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Share a form with other people to collect responses.

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5.01 share-a-form - Exercise.docx
42.8 KB 5.01 share-a-form - Exercise solution.docx
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Quick reference

Share a Form

Share a form with other people to collect responses.

When to use

We share a form with other people so that they have access to respond to the form. 

Instructions

Share a Form

  • Click Collect responses. 

There are several ways to share a form. 

Copy Link
  • Click the link icon. 

This option allows us to copy a direct link to the form. We can then paste this link into an Outlook email or Teams channel to give others access to the form. 

Invitation

We can send an invitation directly to specific people. 

  • Click the invitation icon. 
  • In the To: field, type the names of the people to share the form with. 

Note underneath we can choose if we want to share the invitation via an Outlook email or a Teams message. 

  • Click Send. 
QR Code

We can share a QR code that links directly to the form. This option is useful when presenting to an audience. 

  • Click the QR code icon. 

  • Click the Download button.
Embed code

We can generate embed code so that the form can be incorporated into a webpage or a Sway and shared with others that way. 

  • Click the Embed icon. 
  • Copy the code and paste into your webpage. 

Send and Collect Options

On the left, we have options we can adjust. We can specify who can respond to the form and if we want to record the name of the responder or limit responses to one per person. 

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  • 00:00 Once we've created a form, we're going to want to send that form out,
  • 00:07 share it with other people, and get some feedback.
  • 00:11 Once we have that feedback, we need to collate our answers together and
  • 00:15 we can then start analyzing that feedback.
  • 00:17 So once again, we're working in our customer satisfaction survey, and over
  • 00:22 the balance of this course so far we've added in quite a few different questions.
  • 00:26 So now I want to collect responses from other people.
  • 00:29 Now notice in the top right-hand corner,
  • 00:32 we have a big old Collect responses button.
  • 00:35 So this will allow us to choose how we want to collect those responses.
  • 00:40 So if we click this button, we have a few different options.
  • 00:44 Now notice here, we have four icons running across the top,
  • 00:48 the one that's selected is Link.
  • 00:50 So this is where you're going to find all of the options if you want to share
  • 00:54 a link to this form, and this will be a direct link.
  • 00:57 So your colleague will receive an email and
  • 00:59 contained within that email will be a direct link back to this form.
  • 01:04 Once again, we can choose our options,
  • 01:06 and these are very similar to what we were looking at in the settings menu earlier.
  • 01:10 We can choose if anybody can respond or we can set it so
  • 01:13 that only people within our organization can respond to this form.
  • 01:17 Remember, if you have the Upload File question type included in your form,
  • 01:21 then the first option here anyone can respond will be grayed out.
  • 01:25 We can then choose if we want to record the responder's name and
  • 01:29 if we're only going to allow one response per person.
  • 01:32 We can even set it so that only specific people in our organization can respond.
  • 01:37 So if I was to choose this option, it then gives me a field underneath where I can
  • 01:42 start to type in the name of my colleagues that I want to share this form with.
  • 01:46 Now, I'm not going to do that in this case,
  • 01:49 we're going to keep it on Only people in my organization.
  • 01:52 So if I do want to share this link, I can see the link to the form,
  • 01:57 on the right-hand side, I can copy the link or I can even grab a shorter URL.
  • 02:04 Sometimes, these URLs can be quite long and unruly, so
  • 02:08 Shorten URL is always a nice option.
  • 02:10 We can then click Copy the link and we can paste it into whatever we like.
  • 02:14 So I might choose to paste it into an Outlook email or
  • 02:17 maybe I paste a link to this form in a Team's channel.
  • 02:21 So that is one way that you can share a form.
  • 02:24 Now if we move across to the next option, this is by invitation.
  • 02:29 So we have the same options that we can set on the left-hand side but
  • 02:33 this time, we're actually sending an email directly from within Forms.
  • 02:38 So I can click in the To field and I can type in who I want to send this form to.
  • 02:43 So I'm going to send it to Adele and I'm also going to send it to Lee.
  • 02:47 And underneath,
  • 02:48 I can specify if I want them to receive a message via Outlook or via Teams.
  • 02:53 So I'm going to keep this via Outlook and then we can click Send.
  • 02:57 The third option we have is to use a QR code, and
  • 03:00 this is a really cool little option.
  • 03:02 This QR code is specific to this form that we've created.
  • 03:07 So we can click on the Download button to download it and we could keep it on
  • 03:11 our PC or maybe incorporate it into a PowerPoint presentation and
  • 03:16 we can simply scan this QR code to jump us directly to the form.
  • 03:20 And the final way that we can share a form is we can embed it into
  • 03:24 an existing website.
  • 03:26 So if you know anything about webpage design,
  • 03:28 you'll know that we can embed snippets of code.
  • 03:31 And if we wanted to embed this form so it was part of our company website,
  • 03:36 this is the embed code that we would use.
  • 03:39 So we would need to copy this and then paste it into the back-end HTML or
  • 03:44 whatever programming language was in use.
  • 03:47 So those are the four different methods that you have when it comes to not only
  • 03:51 sharing your form but also collecting responses.

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