Microsoft Forms Prerequisites
Microsoft Form Setup
Microsoft Forms Prerequisites
What are Microsoft Forms?
Microsoft Forms gives Office 365 users the ability to create online capture forms, quizzes and surveys without any web development required. Each form can be set to be externally or internally available for use. If you set it to be used externally, the responses logged will be logged anonymously, unless you request them to input their names as part of the form.
All responses are then logged and visible from the form itself under the Responses tab whereby you can check on the results from the form. You can also open the results in a tabular view in Excel or PowerBI if you require it in an external source.
There is also a blog site for this tool should you require updates on any new enhancements.
Microsoft Forms Licensing
Microsoft Forms are licensed on a per-user basis. Office 365 license holders will already have access to Microsoft Forms as it is included within their subscription.
Microsoft Forms Access
To begin using Microsoft Forms, simply log into Microsoft Forms (https://forms.office.com/) or log into Office 365 and choose to open Forms (https://www.office.com/).
Once authenticated, you will have access to your current set of forms, forms shared with you and group forms.
Microsoft Form Setup
Once you’ve logged into Microsoft Forms, decide on creating a New Form or a New Quiz.
When creating a new form or quiz, give the form a title and begin adding questions.
To change the theme of the form or quiz, click on the Theme tab on the top right of the window.
Picking a theme will set the colours for the buttons and background. Unfortunately, this the the only method at the time of this blog to change the look and feel of the form.
While this is the case, you can include a customized theme by selecting the Upload Image theme. Then use the Image Search, OneDrive or Upload the theme.
Only one theme can be implemented per form.
There are a limited set of field types that you can include in your form or quiz forms.
Let’s look at each one of the fields.
The choice field allows for multiple choice options to be set. There you can add additional options, an ‘other’ option field, allow for multiple answers, set the field to required/not required, setting the field to be a drop-down list, shuffling the options and adding a subtitle which would
Setting the field to be a drop-down list will remove the ability to set the Multiple Answers option.
The resulting drop-down result is seen below.
The text field can be set to be a single line answer or a long answer field.
You can choose to add restrictions to the text field, for example, setting the input to only be numbers instead of both text and numbers.
The remaining restrictions are all based on numbers and not related to any text restrictions.
A rating field can be set within the form or quiz form. This field can be set as either a star or number rating. Additional options are labels and subtitle.
The date field allows for a date input to be set. There are no other options available outside of allowing a subtitle.
The ranking field allows for a list of fields to be displayed, then at the user’s discretion, choose the order the fields should be ranked.
There are no other additional options outside of allowing for a subtitle to be included.
The Likert scale field is a field that allows for scaling responses to be set. This type of field would be used in questionnaires or surveys where you would ask for a user experience of a certain scenario, like their experience of a support ticket or experience of the website.
Net Promoter Score
Like the Likert scale, set a single scale score that can be used to set a single response to a question.
Each question field allows for an image to be added alongside the question.
For example, you could use the image to showcase an image and related the answers to the image.
You could also embed a video link into the question.
Question action buttons
The actions that can be applied to each question are:
- Copy Question
Copying the question will create a duplicate of the question under the question being copied.
Remove the question from the form. Once removed, there is no undo button.
- Move question up
Move the question up the list of questions.
- Move question down
Move the question down the list of questions.
Once the questions have been set, clicking on the Preview button will give you insight into both the computer or mobile structures.
If you want to set conditional questions that trigger based on question answers, you can ultilize the branching functionality available within Microsoft Forms.
To use branching, click on the ellipsis button on the top right-hand side of the form window, then select Branching.
There you will see the list of questions and their branching possibilities.
Select the answer trigger and choose where it should navigate too.
By doing this, the question will by default be hidden on the form. When the appropriate answer is selected, the branching question will be displayed and available.
Microsoft Form Responses
The responses can be viewed from the form itself right next to the questions. This data can be opened in Excel in a tabular format for references.
To reference the responses in PowerBI, you will need to ensure the form is embedded into a web page. Once set, grab the URL and use this in the data source query.
The form can be made available to internal Office 365 users or external people. To decide who can interact with the form, click on the Ellipsis button and choice the settings button.
There you can decide that anyone can respond OR only people from within your 365 organization.
As for the responses themselves, there you can decide to:
- Accept responses to the form
- Start accepting responses from a certain date onwards
- Stop accepting responses from a certain date
- Shuffle the questions on the form
- Email a notification to the form owner when each response is logged
Sharing the form can be done in one of the following manners:
- Share a link
Copy the link and use this to pass on to the required recipients.
- QR Code
Download the QR code and make it available publically or internally.
Copy the link and use it to embed the form into a website for use.
Selecting this option will open your default email draft and insert a link to the form.
Keep in mind that a link to a form that is shared is only available based on the previous settings (Start date, end date, accepting responses).
If this permission is not met, the form will not load.
Should you require it, you can include Microsoft flow into the form submission. Once the form or quiz has been setup, head over to Microsoft Flow. There, choose to create a new flow that is connected to Microsoft Forms.
The action that you will need to select is When a new response is submitted. Once set, select the Form that you’ve created and choose to once again add a new action.
Choose Microsoft Forms again and choose to get the response details from the form supplied.
There you would need to add the same form again to the form as well as setting the response ID.
Then you can add another step (action) that links to the system you want to integrate the responses too.
If you wish to connect to Dynamics 365, you can do so at this point. Then choose how you would like to interact with Dynamics 365’s actions.
Once you’ve selected the correct action, then you can select the instance and entity connected to the response.
Then you can simply link the response details to any of the fields listed in the entity.
Once the form’s response has been submitted, Flow will pick up on the details and create the record based off the response.