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Create shared forms for groups.
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Quick reference
Create a Form for Groups
Create shared forms for groups.
When to use
We create forms for groups whenever we have an existing group in Microsoft 365 and we want to share the form with the group members.
Instructions
We can create forms and share them with existing Microsoft 365 groups.
It's worth noting that if we are using Forms with a personal account, we do not have access to groups. Groups are only available with business subscriptions.
My Groups
- From the Forms start page, scroll down to the bottom of the page.
Here we can see an area titled 'My groups'. This area shows existing groups that have been created in other parts of Microsoft 365. For example, we can see groups we've created in Outlook and teams in Microsoft Teams.
- Click the Show more link to see all groups.
- Click on a group.
In the top corner, we can see all of the people who are members of this group.
If we click on the members, we will be transferred across to Outlook where the existing Microsoft 365 group was created.
Create a New Group Form
The advantage of creating a group form is that we do not have to spend time sharing the link with others as all of the group members already have access to the form.
- Click New Group Form.
- Name the form 'Test'.
- Type the question, 'What is your favorite color?'.
- Add four options: Green, Red, Blue, Purple, and Other.
The form will now appear on the group forms page.
Hints & tips
- We create a new group quiz the same way we create a new group form, we just use the New Group Quiz button instead from the group start page.
- 00:03 So far in this course, we've very much been looking at forms in
- 00:08 the context of us being the form creator and
- 00:11 then sending that form out to other people for a response.
- 00:15 But did you know that you can also create forms for existing groups?
- 00:21 And because everything in Microsoft 365 ties together,
- 00:24 we have access to any groups that we've created in other parts of Microsoft 365,
- 00:30 and we can create forms specifically for those groups.
- 00:33 Once again, I'm in the All Forms area.
- 00:36 Now, if we scroll down to the bottom here, notice I have a section called My groups.
- 00:42 Now, it's worth noting that this is one of the differences
- 00:45 between logging into Microsoft 365 using a business account and
- 00:49 logging in using your personal email address.
- 00:52 With your personal free account that isn't really set up for business,
- 00:57 and so the need to create groups of team members is not there.
- 01:02 So if you are logged in using your personal email address, or Hotmail, or
- 01:07 maybe an Outlook.com account, then you won't see my groups at the bottom.
- 01:12 If you do have a business account or you're working at an organization,
- 01:16 then you will see this My groups area.
- 01:18 Now, I'm going to click the Show more link,
- 01:20 that's going to show me all of the groups that I'm a member of.
- 01:23 And in here, we have a mixture of different types of groups, so
- 01:26 some of these are Microsoft Teams.
- 01:28 Some of these are SharePoint groups, dome of them are teams in Microsoft Teams.
- 01:34 Now, it might be that I want to create a form and
- 01:37 make it available to all of the members of one specific group.
- 01:41 Now, notice at the top here, I have a group called MSFT.
- 01:44 And if I take a look on the right hand side, it says Total 1 form.
- 01:48 So I've already created a form for this group.
- 01:51 Now, if I click on this group to go into it, there is the form,
- 01:55 the Staff Beverage Survey.
- 01:57 Now, the interesting thing to note here is that,
- 02:00 if you look in the top right-hand hand corner, this group has a lot of members.
- 02:04 If I click on where it says 14 members, it's going to jump me across to Outlook,
- 02:09 because this is a Microsoft 365 group that was originally created in Outlook.
- 02:15 And we can see all of the members of this group.
- 02:18 So any form I create for this group is going to be available for
- 02:23 all group members.
- 02:24 It means I don't have to copy a link and share this with 14 different people,
- 02:28 because I've added it to the group.
- 02:31 This form is going to appear when they log in underneath their My groups area.
- 02:36 Now, creating forms for groups is really simple.
- 02:38 So let's go into MSFT again.
- 02:41 We have a New Group Form button or a New Group Quiz button.
- 02:45 So let's click on New Group Form and
- 02:47 you'll notice that the setup is exactly the same.
- 02:50 We just need to give our form a title, so I'm just going to call this Test,
- 02:54 because we are going to delete this in a moment.
- 02:56 Let's add a question, let's give them a choice.
- 02:59 I'm just going to ask, what is your favorite color?
- 03:01 And we'll add some of these AI choices and Other.
- 03:05 So there we go, just a very quick and simple test form.
- 03:08 Now, when I close this down and refresh my browser,
- 03:11 we should see that that form appears in this group.
- 03:14 So everybody who's a member of this group now has access to this form.
- 03:20 So if I was, let's say, Adele Vance, who's one of the members of this group.
- 03:24 If I'm Adele, and I log into Forms, and I come to this page, I can scroll down to My
- 03:29 groups, I can open up MSFT, and I can see the form sitting there.
- 03:33 And we can do exactly the same to create quizzes.
- 03:35 We just use the New Group Quiz button instead.
- 03:39 And if we hover our mouse over any of these forms,
- 03:41 we can click the three dots and we have very similar options.
- 03:44 We can Open, we can Copy, we can Favorite, or we can Delete.
- 03:47 Now, one of the cool things about creating forms for
- 03:50 existing groups is that we can then access these forms within other applications,
- 03:55 such as Microsoft Teams, or maybe even SharePoint.
- 03:58 And we're going to take a look at this a bit later on in the course.
- 04:01 But for now, that is how you can create a survey, form, or quiz for
- 04:06 an existing group.
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