Microsoft Forms
Published 11 Jun 2019

Welcome to the fourth in our Office 365 blog series.  In previous blogs we have spoken about why your business needs Office 365, the different mix and match subscription options that are available to you, and the benefits of hosted Exchange.

In this blog we discuss Microsoft Forms.

What is Microsoft Forms?

Microsoft Forms is an Office 365 product that allows you to easily create surveys, quizzes, polls and more.  Form recipients are sent a link to the form. Results for each form are saved within the application. Microsoft Forms is included with Office 365 work and education accounts and comes with the security, privacy and compliance you would expect from Microsoft.

Surveys – you can easily collect customer feedback, measure employee satisfaction and organise team events. Forms is a browser-based application that allows you to customise your survey and add branching (more on this later) to get the survey you require.

Quizzes – Quizzes allows you to measure an applicant’s knowledge on a product or topic.  Forms allows you to assign points to questions. This allows automatic marking, which takes that chore out of the process.

Polls – Find out quickly and easily where the team wants to meet or how meeting attendees feel.

Analysis – Microsoft Forms collects responses in real time and automatically provides charts for you to visualise your data.  You can also export data from Forms for use in Excel and Power BI for customised, in depth analysis.

Getting Started With Forms

After logging into the Forms website with your Office 365 credentials you can easily start your first form:-

Questions can be a choice, text box input, a rating, a date, a ranking or even a Net Promoter Score.

There may be times where you want to customise your questions based on the recipient's responses to your form.  This is achieved via Branching and is accessed by clicking the three dots to the top right of the screen:-

In the example below I have asked the question “Would you like more help with Microsoft Forms” and if the recipient chooses “Yes” a further question regarding preferred learning methods is asked. If the recipient answers no this question is not asked:-

When creating a question you can elect if a response is required, or compulsory by clicking the “required” slider to the ON position:-

You can Preview your form or change the colours and images (the Theme) via the top menu bar within your browser.  From here you can click the responses button to see the responses that have been given to your form:-

Sharing Your Form

Once you are happy with your design and have tested it in preview mode you may want to share your Form with your audience.  This is achieved by clicking the Share button in the top menu bar within your browser.  From here you can control who is allowed to respond to your survey based on “People within your organisation” or “Anyone with the link”:-

Forms gives you the option to Share your form as a template which allows other people to duplicate your form and use it as their own.  You can also Share your form to collaborate which allows other people to amend the structure and layout of your forms.

You can view and complete the form used in this blog here.

Viewing Your Form Responses

When you are logged into Forms you can click on the responses tab to view a summary of all responses:-

Clicking on the View Results button allows you to see individual responses:-

Forms is a great little program for quickly garnishing opinion but it does have its limitations.  At the time of writing (June 2019), recipients have one go to complete the document so this would not lend itself to a sizeable quiz or for any document that needed completion on different dates.  Once results are submitted they are locked and can't be edited or added to.

It is worth pointing out that, just like the rest of the Office 365 applications, Forms is being developed and these shortcomings may be ironed out in a future update.

How Can Pro-Networks Help You With Office 365

Pro-Networks has the experience and qualifications to help you in all areas of Office 365, from migration, licencing, backing it up to maximising your subscriptions – speak to us today to find out how we can help you.

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