Microsoft Forms 101
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- Microsoft Forms is a lightweight app for creating surveys, quizzes and polls that is included in Office 365 subscriptions. - It was created to compete with Google Forms in the education market and provides features like automatic grading and in-quiz feedback. - While not intended to replace InfoPath, Forms can be used by educators to collect feedback, by businesses to measure satisfaction, and to organize events. Responses are stored securely and results can be integrated with other Office 365 apps.
Microsoft Forms 101
- 1. Microsoft Forms 101 Colin Phillips :: Office 365 & SharePoint Consultant
- 2. Who Am I? • My Background • 18+ Years in Technology • Today: Office 365 & SharePoint Consultant (with Kloud) • Previously: 12 Years Developing Software, IT Infrastructure Projects, Workflows, & Other Related Topics • B.Sc. in Comp. Sci. from the University of Victoria (BC, Canada) • My Social Channels Blog: itgroove.net/mmman / Twitter: @MMMan_Colin
- 3. What is Microsoft Forms? • The official MS Tag Line • Microsoft Forms is a simple, lightweight app that lets you easily create surveys, quizzes, and polls. • In educational institutions, it can be used to create quizzes, collect feedback from teachers and parents, or plan class and staff activities. • In business organizations, it can be used to collect customer feedback, measure employee satisfaction, improve your product or business, or organize company events.
- 4. Why Make Forms? • This really wasn’t a space that Microsoft had a good and easy to use tool in (especially one with mobile support) • Several other companies (and competitors) had a similar product and Microsoft felt the need to address this space • As Jeremy Thake of Hyperfish wrote in his blog • “It was released due to pressure from Google Apps in the education market with Google Forms.”
- 5. Who can use Microsoft Forms? • Generally available in all Office 365 Education suite licensing: • Office 365 Education, Education Plus, and Education E5 (and deprecated E3) • Available in Preview in the following Office 365 commercial suites: • Office 365 Business Essentials and Business Premium • Office 365 Enterprise E1, E3, and E5 plans (and deprecated E4) • Note that the preview for O365 commercial subscribers means: • The same features & service quality delivered to O365 education customers • As Microsoft tailors the experience for more commercial scenarios, these subscribers will move from being in Preview to Generally Available
- 6. How is Forms different? • Again, from Microsoft… What makes Forms unique and so valuable for educators is the automatic grading and in-quiz feedback functionality. • Automatic grading does exactly what the name implies and greatly reduces the time spent grading. The results can then be posted. • In-quiz feedback is a feature that lets quiz authors personalize messages depending how a student answers a question. • For example, if a student answers a question incorrectly they may get a message, such as: “The answer is incorrect. I suggest you review chapter four as this will be on the final.”
- 7. • No. • Microsoft Forms does not compete with nor pretends to be an alternative to InfoPath. • As for a replacement for InfoPath, Microsoft’s suggests using a combination of SharePoint lists, PowerApps and Microsoft Flow. (Not covered in this session – feel to suggest this as a topic! ) So is this Finally an InfoPath Replacement? • One word:
- 8. What isn’t Microsoft Forms? • A replacement for InfoPath • I.E. not a tool to create customizable forms that can enable automated workflows • It isn’t as good as many of the competitors out there presently, depending on what you’re trying to do (more on this later) • But it is included in the cost of your O365 license for no charge • It really is “Microsoft Surveys and Quizzes” more than it is “Microsoft Forms”
- 9. Where Can this be Used Practically? • Collecting feedback from customers regarding their satisfaction • Polling users for information regarding a product / service • Marketing surveys (from people outside your organization) • Collecting registration information for company events • Be careful about collecting & sharing sensitive information (credit card details) • Educational institutions can use Forms to provide automated quizzing functionality to professors & provide real-time results & immediate feedback • From Microsoft… • Forms can be used to create surveys, requisitions, assessments and so much more. For example, a school teacher may want to get feedback from a student’s parents on their child’s study habits.
- 10. Integration with Office 365 • Integration with Flow • It can be used to send notifications via email, Microsoft Teams, Slack, etc. • For example, you could send a “thank you” email to the user at the end of their submission • You can also expose the answers as dynamic content to use as parameters in a MS Flow activity (such as create a new SharePoint item)
- 11. What are some of the Features and Functions? • Add a picture or logo to a form header • Change a form theme • Add a picture to a question • Change your picture size • Delete a picture • Add a video to a question • Print a form • Use branching in Microsoft Forms • Block Internet access during a quiz • Copy / Delete a form • Embed a form in a Sway • Insert a form or quiz into OneNote Online • Create a form in OneDrive for Business • Create a form in Excel Online • Many more…
- 12. What do Results Look Like?
- 13. Demo Time Enough teasing… Lets build a form to collect feedback on Microsoft Forms http://forms.microsoft.com
- 14. Some Additional Facts • Response Limit? Yes. • You can receive up to 5000 responses • No “Microsoft Forms” mobile app • Microsoft Forms is available on desktop & mobile browsers, ensuring a broad audience can respond to your survey or quiz without having to download a separate app • Browser Support • Microsoft Forms is optimized for Edge, IE 10+, or the latest versions of Chrome, Firefox, Chrome on Android, and Safari on iOS • Language Support • Currently 68 languages supported (basically everything you’d expect) • Where is the data stored? • Forms data is stored on servers in the US and EMEA. All data is located in the US, except for European-based tenants who started using Forms after May 2017. Their data is stored on servers in Europe • Forms can be embedded into a web page • Forms can be easily embedded into web pages via the embed code provided in the Send tab in the upper-right hand corner of the Forms page.
- 15. Collaboration • Multiple people can create a survey or quiz together. You simply create and share a link to allow others to collaborate on a survey or quiz with you. • Yes, people without an Office 365 account can still submit a survey or quiz on Microsoft Forms! This is done through a simple setting in the form. In this case, users will be submitting responses anonymously. • To determine who filled out your survey or quiz, you can require respondents to fill in their names as part of your form • Note that External Collaboration is on by default!
- 16. Can Forms be Disabled? • Important Note: Forms is enabled by default on ALL available tenants • Administrators can turn off Forms by visiting the User Management tab in your Office 365 Admin Centre and then following these easy steps: • Select All users and click Edit. • Go to Step 3, Licenses. • Uncheck Microsoft Forms for different SKU. • Because this is enabled by default, this process is actually quite a pain to get right (without turning on or off a lot of other features on a user by user basis)
- 17. Possible Competitors • Google Forms • Excel (Online) Surveys • InfoPath (MS) • PowerApps (MS) • SurveyMonkey (Wufoo) • TypeForm • A bunch of others below • https://zapier.com/learn/forms-surveys/best-online-form-builder-software/ • Doesn’t include Microsoft Forms (article last updated June 13th, 2016)
- 18. Submitting Feedback to Microsoft on Forms Right in the product itself, you can provide feedback. • Navigate to the upper right corner of the Microsoft Forms window, choose More Options (...), and then select Feedback. • You can also post feedback or vote on other customers’ suggestions on the Microsoft Forms User Voice forum.
- 19. Conclusion • Forms was created as a competitor to Google Forms in the education sector (and this shows very much in the degree of parity of the features) • Microsoft Forms is not a replacement for InfoPath. The suggested InfoPath replacement is: PowerApps + Microsoft Flow + SharePoint lists • There are a good deal of features & functionality which will solve a number of needs of customers (both Education and corporate based) • However, Forms is not (today) ready to compete with many of the paid competitors with rich features and options, however Forms solves several needs and is an evolving product that is likely to only get better with time
Editor's Notes
- #4: Undoubtedly, Microsoft knew that business users would love to have an ability to make surveys and questionnaires for employees and external customers, and then act on collected data. I can see it being used for internal forms like – polls for next teambuilding activities, voting for fun shirt design for next staff party, post-event feedback forms etc. It also allows anonymous forms for customers outside of the organization.
- #7: Quizzes can be setup to allow users to take the quiz multiple times – enabling them to iteratively correct their mistakes
- #8: Naturally, in our line of business when you hear “Forms” in the context of SharePoint you think of InfoPath
- #11: The details of how to do this can be found here https://techcommunity.microsoft.com/t5/Microsoft-Forms/Microsoft-Forms-and-Flow-Leveraging-Real-Time-Survey-Results-in/td-p/81028.
- #14: Simply log in to http://forms.microsoft.com with your Office 365 school or work credentials, and you can start creating surveys, quizzes, and polls. A bunch of other stuff https://support.office.com/en-us/forms?ui=en-US&rs=en-US&ad=US More here including an action sequence: http://www.pdfshareforms.com/microsoft-forms-is-now-available-for-preview-for-business-users/?utm_campaign=shareaholic&utm_medium=linkedin&utm_source=socialnetwork x
- #15: Response Limit: If you require more, we recommend exporting existing responses to an Excel workbook, and then clearing these from your survey or quiz. This will enable you to collect more responses once cleared. Can also use a Mobile device to create and edit forms** -- Need to test this See languages supported and language settings for Microsoft Forms.
- #16: Can also stop sharing. See here https://support.office.com/en-us/article/share-a-form-to-collaborate-d5bb5cf0-8401-4c15-bb8c-8e108cd7e69b?ui=en-US&rs=en-US&ad=US
- #17: See set up Microsoft Forms and enable and disable Microsoft Forms for more details.
- #18: What this really boils down to is a cost vs convenience comparison and analysis. Do you require the functionality of some of the paid solutions? Given the features currently available in Forms, can you perform the majority of the goals you’d like from your form, without having to go to a 3rd party? Google forms is a great free alternative, has spreadsheet results, shareable forms (for collaborative editing), more questions types, supports Add-ons, & can integrate with 3rd party workflows for notifications upon new submissions. Have to manually produce reports / graphs. Excel surveys are generally very clunky and inflexible, Forms really take the place of using Excel surveys InfoPath – not good for public survey’s or quizzes, just…. Don’t PowerApps – not really built for survey or quiz functionality, doesn’t provide results in the same, easy to consume fashion. Again, use the right MS tool for the job, don’t try to fit this tool into a role it’s not meant for. WuFoo – has payment fields, file uploader, lots of templates, and a great form building tool with a great final product. Also has a report generator. $15/10forms & 500 submissions a month, $30 if you go over (USD) plus even bigger plans JotForm – Super fast, embed’s very easily, advanced features (payments, templates, import form, lots of integrations, captcha, lots of “widgets”). $20/100 submissions, $40+ after FormStack – Advanced workflow features, advanced payment processing with coupons, calculations, email encryption, even digital signatures, $39/20 forms 2000 submissions, $99+ after Typeform – Supports complex branching and answer responses, shows one question at a time to provide users a unique experience (feels less like a long form, and more like a “choose your own adventure” book). $30/added features (payments), $60/all features (white labelling)
- #19: Response Limit: If you require more, we recommend exporting existing responses to an Excel workbook, and then clearing these from your survey or quiz. This will enable you to collect more responses once cleared. Can also use a Mobile device to create and edit forms** -- Need to test this See languages supported and language settings for Microsoft Forms.