Microsoft Forms is a versatile online application that provides tools for creating surveys, quizzes, and polls. Its user-friendly interface and seamless integration with other Microsoft Office products make it an ideal choice for educators, businesses, and individuals looking to collect data efficiently. The application offers a broad range of pre-designed templates, allowing users to quickly draft their forms or start from scratch for those requiring more customized touchpoints.
Whether you need to create a customer satisfaction survey, online quiz, collect job applications, or anything else requiring structured data collection, this guide will help you get the most value out of Microsoft Forms.
Understanding how to utilize Microsoft Forms can greatly enhance data collection and analysis. From gathering customer feedback to gauging employee satisfaction or measuring educational outcomes, Microsoft Forms affords users the capability to do so with ease. Its customizable settings enable form creators to control who can respond, how responses are collected, and who can see the results, ensuring a tailored approach to data management.
Additionally, with the capacity to analyze results in real-time through built-in analytics or export data for further examination, Microsoft Forms stands as a valuable tool for any data-driven task. it is accessible with a Microsoft account and available on both desktop and mobile devices.
- Microsoft Forms is a user-friendly platform for creating surveys, quizzes, or polls with a comprehensive set of features, including real-time Excel integration, file uploads, and branching logic;
- Customization and organization are key in Microsoft Forms, with support for various question types, the ability to organize questions into sections, customization of form settings like themes and backgrounds, permissions, thank you messages, and enabling multiple responses.
- Effective form sharing and response management are integral to Microsoft Forms, giving users options to share forms via email, QR code, direct link, or embed on a website;
- Responses can be monitored in real-time, exported to Excel for further analysis, and cleared if needed; additionally, forms can be closed after a set date, and copies of a form can be made for reuse.
Table of contents
- Getting Started with Microsoft Forms
- Customizing Forms
- Sharing and Collaboration
- Response Management
- Configuring Feedback Options
- Advanced Forms Management
- Best Practices and Tips
- Resolving Common Issues
- Wrapping up
- Frequently Asked Questions
Getting Started with Microsoft Forms
Microsoft Forms offers an excellent free online form and survey-building solution. As part of Microsoft 365, Forms makes it incredibly easy for anyone to create customized forms and analyze responses in real-time through interactive reports and graphs or by exporting data to Excel.
Embarking on your Microsoft Forms journey is incredibly straightforward, especially if you are already familiar with the Office 365 suite. Let us guide you through the essentials of initializing with this powerful survey creation tool, which also integrates smoothly within the prolific Office ecosystem.
Before diving into the dynamics of Microsoft Forms, it is essential to understand how to access it, create your first form, and configure form settings. These initial steps form the bedrock for efficiently utilizing Microsoft Forms for various purposes, such as surveys, quizzes, and polls.
Accessing Microsoft Forms
Initiating your journey with Microsoft Forms is straightforward. Whether you’re using a desktop or a mobile device, accessing the platform is as simple as visiting the official website or using the mobile app available for iOS and Android. Microsoft Forms is readily available for users with an active Microsoft account. Once you’re logged into your Microsoft account, you can access Forms at forms.office.com or through the Microsoft 365 apps launcher.
Creating Your First Form
Need to create a Microsoft Form quickly? Let’s learn the exact steps to create a Microsoft Form using Microsoft’s Forms platform, including essential features and customization options. Get ready to gather the data you need with ease and efficiency.
Creating a form is a straightforward process:
- Log in to your Microsoft account and navigate to Microsoft Forms.
- Click on “New Form” to start creating your form.
- A blank form will be presented where one can start adding questions. Enter the Title for your Form.
- Microsoft starts suggesting questions relevant to your Title. Select the appropriate questions and click on “Add Selected”.
- You can also manually add questions of various types, including choice, text, rating, or date.
- For certain types of questions, you have additional settings. For instance, you can allow multiple answers in a choice question, or add a subtitle.
- Preview your form by clicking “Preview” at the top of the design window to see how it looks on a computer or mobile device. You can customize your form by adding a background color or image using the “Style” option.
- Save your form and share it with your intended audience using the provided link or a QR code.
For each question, there are options for further customization, like requiring answers or allowing multiple responses. Microsoft Forms supports diverse question types like:
- File upload
- Net Promoter
Whether you’re creating a multiple-choice question, a rating question, or a text question, Microsoft Forms has got you covered. Microsoft also provides a range of professional templates for different types of forms, surveys, and quizzes that you can customize to reflect your project.
Understanding Form Settings
The settings of a form dictate how it behaves for both the creator and the respondent. Key settings include:
- Who can respond: Choose to open the form to anyone or restrict it to users within your organization.
- Notifications: Enable to receive email alerts for each response.
- Deadline: Set a time limit for when responses are no longer accepted.
- Shuffle Questions: This can be toggled on to randomize the order of questions per respondent.
You can also explore settings related to the anonymity of responses, receipt of responses, and form branching logic.
Microsoft Forms allows users to create a personalized look and feel for their surveys and quizzes by incorporating branding elements and customizing question types to gather specific data efficiently.
Adding Logos and Branding
To enhance the visual appeal and corporate identity of a form, users can add a logo to Microsoft Forms. This is done by selecting the Header field and then clicking the “Upload image” option to insert a logo. It is critical to ensure the image reflects the brand and adheres to the company’s style guide.
To add a logo to a Microsoft Form, you can follow these steps:
- Open the form you want to edit in Microsoft Forms.
- Select the form header section.
- Click on “Insert Image” or “Logo” (picture icon).
- Choose the source of the image: from your computer, OneDrive, or search for images in Bing.
- Select the image you want to add.
This allows you to customize your forms with your own logo or images, providing a professional and branded look to your Microsoft Forms.
If you want to delete the logo, simply select the form header section and click on the trash can icon that appears on top of the image
Using Dropdown Lists
Integrating Microsoft Forms drop-down lists is a method of streamlining data collection, helping respondents to choose from pre-defined answers. This feature simplifies the input process and can be added by selecting “Choice” and then changing the choice type to “Drop-down” in the form builder.
how to insert a link in Microsoft Forms?
You can add a hyperlink in Microsoft Forms in the Header or subtitle, so that respondents can click the link for more information. However, it is not possible to insert hyperlinks in the question or answer fields of Microsoft Forms!
Organize Questions into Sections
Grouping questions into sections in Microsoft Forms streamlines your form, making it easier for respondents to navigate through extensive surveys by breaking them into smaller, more manageable segments. Navigating between sections or deleting a section is as simple as selecting ‘+ Add new’, choosing ‘More question types’, and using the ‘Next’ option.
The maximum number of sections that can be created is implicitly affected by the maximum of 200 questions per form/quiz, with a total response character limit of 200,000.
Designing Conditional Questions & Branching Scenarios
For more dynamic surveys or quizzes, Microsoft Forms conditional questions can be utilized. These questions are only made visible when certain criteria are met, based on previous answers. To create these, users must enable branching, which can be accessed by selecting “More options for question” and then “Add branching.”
Branching scenarios in Microsoft Forms allow form designers to guide respondents through different paths based on their responses. This functionality is crucial for creating personalized question paths, which can lead to more relevant data collection. One can set up branching logic that directs respondents to specific questions or sections based on their answers to preceding questions.
To implement branching in Microsoft Forms, follow these steps:
- Create all the questions for your form and add sections for each branch.
- Select the question for which you want to add branching.
- Click on the “…” (More Options) button of the question to which you want to add branching. In the dropdown menu, select “Add branching”.
- On the Branching options page, select the drop-down list next to the question you want to branch.
- Set Up Branching Rules: For each answer option in your question, you can select which section the respondent should go to next.
- Once you’ve set up branching, Go through the form, answering questions in different ways to see if the branching behaves as intended.
Once you’re satisfied with the branching setup, you can finalize your form and share it with your intended audience.
Enabling File Uploads
Users can also enable file uploads to their forms, permitting respondents to submit documents, images, or other files as part of their responses. This feature is particularly useful for applications that require supplemental materials, such as job applications or class assignments. Each submitted file can be automatically stored in OneDrive or SharePoint, offering a streamlined process for collecting and managing files. Moreover, it’s possible to export form data to Excel for further analysis.
Microsoft Forms allows users to add a file upload question to their forms, but external users cannot use the upload file feature in MS Forms. To add a file upload question to a form, follow these steps:
- Open the form you want to edit.
- Click on “Add new” to add a new question.
- Select “More question types” and then select “File upload”.
- Note that the file upload question is only available when “Only people in my organization can respond” or “Specific people” are selected.
When responders upload files via a form, the files are stored in different OneDrive/SharePoint file areas depending on the form type.
Sharing and Collaboration
When utilizing Microsoft Forms, sharing and collaboration are streamlined to enhance productivity. Users can easily disseminate forms among peers, gather responses from individuals both within and outside their organization, and control permissions with a fine degree of granularity.
Sharing Forms with Peers
To share a form with colleagues, they can select ‘More options’ and then choose ‘Collaborate or duplicate’. and then click on the “Share the link to collaborate and view results” link. This provides a link to the form that they can distribute to their team.
When opting to collaborate, it’s important to note that these peers can then view and edit the form.
Sharing Your Form with Respondents
Upon finalizing your form, the subsequent step involves disseminating it among the respondents. Microsoft Forms offers several ways to distribute your form, including:
- Anonymous sharing
- Sharing via email or direct link
- Generating a QR code for easy access
- Embedding the form on a website
- Sharing with external users
Each of these methods ensures that your form reaches the maximum number of intended respondents.
Share a link to Microsoft forms via Email or Direct Link
Distributing your form via email or a direct link offers a handy method of sharing your form. To share a Microsoft Form and obtain a link for others to respond, you can follow these steps:
- Open the form you want to share.
- Select the “Collect Responses” option.
- Choose the appropriate sharing settings, such as allowing anyone with the link to respond.
- Copy the unique link provided.
You can then paste this link into an email, presentation, or web page to share the form with your intended audience
Collecting Responses from External Users
Microsoft Forms allows the collection of responses from external users. Form creators can select options to define who can respond to the form, with the choice to include responses from anyone with the link, even if they don’t have a Microsoft account. This flexibility is invaluable for reaching a wider audience outside the organization. To ensure that a Microsoft form is accessible to anyone with the link, you can open the form and select ‘Anyone can respond’ under “Collect responses”.
How to Generate QR code for Microsoft Forms?
Microsoft Forms allows users to create a QR code for their forms, which can be used to share the form with others. To create a QR code in Microsoft Forms, users can follow these steps:
- Open the form for which you want to create the QR code.
- Click on the “Collect Responses” button in the top-right corner.
- Click on the QR code icon. Microsoft Forms will generate a QR code for your form.
- Download or copy the QR code and place it in an obvious place, such as posters, brochures, or presentations, to increase response rates.
How to make a Microsoft Forms Anonymous?
Ensuring anonymity is crucial for some surveys. To make a Microsoft Forms survey anonymous, You should do the following:
- Open the Microsoft Form you want to make anonymous.
- Click on the “Collect Response” button in the top-right corner.
- Set the notion to “Anyone can respond” and share the generated link with anyone.
By setting it to anonymous, Microsoft Forms will not record respondents’ names or email addresses. This ensures that the form remains anonymous, and the creator and admins cannot access this information.
Additionally, informing respondents that their identities won’t be recorded is a good practice to ensure their privacy.
Managing Form Ownership
To manage form ownership, creators can adjust settings to control who can edit or view the form responses. These settings ensure form owners can maintain the desired level of security and control. If they wish to transfer ownership of a form, they can also share it with a coworker to make them a co-owner, allowing this new owner full access to manage the form.
As responses begin to accumulate, it becomes vital to manage and analyze them effectively. Microsoft Forms offers a comprehensive suite of tools for effective management and analysis of responses, from viewing individual responses in real-time and setting up email notifications to exporting data to Excel for in-depth analysis and visualization.
Viewing and Analyzing Responses
Once a respondent submits their answers, the form owner can view and analyze these responses directly within Microsoft Forms. To see individual responses, You can simply navigate to the Responses tab within the form. For a collective analysis, Microsoft Forms provides an overview of the data, including charts and graphs for quick insights.
Exporting Data to Excel
For those needing a more detailed analysis or wishing to keep records offline, Microsoft Forms allows the export of responses to Excel. By clicking on the ‘Open in Excel’ button within the Responses tab, a comprehensive spreadsheet is generated. This includes each participant’s responses, providing a robust dataset for further examination in Excel.
To export survey responses to Excel in Microsoft Forms, follow these steps:
- Open the form for which you want to export responses.
- Click on the “Responses” tab.
- Click on “Open in Excel” to export the responses to an Excel workbook.
- From Excel, you can export or save your form responses as a PDF file.
It is important to note that the exported Excel workbook will contain details of each question in your form represented in columns, and each response shown in a row. The first five columns display the respondent ID, start and completion times for each response, and the name and email address of each respondent. The subsequent columns display that respondent’s selections
Integrating with Other Platforms
For advanced data analysis or workflow automation, Microsoft Forms can be seamlessly integrated with various platforms. This includes generating a SharePoint list from form responses, Power Automate, creating a powerful tool for organizations to track and manage data in a collaborative environment. The integration capabilities extend to other Microsoft applications like Excel, facilitating a comprehensive ecosystem for handling survey data and analytics.
Allowing Multiple responses
To allow multiple responses in a form or quiz, go to the Settings tab and toggle on the option Allow multiple responses. This feature enables a single user to submit responses more than once, which can be especially useful for anonymous surveys.
To allow multiple responses in Microsoft Forms, you can follow these steps:
- Open the form you want to edit.
- Click on the “Settings” button (three dots) in the top-right corner of the form.
- Uncheck the “One response per person” option under the “Who can fill out this form” heading.
By unchecking the “One response per person” option, Microsoft Forms will allow multiple responses from the same person. Please note that this setting is only applicable when the form is filled out by people within your organization.
Closing Forms to Responses
When a form has served its purpose, knowing the right steps to conclude its usage is critical. When you decide to cease response collection, closing your form can be advantageous. Microsoft Forms provides straightforward options for closing forms to further responses and for archiving them.
To close a Microsoft Form to new responses, one needs to navigate to the form in question and select the “Responses” tab. Within this tab, there is an option to “Accept responses”. By toggling this off, the form will no longer accept new responses. For those wondering how to prevent a form from receiving additional submissions while preserving the collected data, this is the method to employ.
- Navigate to Form
- Click on the “Questions” tab
- Under “Options for responses,” Toggle off the “Accept responses” checkbox.
Anyone visiting the form will see a message, “Sorry! The Timelines are over now”.
Configuring Feedback Options
Feedback options in Microsoft Forms can be configured to meet the specific needs of a survey. One can choose to show respondents a summary of responses after submission or tailor questions to previous answers using branching logic. These feedback options help ensure that respondents are only presented with relevant questions, enhancing the quality of feedback received.
Customize the “Thank You” Messages
Customizing the thank you message and notifications imparts a personal touch to your form. In Microsoft Forms, you can customize the thank you message by clicking on Settings, scrolling down to find Options for Responses, and then selecting Customize Response Message. The maximum character limit allowed for the thank you message is 4000 characters.
Email Notifications and Confirmations
For both survey creators and participants, Microsoft Forms allows for the setup of email notifications. Creators can receive an email notification whenever a new response is submitted. Participants can receive email confirmations, which serve as proof of their submission. This feature ensures that respondents are acknowledged for their input and creators are updated promptly without delay.
Microsoft Forms allows users to set up email notifications to receive alerts when someone submits a response to their form. To set up email notifications in Microsoft Forms, users can follow these steps:
- Log in to Microsoft Forms and open the survey or form for which you want to receive email notifications.
- Click on the more options “…” on the top-right section of the screen, and then click on “Settings” from the menu.
- Check the box next to “Get email notification of each response”.
It is important to note that email notifications may not work for Group Forms in Microsoft Teams, but users can use Microsoft Power Automate to create a flow that sends an email notification when a response is submitted.
Advanced Forms Management
Let’s see how to copy, reset and delete Microsoft Forms.
How to Delete a Microsoft Form?
You may find it necessary to remove a form at some point. To delete a form in Microsoft Forms, you can follow these steps:
- Go to the Forms homepage and locate the Form you want to delete. You may have to click on the relevant group under “My Groups” for Group forms.
- Click on the little three-dot menu next to the form you want to delete.
- A dropdown menu will appear with options. Select “Delete”, and a confirmation message will appear.
- Confirm the deletion, and the form will be removed.
It’s important to note that once a form is deleted, all associated responses and data will be lost. If needed, it’s advisable to export or save the data or responses before deleting the form. You can restore the form from the Microsoft Forms recycle bin if needed.
How to make a copy of a Microsoft Form?
If you intend to reuse or alter your form, you can effortlessly duplicate it. To make a copy of a Microsoft Form, you can follow these steps:
- Open Microsoft Forms and log in to your account.
- Locate the form you want to copy.
- Click on “More options” (three dots) in the upper-right corner of the form tile.
- Choose “Copy” from the drop-down menu.
- Microsoft Forms will generate a duplicate form with the same questions, format, and layout as the original Form. The new form will have the same name as the original form, but you can change it to what you want.
It is important to note that when you copy a form, only the questions, format, and layout are copied. No existing responses are carried over to the new form.
Resetting or Deleting Forms and Responses
One might find the need to clear or reset responses in a form to reuse it for a new set of respondents. This can be done from the Responses tab by selecting the ‘Delete all responses’ option. Additionally, if the form itself is no longer required, it can be deleted entirely from the Microsoft Forms portal. When deleting a form, all associated responses are also removed, so it’s essential to ensure data is backed up if needed before performing this action.
To clear responses in Microsoft Forms, you can follow these steps:
- Open the form for which you want to clear responses.
- Click on the “Responses” tab.
- Click on “View responses” to see the list of responses.
- If you want to delete all responses, click on the “More Options” icon and select “Delete all responses”.
- If you want to delete individual responses, click on the three dots to the right of the response you want to delete and select “Delete response”.
Please note that deleting responses is a permanent action, and you cannot recover them once they are deleted.
How to see Microsoft forms you submitted?
To get all filled or submitted Microsoft Forms, Navigate to the Home page of Microsoft Forms at https://forms.office.com/, Click on “Filled Forms” tab. This tab displays list of all forms that are filled or submitted by you.
Best Practices and Tips
When utilizing Microsoft Forms, it’s crucial to focus on two aspects: maximizing response rates for your forms and safeguarding the data collected. Following best practices in these areas ensures valuable feedback and protects respondents’ information.
Optimizing Your Forms for Response Rates
- Anonymous Responses: Allowing participants to submit responses anonymously can increase the number of responses. To make Microsoft Forms anonymous, creators can adjust settings to avoid collecting email addresses.
- Clear and Concise Questions: Keeping questions short and to the point will help respondents understand them quickly, which can improve completion rates.
- Conditional Questions: To make forms more dynamic and relevant, use the “show question based on answer” feature. This ensures the subsequent questions are tailored to the respondents’ previous answers, keeping the survey engaging.
- Multiple Submissions: Enabling the option to allow multiple responses in Microsoft Forms can encourage participants who might want to submit additional information or corrections later on.
Ensuring Form Security and Privacy
- Data Encryption: Microsoft Forms ensures that data is encrypted both at rest and in transit, offering peace of mind about the security of the collected information.
- Restrict Access: If the form is intended only for a specific audience, limit access to respondents with a link and, if necessary, require authentication through the organization’s credentials.
- Privacy Settings: Carefully review privacy settings to control who can see the results and make sure that sensitive data is not exposed.
By correctly implementing these tips, one can successfully enhance the performance and security of Microsoft Forms.
Resolving Common Issues
Microsoft Forms is generally a reliable and user-friendly tool, but like any software, users may encounter issues. Here are some common issues with Microsoft Forms and their potential solutions:
“Anyone can respond” setting is disabled
If the option “Anyone can respond” in Microsoft Forms is greyed out, possibilities are your Form has a question that requires uploading a file! You can’t have “Anyone can respond” enabled for your form if you have a File upload field. It’s a security setting.
Getting “Your account is not enabled for Microsoft Forms” Error message
If you are encountering the “Your account is not enabled for Microsoft Forms” error message, it could be due to one of the following reasons:
- Licensing issue: Ensure your account has the necessary licenses to access Microsoft Forms. Check with your organization’s admin to confirm if Forms is enabled for your account.
- Recent license assignment: If you have recently been assigned a license for Microsoft Forms, it might take some time for the license to be fully activated. Wait for a while and try accessing Microsoft Forms again
If Microsoft Forms is not available on your account, you may need to contact your organization’s administrator to enable it or check the services included in your current Office 365 subscription.
Microsoft Forms is not loading
In conclusion, Microsoft Forms is a user-friendly and versatile online form builder that makes creating forms, surveys, quizzes, and more incredibly easy. With Forms, you can quickly build professional, customized forms and analyze response data in real-time. Key features like branching logic, question randomization, and rich formatting options enable you to create dynamic forms tailored to your needs. And the best part? You can use it at no cost! Whether you have a Microsoft 365 school or work account or a Microsoft account like Hotmail, Live, or Outlook, you can access this platform and begin creating your forms list.
If you need to create online forms, surveys, questionnaires, quizzes, or polls, Microsoft Forms is an excellent free solution. The ability to get started in minutes without any technical skills combined with extensive formatting and analytics features make Forms a top pick for both business and personal form building needs.
Frequently Asked Questions
This section addresses common inquiries users have about Microsoft Forms, providing concise explanations on creation, question types, limitations, quiz-specific features, mandatory questions, and advanced functionalities.
Users can create a survey in Microsoft Forms by logging into their Microsoft account, selecting “New Form”, and then customizing it by adding questions and design elements.
Microsoft Forms supports various question types, including multiple-choice, rating, text, date, ranking, and Likert scales. Users can explore question types to design diverse and interactive surveys.
Creating quizzes in Microsoft Forms allows for automatic grading, feedback for correct or incorrect answers, and point assignments per question, unlike standard forms intended for surveys and polls.
Users can set questions as required, ensuring respondents cannot complete the survey without answering mandatory questions.
Advanced features in Microsoft Forms include branching, question shuffle, integration with Microsoft Flow for automated workflows, and analytics to gain insights from the response data.
Yes, Microsoft Forms offers basic features for free, but you will need a Microsoft 365 subscription for its premium features. It’s also available for personal use with any Microsoft account.
To enable multiple responses in Microsoft Forms, go to form settings and deactivate the ‘One Response per person’ option. This allows respondents to submit multiple responses.
Yes, you can integrate Forms with Teams to collaborate on surveys and poll creation, distribution, and analysis directly within the Teams platform. Just add a tab to Teams and select “Microsoft Forms”, and you can create or pick any existing Forms.
In your form settings, you can enable email notifications to receive an alert every time someone completes your form.