build apps without coding expertise quickly. Here are its powerful features.

Integration with Microsoft Tools

One of the Power App Platform's main benefits lies in its capacity to interact with other Microsoft programs such as Dynamics 365, SharePoint and Excel; programmers can utilize data from these services when developing apps using Power Apps. In addition, many different connectors exist now which facilitate seamless integration.

User-friendly Interface

Power Apps features an easy, user-friendly interface to help anyone create apps without development experience. Build applications capable of performing CRUD operations.

Canvas Apps and Model-Driven Apps

In Power Apps, there are two methods for building apps - Canvas and Model-driven approaches. You can design apps by dragging and dropping elements onto canvas canvases. The components you add with model-driven apps determine and develop much of their layout.

Cloud Connectivity

Power Apps makes connecting to cloud services like SQL, Dropbox, Google Drive, etc., effortless.

App creation and sharing

Their app creation and sharing are supported with an easy drag-and-drop interface enabling the creation of apps you can share easily with anyone without worry of additional charges or limitations. 


Cost-Effective Power Apps Services could be the ideal tool to develop complex business applications without significant development expenses. Not only does it cost-effectively develop powerful apps, but its usage could save your organization from legal liabilities!

Common Data Service

CDS, or common data service, allows businesses to securely store and manage data used by business apps. Data in CDS is stored as entities - records similar to tables found in databases - within CDS for Apps. However, you can create custom entities explicitly tailored to your company using Power Query for populating them with information using this service. Developers use PowerApps to build apps using this data.

Types of Microsoft PowerApps

Power Apps allows developers to build three main types of apps:

Canvas Apps

These app users start with data sources, add workflows and then design their app like painting on an empty canvas compared to model-driven apps, which gives more freedom and flexibility for creativity.

Canvas apps allow you to organize freely and efficiently by positioning controls and fields for an effortless interface experience, giving users a "pixel-perfect" user encounter. Canvas apps focus on applying business knowledge and creativity into app design - exceptionally lightweight disposable apps created within Microsoft tools where your data resides.

Model-Driven Apps

Model-driven apps utilize Common Data Services to build forms, processes, and business rules rapidly. Their primary use case is in heavy apps designed for extended usage, such as multiple hours a day use cases (this must be built using the Power Apps site).

Model-driven apps rely heavily on data feeds from external sources for layout. Your feed typically determines your app's appearance; therefore, this strategy tends to be chosen when building programs with complex business logic.

Model-driven apps predetermine much of their layout for you based on which components are added, while canvas app development gives the designer complete control of its app layout. Custom content pages give designers full power over their appearance.

Pages with custom content allow:

  • Complete control over a page layout

  • Controls and custom components

  • Power apps connectors

  • Low-code authoring


Power App Portals have become the latest craze among externally facing websites to facilitate users signing in using various identities to view data in your Dataverse, create data via data sets or browse content anonymously. Using Portal power apps, web portals are made that may be shared internally and externally across organizations.

Portals enable organizations to set up web pages for external users that allow them to:

  • Register as users by providing various identities

  • Generate and view data using Dataverse

  • Search materials anonymously


Dataverse, included in Power Apps, allows you to store and model business data. Dynamics 365 apps (such as Sales, Customer Service, Field Service, Marketing and Project Service Automation) utilize this platform - meaning your data already resides there if you're an existing customer of Dynamics 365!

Dataverse allows you to safely store and manage data within an assortment of standard and customized tables with the ability to add columns as required.

How Can Business Users Develop Power Apps?

Businesses looking for user-friendly mobile applications to solve business challenges or automate processes have two ways of approaching this process - templates or starting from a blank slate.

Using Templates

One way to start developing apps yourself is by using Power Apps or Teams templates. Templates offer pre-built app structures that you can modify according to your individual needs, and they make for an excellent way to accelerate app development and discover more of its features.

To access templates in PowerApps, navigate to your dashboard and click "Create" from the Power Apps menu. Search through available options until you find something suitable for your business needs; once selected, you can make modifications using PowerApps Studio for even faster development of apps!

Starting with a Blank Canvas

If you prefer building apps from scratch, starting with a blank canvas offers greater control and flexibility. Like templates, empty canvas apps can be created in Power Apps or Microsoft Teams.

To create a blank canvas app in PowerApps, navigate to your dashboard and click "Create." Choose "Canvas app from blank" before designing with PowerApps Studio - featuring intuitive ribbons and menu structures like other Microsoft applications.

When starting from scratch, consider these elements for creating an app with visual appeal and functional functionality:

  • Integrating a data source that you prefer to retrieve, store and manipulate information

  • Add user interactions like PowerApps forms, QR codes, buttons and galleries with positioning controls and components

  • Customize app layout and theme to reflect branding while increasing usability

  • Use formulas and expressions to add logic and functionality to your PowerApps app

Explore various design possibilities and features to craft custom business apps tailored specifically for you.

Costing of Power Apps

Power Apps' data platform has several licensing options that cater to different business requirements and needs.

Per-app plan

They are starting in the $5 per user/app/month per app plan, ideal for businesses with predictable user-based licensing needs. At the same time, they also need the option to stack additional licenses if their needs evolve.

Microsoft 365 admin center access and global administrator or billing administrator responsibilities are required to run multiple apps or portals per user and stack licenses accordingly as their requirements change. However, access must also be given to additional apps/portals when required by users.

Per-user Plan

With our per-user plan, businesses that need multiple applications for their users are given unlimited applications (within service limits) at just $20/user/month - making this plan ideal for businesses needing multiple software apps consistently.

Users of Cloud Server can run unlimited apps and portals at a highly reasonable monthly fee - plus use their credit card when purchasing it!

Pay-as-you-go plan

Microsoft Power Apps now offers a pay-as-you-go plan that enables individual users to run applications (one app and portal) via Azure subscription without incurring license costs, at $10 per active user/app/month, costing less for users who only require limited access. This plan offers greater flexibility for those needing limited Power Apps access.

Consider your business requirements, user needs, and budget limitations before selecting the Power Apps plan that best meets them. Azure subscription allows users to pay per user depending on how many unique apps or portals are utilized monthly. However, this requires having one for this option to work effectively.

Benefits of Power Apps for Organizations

Below are the benefits of PowerApps Service:

Build Easy Low-Code Business Applications

Power Apps' primary advantage lies in its user-friendliness: no coding knowledge is necessary! Average users will find Power Apps easy and efficient; preloaded templates are great starting points when building apps using this approach; an intuitive drag-and-drop environment provides users with standard features and functions - providing fast results!

Power Apps stands out from competing products due to its no-code approach to app creation, meaning even those without technical know-how can produce apps themselves. However, an initial learning curve will be associated with creating their own applications.

Thus, it is recommended that you collaborate with Microsoft Partners when designing and creating anything but basic applications unless you are an expert developer. App release should occur rapidly with low-code approaches due to various available techniques.

Data Connections

Another PowerApps benefit is how easily applications can be developed using it by connecting business data stored across cloud services such as Microsoft Excel workbooks, SQL tables, Dropbox, Sharepoint or Dynamics 365 with one another to form apps quickly and effortlessly for end-users. Based on existing sets, Power Apps automatically creates basic applications based on previous collections, giving rise to spontaneous creation by users.

Businesses usually store data at multiple locations, which creates security and management risks. With connectors, existing data can be synchronized and analyzed simultaneously - providing numerous entry points using these services for users and reliability benefits via business logic retrieving automatically stored information.

Mobile Access

Thanks to Power Apps, an element of Dynamics 365's portal that makes application development faster than ever, employees can utilize their apps from anywhere. Within hours, users may create enterprise solutions!

One advantage of using Power Apps on mobile or tablet devices is using intelligent mobile functionality to take pictures, record movies, gather signatures and complete interactive forms.

One application for all operating systems

Power Apps' next advantage lies in its ability to create applications compatible with multiple operating systems - Windows, iOS, Android and most browsers - saving the development time required by each OS individually. Utilization for internal use only

Internal use of mobile applications

Power Apps' other advantage lies in its capability to help create mobile business apps; all apps created through Power Apps run only within itself.

Due to technical constraints and licensing models, these apps cannot be developed for mass consumer consumption or shared externally - they won't even appear on Google Play or the Apple Store! As a result, these are intended exclusively for internal use within organizations rather than being shared externally with external parties.

AI Build in Power Apps

One of the main advantages of Power Apps is its AI capabilities, making it useful in prediction and business performance improvement. Through an intuitive interface, tasks such as object detection and classification can be completed swiftly - just two examples among several. Key AI capabilities in Power Apps may include:

  • Binary Classification: It uses pre existing data to predict business outcomes by assessing and comparing previous results against new data sets and then detecting any learned patterns found. It gives businesses valuable insight into predicting future outcomes and growth opportunities. This method also reduces business expenses.

  • Text Classification: It offers a framework to tag text entries for sentiment/emotional analysis and spam detection purposes, providing real-time analysis of unstructured data to assist businesses with making more informed decisions.

  • Object Detection: This process enables businesses to extract valuable information from images and videos by recognizing objects within them and then localizing their locations accurately for labeling purposes. This classification and localization help businesses accurately classify items they'd like to label for identification and labeling purposes.

  • Form Processing: Form processing allows users to develop models to extract data from similar forms like PDFs. When training the model, specific information that needs to be removed by uploading sample documents or highlighting relevant parts can be uploaded and trained directly on this model.

Companies such as Pepsi have attested to the power of AI builders by effectively using one to develop their store audit app, which has proved immensely helpful.

Limited Offline Functionality

One of the critical advantages of Power Apps is their limited offline support. A stable network connection must always exist to access apps at all times, although limited offline use may still be possible. Although accessing them directly offline may be possible in theory, doing so requires considerable work; even then, only small amounts of information are stored that can be retrieved offline.

Delegation Limit Issue

One advantage of Power Apps is its mobile focus, as it only retrieves 500 records by default with an extension of up to 2000 records; although this limits functionality, it could provide workable solutions with sufficient knowledge and understanding of Power Apps' functionality.

Integration of JavaScript

Power Apps' next advantage lies in their lack of native support for JavaScript; no way exists to achieve its integration either; as per default, it does not appear due to being no-code-driven UIs.

Bulk Data Limitations

Another benefit of Power Apps is its inefficiency in efficiently dealing with large data sets. Many users have complained that apps must be faster when handling bulk information; integration between data collectors takes more time, and loading takes more than desired.

Steep Learning Curve

Reviews demonstrate Power Apps benefits, including its ease of learning; many customers cite no clear path or loopholes when trying out Power Apps; only introductory courses are readily available online and upgrading knowledge regarding complex functions takes extensive research. But even with such steep learning curves come great rewards, which ultimately count for something.

Security in Microsoft Power Apps

Microsoft Dataverse uses role-based security. Users can create individual security roles using specific access rights that ensure all staff see only relevant information for their job functions.

Firms new to using Power Apps may experience concerns regarding user access and restricting certain information within an app. Microsoft has implemented features to ensure they remain safe while giving firms permissions as required.

Solving Business Challenges

Microsoft Power Apps provide tailored solutions that address business problems without commercially available alternatives; here are just two instances in which these apps could help: * Employee leave pay: Create a holiday app for approval or rejection processes with Power Automate.

Instead of forcing salespeople to wait until they return to the office before collecting leads, equip them with apps so they can do it out in the field! With features like business card scanners and information collected quickly using these features. Create an app that lets participants sign in and check in while automatically adding their information to your database.

Cost of development

According to studies, using PowerApps and Flow can substantially cut application development costs by 70% compared to traditional development techniques like Java Script development tools with high maintenance fees or professional service charges, no application management, professional service costs, etc. Furthermore, traditional app development techniques typically require numerous development tools, extensive developer expertise, an expensive budget, and time and patience - factors that PowerApps/Flow solutions eliminate.


Microsoft Power Apps has revolutionized low-code app development. With its user-friendly approach and simplicity, any user, from technical backgrounds down to non-techies alike, can use this software without sacrificing quality in app creation.

Combine Power Apps with other Microsoft Power Platform solutions, and you can quickly build professional-grade apps, create automated workflows, connect to diverse data sources and embed dashboards within them. All developers can use Power Apps to develop professional apps to address complex problems quickly - it truly stands as one of the top low-code app builders.

Power Apps also ensures data security through its admin center's full command over applications and employees being permitted to access saved applications using permits and various user control options. Every app created through Power Apps connects automatically with Microsoft ADDS, which authenticates security policies on each user.

Power Apps are an invaluable way of quickly creating apps within or outside your organization to access information or solve challenges. Plus, Power Apps could open up many business engagement opportunities that help attract customers - not to mention create valuable customer relationships!

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Technology is a wave: either sail the boat or sink out. The enterprises focused on automating b…

iot in electric vehicles charging stations

The Evolution of IoT in EV Charging Stations

The Internet of Things is another revolution in the technology world, leaving us wondering how …


Why to Choose React Native for Mobile App Development

With about 60% of the global population actively accessing the Internet, people need modern way…


Combinations and Permutations of Calculating Website Redesigning Cost

Determining the successful user data interactions and conversations is significant in revamping…


Professor Rana Nayar - A Visit to Closeloop Technologies

Professor Rana Nayar, a Ph.D. in English, a translator of poetry and short fiction from Punjabi…

netsuite for businesses to control and manage ERP

NetSuite for Small, Medium & Large Businesses - For Enhanced Effectiveness and Control

Enterprise Resource Planning (ERP) solutions are the lifeblood of a business organization. Nets…

cloud computing in fintech

Cloud Computing Shaping The Future of Fintech

Financial technologies are taking the business world by storm. The changing perception regardin…

 salesforce crm solutions for healthcare

Salesforce - Leading Player in the Game of Healthcare Management

  In the healthcare sector, a cyclone of technology is impacting thousands of lives today…

Custom ERP Software Development for Business Automation

Custom ERP Software Development - Ultimate Solution for Business Process Automation

In the dynamic world of business applications, one fixed solution for the constantly changing e…

cross platform app development using flutter

Flutter App Development - The Future of Modern-day Cross-platform Apps

While mobile devices were increasing significantly, the demand for mobile app development servi…

custom mobile app development process

Custom App Development Process - The Complete Guide

Whether big or small, businesses from different industries and start-up founders are taking cha…

cloud computing in logistics - benefits and limitations

Role of Cloud Computing in Logistics in 2023 - Benefits & Limitations

Cloud computing is one of the hottest technologies in this era of digital transformation that i…

mobile application development steps

6 Essential Steps You Must Follow to Develop a Feature-Rich Mobile App

We are living in a technology-driven world where almost everything is available at our fingerti…

Salesforce CRM Pros & Cons for Businesses

Is Salesforce CRM the Best Choice for Your Business? Pros & Cons

Customers are the most important part or lifeblood of a business. The way you onboard customers…

eCommerce store development With Shopify

Ultimate Guide to Build Profitable eCommerce Store With Shopify

To start an eCommerce business that becomes successful, the first step is to develop an enticin…

How to Start a Fintech Startup

Ultimate Guide on How to Start a Fintech Startup

Fintech or financial technology has become one of the most popular ideas for startups today. In…

Recruiting Software Development

Is Your Recruiting Software Ready for the Future of Work?

Recruiting software is a critical part of Human Resources Management (HRM). Basic functionality…

Top 5 Roles in Your Software Engineering Team

Are These 5 (Minimum) Roles On Your Engineering Team? They Should Be!

It can be very challenging and overwhelming to develop technology and software for a non-tech o…

Being Cheaper is Not a Competitive Advantage

Being Cheaper is Not a Competitive Advantage

As someone who attends dozens of startup pitches a month, “our product is cheaper” is a phrase …

Case Study: 6-Months in and Software Vendor Causes $160,000 Loss

Case Study: 6-Months in and Software Vendor Causes $160,000 Loss

PACEfunding’s Business Executive Is Shocked When The Vendor He Hired Fails To Deliver The Softw…

Control and Fear Aren't Your Company's Only Growth Problem

Control and Fear Aren't Your Company's Only Growth Problem

The Invisible Crushing Power of Software Why are companies afraid to partner with the vendors …

Software Bugs Risk $1.7 Trillion in Assets

Software Bugs Risk $1.7 Trillion in Assets

Painful Lawsuits: Huge Toll Taken on Executives at Uber, Equifax, St.Jude, and Provident Financ…

Startup Pitch Event, November 9th, 2017

Startup Pitch Event, November 9th, 2017

As my regular readers know, I frequently serve as a panelist in pitch events. Recently, I decid…

Startup Pitch Event, October 30th, 2017

Startup Pitch Event, October 30th, 2017

As my regular readers know, I frequently serve as a panelist in pitch events. Recently, I decid…

Startup Pitch Event, October 11TH, 2017

Startup Pitch Event, October 11TH, 2017

As my regular readers know, I frequently serve as a panelist in pitch events. Recently, I decid…

Startup Pitch Event September 26th, 2017

Startup Pitch Event September 26th, 2017

As my regular readers know, I frequently serve as a panelist in pitch events. Recently, I decid…

How Can MoviePass Be So Cheap?

How Can MoviePass Be So Cheap?

MoviePass caused major shifts in the movie industry when they lowered their monthly unlimited m…

User Experience is Key

User Experience is Key

There is nothing more tragic than a company with a great product that is hampered by poor user …

Investors Aren't Afraid of Smart Tech Outsourcing

Investors Aren't Afraid of Smart Tech Outsourcing

One of the most misunderstood fears entrepreneurs and startups have is that investors won’t inv…

Three Software Mistakes That Strangle Startups

Three Software Mistakes That Strangle Startups

I love meeting people who launch startups. Their energy and ambition inspire me. One of my life…