Collaborate with Microsoft Forms

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Create surveys and quizzes to collect feedback from others.

Quick reference

Collaborate with Microsoft Forms

We can use Microsoft Forms whenever we want to create a survey or a quiz to collate feedback and responses from other people

Instructions

  • From the Microsoft 365 homepage, click the App Launcher
  • Click Forms

Create a Form

  • Click the New Form button
  • Give the form a name
  • Add a Description (optional)

There are several types of forms we can create. The most common are Choice, Text, Rating, and Date. 

Choice: creates a multiple-choice form

Text: allows people to free type a text response

Rating: allows people to rate the form question or statement

Date: allows people to choose a date

  • Click Choice
  • Add your question
  • Add your choices

We can add more choices by clicking the Add choice button. We can delete choices by clicking the trash can icon. 

We can set certain questions to mandatory and allow multiple answers by toggling the sliders underneath. 

Preview the Form

To view what the form will look like to others, click the Preview button. 

We can preview how the form looks on both Computer and Mobile. 

Form Styles

We can design our form by choosing a style: 

  • Click the Style button
  • Choose a style from the gallery

Present the Form

  • Click Present

This will display the form with a QR Code. This can be helpful when presenting the form in a meeting as participants can simply scan the QR Code with their phone to jump directly to the form. 

More Settings

Click the three dots in the top right-hand corner to see more form options. 

Collaborate or Duplicate

We can add collaborators to our form. This allows other people to add and edit questions on the form. 

  • Click Collaborate or Duplicate
  • Click on Share the link to collaborate
  • Copy the link
  • Paste it into an email or a Teams channel

Collect Responses

This is where we can specify how we want to receive and collect responses. 

  • Click Collect responses
  • Choose your options

We can then specify how we want to share the form. We can copy the link, send an invitation, send a QR code, or embed the form in a website. 

Responses
  • Click the Responses tab

From here we can see how many responses we've had and who has responded. We can even export the data to Excel. 

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  • 00:03 Microsoft Forms is another Microsoft 365 application
  • 00:08 that you might find really useful if you need to collate responses from
  • 00:13 your wider team because we use Microsoft Forms to create quizzes and
  • 00:17 surveys so that we can collate the feedback.
  • 00:21 And of course, because this is Microsoft 365,
  • 00:24 we can share that form with other people.
  • 00:27 So let's take a brief look at how Microsoft Forms works.
  • 00:32 Once again, we're going to go up to the app launcher, and
  • 00:35 I can see right at the bottom of my list I have Forms.
  • 00:38 So let's open it up.
  • 00:40 Now notice here, currently, I don't have any forms showing under recent pinned or
  • 00:44 shared with me, and that's because I haven't created a form yet.
  • 00:48 Now notice, just above where we have recent pinned and shared with me,
  • 00:51 we have a new Form button.
  • 00:54 Now if I wanted to create a quiz instead, if I click the drop-down,
  • 00:57 that is where I'm going to find my new quiz option.
  • 01:00 Now we're going to do a form.
  • 01:02 Let's click on New Form to open that up.
  • 01:05 And the first thing we need to do is give our form a name.
  • 01:09 So this Untitled form area, this is an editable block of text.
  • 01:12 If we click in it, we can say Team Drinks Survey.
  • 01:16 So maybe we're putting on a conference and
  • 01:20 I want to determine which drinks we should serve.
  • 01:23 So I'm going to send this form out to everybody and
  • 01:26 get them to select their favorite drink.
  • 01:29 Now notice, just below, we have an area where we can type in a form description.
  • 01:32 Now you don't have to do that, as always, I would highly recommend that you do so
  • 01:36 that people understand what your form is all about.
  • 01:39 Just to save a little bit of time, I'm not going to do that.
  • 01:42 We can then choose what type of form we want to create.
  • 01:46 so the first one here where it says Choice,
  • 01:48 this is if we want a multiple choice answer.
  • 01:51 So maybe I want to say in my question, what is your favorite drink?
  • 01:55 I want them to select one of four responses, coffee, tea, orange juice,
  • 01:59 or water.
  • 01:59 The next option is a text response.
  • 02:02 So this is going to allow people to simply free type in their answer.
  • 02:05 The next one along is Rating.
  • 02:07 Now this wouldn't really apply to this type of question.
  • 02:10 But if the question that I was sending out to my team members was something like,
  • 02:15 what did you think of my latest PowerPoint presentation.
  • 02:18 We could choose Rating and
  • 02:19 get them to rank the effectiveness of the presentation from 1 to 10, for example.
  • 02:24 Maybe we require a response of a date, so maybe the question on the form
  • 02:29 is which is the most suitable date for our next meeting?
  • 02:33 And if we click the dropdown at the end,
  • 02:35 you can see that we have a few more form types in there.
  • 02:38 And I would highly recommend that if you're going to be creating quite a lot
  • 02:41 of forms, you go away,
  • 02:43 check out the help files and really understand what each of those are.
  • 02:47 But by far,
  • 02:48 the most common ones you're going to use are ones you can see just here.
  • 02:51 So we're going to choose Choice and now we can enter in our question.
  • 02:56 So my question here is what is your favorite drink?
  • 02:58 And then I can type in the options.
  • 03:00 So we're going to say tea, Coffee, and
  • 03:05 notice as I'm typing, we've got a little bit of AI at work here.
  • 03:10 It's trying to predict what I might want to add in next.
  • 03:13 So for example, hot chocolate.
  • 03:15 So why not?
  • 03:16 Let's add that one in and we're going to add another option and
  • 03:20 let's just say orange juice.
  • 03:22 If we want to delete any of these options that we've added, if we hover over them,
  • 03:27 we have a little trash can icon and
  • 03:28 that's going to allow us just to delete out any of these options.
  • 03:32 And also notice that we can add a picture to represent that particular option if we
  • 03:37 want to.
  • 03:38 Now the final two things that we need to select here is we need to determine if
  • 03:42 we're going to allow multiple answers.
  • 03:45 So do we want our team members to be able to select tea and
  • 03:48 coffee as opposed to just tea?
  • 03:50 I'm going to leave that off.
  • 03:51 And we can also choose if this question is a required question
  • 03:56 by toggling on this little slider at the bottom.
  • 03:59 If we want to delete the entire question, notice at the top, we have another
  • 04:04 trashcan icon, and then next to that, we can also copy the question.
  • 04:09 So if I had another question that was fairly similar to this one,
  • 04:13 I can simply click Copy and you can see it's going to load that up and
  • 04:16 I can make any minor modifications that I need to.
  • 04:20 Now, I don't need this, it's exactly the same as the other one, so
  • 04:23 let's use the trash can to delete it out.
  • 04:25 So what I would do is I would then go through adding as many questions as I
  • 04:30 need to this survey, by selecting the type and then completing the fields.
  • 04:35 So really straightforward stuff.
  • 04:37 If you want to preview at anytime what your form is going to look like,
  • 04:41 notice we have a Preview button in the top right-hand corner.
  • 04:45 Let's click it and you can see how beautiful that looks.
  • 04:47 And of course,
  • 04:48 a Submit button is going to be added at the bottom of all of your forms.
  • 04:52 Now currently what you're looking at here is the form as viewed on my computer.
  • 04:57 But notice in the top corner,
  • 04:59 you can also view what that form is going to look like on your mobile device.
  • 05:03 So if we click this, you can see that that still looks pretty good.
  • 05:07 Let's click on the back arrow to go back into our form.
  • 05:11 Now at the top here, we can also change the style of our form.
  • 05:14 So currently, I have this first one here, which is kind of a greeny color.
  • 05:19 But we have some other options in here as well to really liven up our form.
  • 05:23 So let's just select one of these, I'm going to go for that one.
  • 05:27 Or we can go for specific color schemes as well.
  • 05:30 So it really is up to you how you design your form.
  • 05:34 If I select this template and click on Preview,
  • 05:36 you can see that that is what it's going to look like.
  • 05:39 We can click the Start Now button and it takes us into our form,
  • 05:42 which is quite nice.
  • 05:44 Now, another thing to note here is that we have a present link.
  • 05:48 Now, if we click on this, it presents us with a QR code for this particular form.
  • 05:54 So if you were maybe presenting this in a teams meeting, for example, and you wanted
  • 05:58 people to go to the form and you wanted participants to complete this form.
  • 06:03 They could simply scan this QR code with their mobile phone and
  • 06:06 it's going to jump them straight into this form so they can respond.
  • 06:10 So that's quite a nice little option as well.
  • 06:12 And then finally, at the end here, we have these three dots where we can find our
  • 06:17 settings, we can print the form or we can collaborate or duplicate.
  • 06:22 So, if I click on Collaborate, we can add collaborators in here.
  • 06:25 So if you need to have multiple people in your team contributing to this form,
  • 06:30 you can share the link by copying it and then pasting it into an Outlook email or
  • 06:35 maybe sharing it in a team's channel.
  • 06:37 Now that's all we're going to do on our form.
  • 06:39 Let's click on collect responses because this is where we can specify how
  • 06:44 we want to receive and collate those responses.
  • 06:48 So do I want anyone to respond or do I want only people in my organization or
  • 06:53 do I want specific people in my organization?
  • 06:56 I'm going to stick with the default option,
  • 06:58 which is Only people in my organization.
  • 07:01 Yes, I want to record their name.
  • 07:03 And we're only going to allow one response per person and
  • 07:07 then we get our options for sharing.
  • 07:09 So once again, we can copy the link and paste it into an email or
  • 07:13 maybe into a team's channel.
  • 07:14 We have an invitation button just here.
  • 07:17 So this allows us to enter in someone's name maybe Alex, for example,
  • 07:22 and send this to them in the form of an email, so they can complete the form.
  • 07:26 So I'm going to send this form to Alex and Adele, and let's click on Send.
  • 07:32 We can also generate the QR code if we need to.
  • 07:34 And we can also embed the form within a website or
  • 07:39 in a Sway by copying this code.
  • 07:42 Now, once people start responding to your form,
  • 07:44 you can see the responses in the Responses tab at the top here.
  • 07:47 The cool thing about it is that you can open it in Excel.
  • 07:51 And the final thing, as you might expect,
  • 07:54 is we can integrate this form into Microsoft Teams.
  • 07:57 So once again, if we open up Teams, and
  • 08:00 let's carry on using Project Alpha General channel.
  • 08:04 Click the + at the top.
  • 08:06 We can search for forms.
  • 08:08 There it is. Let's add it, and
  • 08:09 we can choose to Add an existing form.
  • 08:13 So let's go for that.
  • 08:15 And there it is at the top, Team Drinks Survey.
  • 08:19 We can select it, click on Save and
  • 08:23 there is our survey completely integrated with Microsoft Teams.

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