If you’ve been using tools like SurveyMonkey to send outquestions to your customers and then analyse the results, you might not beaware of Microsoft Forms.
Microsoft Forms, much like SurveyMonkey, allows you tocreate surveys in Office 365, and either share them to authenticated userswithin your organization, or with anonymous respondents anywhere.
Usually when you are collecting data back from forms andusing it for work purposes, like client satisfaction surveys or pre-engagementquestionnaires, you need to have the resulting data accessible by the wholeteam.
By making sure it’s accessible to the whole team, it removesthe reliance on one individual in the team to collate the responses to thesurveys and share with the wider group.
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- Microsoft Forms (Preview) Microsoft Forms is a new part of Office 365 Education that allows teachers and students to quickly and easily create custom quizzes, surveys, questionnaires, registrations and more. This action retrieves a form response. Unique identifier of the form. Unique identifier of the response.
- Microsoft Forms are typically the quickest way to allow a human to input data, create a templated document, request a service, or kick off a workflow within a system. Almost every platform has a form-based interface of some kind, and I’ve used many of them.
- Microsoft Forms. Microsoft Forms is an Office 365 application for creating online surveys or quizzes. In the above screenshot you can see the first few questions of the survey I wrote using Microsoft Forms. There are also options for adding a new question to the survey.
- Create forms in minutes. Send forms to anyone. See results in real time.
See how to create a survey, send it out, and analyze the results with this tutorial of Microsoft's Forms offered in Office 365. MS Forms has several different question types and gives you. We have gone through Microsoft Forms with a fine-tooth comb so that you make the best use of it. As it is going to be a long post, let's jump straight in and see some of the best ways to use.
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With Microsoft Forms, whilst you can create personal formsand then allow others to work on them with you, a better way is to creategroup-owned forms, so the members of the group all share ownership of the data.By using the group rather than a named individual it also means that shouldsomeone leave the team, the data doesn’t disappear with them.
An easy and intuitive way to create group forms is to use Microsoft Teams to create your Microsoft Forms, edit them with the team, share from Teams and collate and work on the results.
Creating Forms in Microsoft Teams
To create a form in Microsoft Teams, we first need to choosethe right team and channel to create the form within.
Microsoft Forms Use Cases
Typically, this will be the Team assigned to the team,department or project you are working on. You can then create a relevant Channel within the team that’s fit forpurpose. In the example below, we’re using the Team Project Scorpio and have create a channel Client Surveys. At the top of the channel, we’ve got our default Tabs, Conversations, Files and Wiki.We’ll use Add Tab to add our newForm:
When we add a new tab, we’re presented with a large range ofoptions for the various tab-enabled integrations in Microsoft Teams. Forms isbuilt-in, so simply choose Forms fromthe list:
Next, we’ll name our Form. This will be not only the Tab name, but also the name of the formitself – it’s title and how we’ll find it listed if we visit the MicrosoftForms website. In this example, I’ve called the form Pre-engagement Survey:
Once the new Form has been created, we have two sub-tabswithin the Form; Questions and Responses. As the view in Teams is in Edit mode, we won’t answer the formwithin Teams – we’ll use it as the place to manage the form itself. We’ll startoff by adding our initial questions to the form and customize it ready for use:
Once we are happy with the questions within the form andcustomized its colours, pictures and style to meet our needs, we can thenchoose to Share the form so thatresponses can be gathered. We’ll begin the process by selecting the Share icon in the top-right hand corner:
After choosing Share,we can then click on the drop-down list and change the default sharing option “Only people in my organisation can respond”to “Anyone with the link can respond”,which will allow anonymous responses:
After copying the link generated, we can then share thatlink with anyone we want to access the survey, create a QR code to share,create HTML to embed the form in a web page, or compose an email with the linkto send to respondents:
When someone responds to the Form, the response will be via a standard webpage. Although we’ve created the form in Teams, that doesn’t mean that responses will be via Teams itself. As we see below, the custom form can be accessed via any supported browser – like equivalent tools such as SurveyMonkey:
Accessing and managing responses
Because it is a Teams form (technically a group form) allthe member of the Office 365 group or Microsoft Team can access the responsesand will see the tab added to the Channel.
In the example below, a message has been posted into thechannel letting team members know about the new form, and this along with thetab (both highlighted) can be selected by any team member to access the form:
After we’ve received some responses, any team member canthen visit the tab, and select the Responsessub-tab to see the results in real-time, as they come in:
Understanding where your form data is stored outside of Microsoft Teams
If you look closely in the screenshot above, you’ll alsonotice the option to Open in Excel.If you are wondering where the datalies in Excel, then look no further. It’s easy to find, as it’s stored withinSharePoint, and thus accessible by selecting the Files tab within the channel:
Because it’s stored in SharePoint, that also means that anyteam member can choose the Open inSharePoint option to visit the SharePoint site attached to the team andchoose to get notifications when the survey is updated or synchronize thefolder using the OneDrive client and have access to the survey responses fromthe desktop, even if they are offline.
You can also visit forms.microsoft.comto access and manage your Teams-created form. You’ll find the form listed underthe heading Group forms:
One important note to remember though – like all Office 365 group-enabled services, removing the Team will delete the group form. However, if you do accidentally delete the Channel, you’ll still be able to get back to the Form via both the Microsoft Forms website and see the data in the SharePoint team site attached to the team.
Are you looking for ways to improve the management of Microsoft Teams in your environment? Check out this must-read guide ‘How to Manage Microsoft Teams: An Admin Guide' for the essential tips and tricks for running Teams seamlessly.
Steve is a Microsoft MVP for Office Servers and Services. He enjoys getting hands-on, solving some of the more complex problems associated with migrating to the cloud or to newer versions of Exchange Server.
When enabled by an organization that has deployed Office 365, Microsoft Flowprovides end-users with the ability to create automated workflows between applications and many different services using connectors. Microsoft applications and an ever-growing list of third-party services are available to link together. Microsoft Flow lets employees create simple to more complex workflows that can provide efficiencies for businesses around their workflow needs. It's an end-user option, that in most cases does not require a developer for workflows.
In this blog post I’ll show how you can use a simple Microsoft Flow to connect a Microsoft Form that captures data and then populate the information collected into a SharePoint List. The SharePoint list in my example is a list that is part of an Office 365 Group. If you’re not familiar with Microsoft Forms, it’s a very easy to use application that is included with your Office 365 subscription. If enabled in your organization, you can easily create polls, survey’s and quizzes. With branching capabilities, you can create some very professional looking data collecting forms.
Microsoft Forms may lack some more advanced features, SurveyMonkey or TypeForm provides some features you may find helpful. One thing that is certain with Office 365, is change. I'm sure we will see an increase in Forms features in the future. Microsoft Flow has hundreds of connectors, so you could connect a SurveyMonkey form or a TypeForm to your SharePoint list if you need some of the advanced features now. The sample forms I show in this post all populate to the same SharePoint List.
I often highlight the importance around governance for Office 365 Groups in SME’s. While Office 365 is a toolkit for user collaboration, a total free-for-all and the general ability for Group creation is not a best practice. In the examples I am using in this post, the back story is a request for an Office 365 Group. The Form collects information about the Group request, and the Flow will pull the results and store them in a SharePoint list that IT could then review and approve.
TIP: I recommend that you select specific users that can review, approve and then create a requested group. Microsoft provides some details as to why you may want to control who creates Office 365 Groups. This article shows you how to disable the default ability for anyone to create a Office 365 Group.
Step 1: Create your Microsoft Form
The video below, will walk you through a simple process of creating a Microsoft Form. Forms will need to be enabled in your organization. After we create the From, we can create a SharePoint list that will align with the form fields and in Step 3, we will connect the Form to the List using Microsoft Flow.
This is my Microsoft Form Embedded.
A link to my sample Microsoft Form.
Creating a Microsoft Form is pretty straightforward. You can add custom images and use templates to have very professional look. The next form you see below is a TypeForm, also fairly easy to create. I have embedded a version into this web page. In the next steps, I'll be connecting both the Microsoft Form and TypeForm to a SharePoint list using Microsoft Flow.
Step 2: Create a SharePoint List
Now that you have your Form ready, you need to get your SharePoint List prepped to catch the data that your Microsoft Flow will sync to your List from your Form. As noted earlier in this post, I'm going to create a List that lives within an existing Office 365 Group site. In my example here, I'll be creating a new List and creating the Columns that match the Form fields.
Step 3: Link a Form to the SharePoint List
Now that you have a Microsoft Form, in in my case a TypeForm too, and a SharePoint list on your Group site, you can connect the data that is collected on your forms and pull that data into your SharePoint List using a Microsoft Flow.
Microsoft Forms and TypeForm as well as other form services provide some options for connecting to, viewing and reporting on the data collected and they usually allow you to export that data to Excel. In this example we are moving the data collected in my form fields to a SharePoint list to automate a process. My SharePoint List is working like the an Excel data dump to catch the data from the questions on the forms. The power of SharePoint is really what you can do after the data lives in the list. I don't go into detail in this post, but I could create additional flows that trigger after data is populated to the SharePoint list. Think Approval process, or perhaps an item defined as urgent gets pushed to a Team's channel. There are lots of options available.
In this next video I'll be using Microsoft Flow. By default Microsoft enables Flow and PowerApps on Office 365 tenants, the thinking is, if a user has access to create a list, why not provide them with a method to better work with that list data and a better means for collecting and working with their data from other data sources.
It is possible that these features have been turned off for your organization. PowerApps is a tool for creating mobile apps and provides a means to modify your SharePoint Forms. Using PowerApps you can change the look and feel users experience when adding items directly to a SharePoint list. PowerApps is considered a replacement for InfoPath forms. If you have current InfoPath forms that you would like to convert to PowerApps, I'd recommend that you start with this blog post. You don't need to use PowerApps, and in this post I'm not, but if you're thinking outside of the box, there could be benefits or reasons to leverage PowerApps for this or a similar Flow you build.
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In these three steps, we collected data from both a Microsoft 365 web app (Microsoft Forms) and I didn’t show, but I also connected to my TypeForm, that process was the same, but it started with a connector to TypeForm vs. Microsoft Forms. We created a basic SharePoint list on a Office 365 Group site and used a Microsoft Flow to both collect that data and then populate the information to the SharePoint list.
Microsoft Flow is going to change how users can automate their workflow, in a simple easy way. It's not perfect, so I'd like to share Honest Feedback with some Microsoft Flow Limitations. Flow along with many of the Office 365 tools continues to improve monthly. If you want to become a Pro, make sure to monitor the Microsoft Flow Community for tips.
I'd love to hear how you are using Microsoft Flow, please feel free to comment below.
Music in the videos shown in this post was provided by bensound.com.