Collaborate with Microsoft Forms

Quick reference

• 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.

Lesson notes are only available for subscribers.