Microsoft Forms

In this exercise, we will learn, how we can create Microsoft Forms, and administer them.

1. Create a New Form and Add Questions to the form

In this exercise, we will create how to create a new form and add questions to it.

Step 1: Login to the Microsoft Forms. And sign in with the organizational account.

Microsoft Forms

Click on + Add new.

Microsoft Forms

We have a lot of different option from those we can choose.

Microsoft Forms

Let’s select Choice.

According to our selection we can see a lot of different options.

Microsoft Forms

For example,
• If we want to select multiple options, then switch the toggle Multiple answers to ON. The Radio buttons are converted into Checkboxes.

Microsoft Forms

And, we can select how may total options can be selected, from the Select total options: dropdown.

• If we want the required to be required then switch the Required toggle to ON.

Let us add question and some options.

Microsoft Forms

And then preview the form.

After selecting the answer. Click on Submit to submit the form and save the response.

Microsoft Forms

We can change the choices to the dropdown format, by clicking on the three dots (…) and then Drop-down.

Microsoft Forms

When we preview the form, the question looks like the following image.

Microsoft Forms

When we click on the dropdown, we can see our options and we can choose only one from them.

Microsoft Forms

Click on + Add new to add a new question again, and this time choose Text.

Microsoft Forms

Suppose we write a question “What is your age?”, and we want the response in numbers not in letters. So, we can restrict the users so to write only numbers, otherwise it gives error.

To do this click on three dots (…) and then select Restrictions.

Microsoft Forms

We can see a Restrictions dropdown in which we can see a lot of option. For our requirement, we choose Number.

Microsoft Forms

When we preview the form, it shows us the hint text that “The value must be a number”.

Microsoft Forms

If we write some text and try to submit the form, the form is not going to be submitted.

2. Sections in Microsoft Forms

If we are creating a lengthy survey or questionnaire, it's helpful to organize our questions into multiple pages, or sections, which we can easily rearrange and reorder.

Add sections

Step 1: In the Microsoft Forms, open the form for which we want to add sections.

Step 2: Select + Add new. Select the chevron icon to see more options and then select Section.

Microsoft Forms

Step 3: Add a section title and subtitle (which we can say sections’ description) to provide more context for the questions in this section.

Microsoft Forms

Note:
The shuffle question feature is disabled when we include sections in our form.

Organize sections

Step 1: We can duplicate, remove, or move our section, by clicking on three dots (…) in the upper right corner of the section.

Microsoft Forms

Step 2: Select one of the following:
Duplicate section - Make a copy of the questions within that section.
Remove section - Select Just section to remove just the section header, or select Section and questions to remove the section and all questions within it.

Microsoft Forms

Move section - Use the Move up and Move down arrows to rearrange the order of our sections.

Microsoft Forms

Add branching - Branch our section so that responders only see questions that are relevant to them. If the questions don't apply, the responder will be redirected to a different set of questions or skip a set of questions altogether.

3. Add images and Video to Questions

We can add YouTube links and images to the questions.

Step 1: To add an image, click on the media icon at the right at the question. The portion is highlighted in the following image.

Microsoft Forms

Step 2: Insert on Insert image to add an image or click on Insert Video to add a Video.

Microsoft Forms

Step 3: We have a variety of options available to insert an image, browser search for image, OneDrive or Upload from the local computer.

Microsoft Forms

After adding an image. The image is shown in the question as shown in the following image.

Microsoft Forms

Step 4: We can delete the image by clicking on the trash icon.

Microsoft Forms

Step 5: To make the picture small or large, Select the Edit icon to view the picture editing options.

Microsoft Forms

The symbol, displays as Small. To enlarge it, select Large.

Microsoft Forms

By clicking on the small icon.

Microsoft Forms

Step 6: We can also add the alternative text to the image by clicking on the icon highlighted in the following image.

Microsoft Forms

Write the alternative text and click on Add.

Microsoft Forms

The Alt text is shown here and it is not shown when the form is in preview mode.

Microsoft Forms

4. Add Branching feature in Microsoft Forms

Before adding branching feature, it is better to add all the question first. When all the questions are added we can add the branching, follow these steps:

Step 1: Go to the question for which we want to add branching. Click the three dots on the question (…), and then choose Add branching.

Microsoft Forms

Here we can see that the Go to is set to Next, means next question in series. We can change this flow by assigning other options.

Microsoft Forms

We have a list of options available, click on the down arrow icon next to “Next” to view all the options.

Microsoft Forms

Like If we want a particular question assigned as the final one in the survey or quiz, select the drop-down list next to that question, and then select End of the form.

Suppose we want to skip the 8th question if the response for 7th question is Student. If the response is Other for 7th question the normal flow continues.

Microsoft Forms

When we do this the 8th question is skipped if we choose the option Student and normal flow continues if we choose other.

Note:
• If we make “Specify your occupation” question required even in that case the Microsoft Form is handled this in case of “Other” option is selected as it is not shown in the form. It does not throw an error of required value.


5. Check and share the form results

We can check all the form responses, by following the below steps:

Step 1: Open the Form, of which we want to see the responses, and then click on the Responses tab.

Microsoft Forms

Here we can see the number of form responses, Average time to complete the form, and various other things.

Microsoft Forms

Step 2: Click on the three dots, next to the Open in Excel. We can see a lot of different options.

Microsoft Forms

Step 3: To view the form results in an Excel workbook. We can easily view all of the response data for our form in Microsoft Excel by clicking on the Open in Excel on the Responses tab.

Microsoft Forms

After clicking on Open in Excel, an excel file is downloaded, we can open it and it shows our all responses.

Microsoft Forms

Step 4: We also have an option called “Share a summary link”, when we click on the three dots (…) next to the “Open in Excel”.

Microsoft Forms

When we click a link is generated, which we can copy and paste it with other they are able to see the summary of responses of our form.

Microsoft Forms

When someone clicks on that link the form of responses is seen like the following image.

Microsoft Forms

Delete all responses

We also have an option called “Delete all responses” to delete all the responses of the selected Microsoft form.

Microsoft Forms

6. Make a Question Required

We can make any question required by setting the required toggle to on for that question.

Microsoft Forms

The Required toggle is set to On value, it means the question is required now and the user need to fill something in the question, otherwise the form will not submit.

Microsoft Forms

Put the form in preview mode, we note that the asterisk mark (*) is shown on the required questions.

Microsoft Forms

7. Equations in Microsoft Forms

We can add equations in Microsoft Forms. Please note it’s a quiz form.

Step 1: Click on Add new and click on Choice. Set the Math toggle to on. The “Enter an equation” box appears.

Microsoft Forms

Step 2: When click on the “Enter an equation” box a special keyboard to write the equation is opened. Enter the equation and click on Ok.

Microsoft Forms

When we create a math multiple choice question with an equation, we will be offered correct and incorrect answer options to add. We can select individual suggestions or use Add all to add all suggestions.

Microsoft Forms

When we create a math multiple choice question and press + to add the next one, Forms will show us question suggestions like our previous question. We can choose to add all or some of them to our quiz by selecting Add all or Add selected.

Microsoft Forms

8. Preview the Microsoft form

To preview the Microsoft form, follow the below steps:
Step 1: Open the Form and click on the Preview icon to see how the form will look.

Microsoft Forms

Step 2: To test out the form, answer the questions in Preview mode, and then select Submit.

Step 3: To Edit the Microsoft form, select Back.

Microsoft Forms

Step 4: Click on the Mobile to show that how the form is shown in the mobile phone.

Microsoft Forms

9. Settings in the Form

To open the settings window of the form, click on the three dots (…) next to the Collect responses. And then click on the Settings.

Microsoft Forms

In the Settings pane we have a lot of options. For example, we can allow the respondents to edit their responses by enable the checkbox for “Allow respondents to edit their responses”.

Microsoft Forms

We can enable to checkbox “Hide Submit another response” to hide the submit another response option after submitting the form.

Microsoft Forms

10. Multilingual

With multi-language support in Microsoft Forms, we can create a form or survey in our own language, then allow our audience to respond in their preferred language. When we receive responses, they'll be stored in a single form that is in our own default language.

Step 1: Click on the three dots (…) to see more options, and then select Multilingual.

Microsoft Forms

Step 2: Under Additional Language, click + Add additional language.

Microsoft Forms

We can search for a language or scroll through the language list to add the language we want.

Note:
A single form can support up to 11 languages, including our primary language.

Microsoft Forms

Hover over our added language and click the Edit language pencil icon.

Microsoft Forms

Click Back when you're finished with translation.

Step 4: When we preview the form, we can see the multiple language options.

Microsoft Forms

11. Share Microsoft Forms

To share the Microsoft form, follow the below steps:

Step 1: To share the Microsoft form, click on Collect responses.

Microsoft Forms

We have several options, we can select it from our need. We can share the form:

Microsoft Forms

Note:
1. If the form has the File uploads, then Anyone can respond option is not available that is grayed out.
2. If we set the policy that the people outside the organization cannot respond, then also this option is grayed out.

12. Themes for Microsoft Forms

We can change the theme of our Microsoft Form by clicking on the Style and Choose the theme, that we want to apply on our Microsoft Form.

Microsoft Forms

13. Present in Microsoft Forms

The Present button in MS Forms is used to gather the live feedback.

Microsoft Forms

The live response is shown like the image below.

Microsoft Forms

14. How to record form responses to the SharePoint list automatically?

Step 1: Go to the Power Automate. This is the Official Power Automate website link.

Step 2: Click on the Templates on the left-hand side navigation menu in the Power Automate. Select the Record form responses in SharePoint.

Microsoft Forms

Step 3: After selecting we can add our name of the form, and the sharepoint list and map the columns of sharepoint and form question response.

Microsoft Forms

Step 4: After this whenever the new form response is submitted, a new record is created in the SharePoint list.

Microsoft Forms

15. Personal and Group Forms Attachment location

If we enable File attachment in our Form – the repository where the attachments will be stored will depend on the type of Form we have.

a) Personal Form
In case of Personal Form Attachments end up in our own OneDrive in the Apps > Microsoft Forms folder. Where we can see the folder of our form name. In that folder attachments are saved of that form.

Microsoft Forms

b) Group Forms
In case of Group forms attachments end up in a default Document Library on the group-associated sharepoint site in the Apps > Microsoft Forms folder.
Here we can see our form name folder.

Microsoft Forms

The above concept is important to undertand because, for example, when we are building Power Automate workflows that connect MS Forms and SharePoint – the logic will need to be updated within Power Automate to account for the different path if we decide to move the form to a group.


14. Quiz Form

We can also create the quizzes, this is basically useful for school and college monthly assessments.
Step 1: To create a Quiz Form. Click on the chevron icon next to the + New Form and then click on New Quiz.

Microsoft Forms

By default, the name of the form is “Untitled quiz”.

Microsoft Forms

Step 2: Click on + Add new and then click on Choice to add a question who has many choices.

Microsoft Forms

Step 3: Click on the message icon next to the option to give a Message for those who choose this option.

Microsoft Forms

Step 4: Click on the trash icon next to the option to delete the option.

Microsoft Forms

Step 5: Click on the right checkmark to specify which option is correct.

Microsoft Forms

Step 6: Our Quiz Form is ready.

Microsoft Forms

Click on the Preview.

Microsoft Forms

Select the option and click on Submit.

Microsoft Forms

After submitting the form, the following screen appears. Click on the View results to view the results.

Microsoft Forms

After clicking on the View results, the following screen appears, here we can see the message that we have specified in the message icon next to the option.

Microsoft Forms

17. Share a form or quiz Collaborate or Duplicate

When we invite others to collaborate on our form or quiz, our co-authors can help add content, analyze responses, and share our form with others.

In Microsoft Forms, open the form or quiz we want to share to collaborate, then click on the three dots in the top right and then 'Collaborate or Duplicate'.

Microsoft Forms

Click on + Share the link to collaborate and view result.

Microsoft Forms

Select Copy and share the url with them.

Microsoft Forms

We have different Add collaborators permission options. Select one of the following collaboration permission options:

Microsoft Forms

Stop sharing a form or quiz

Step 1: In Microsoft Forms, open the form or quiz with the collaborate link.

Step 2: Click on the three dots (…) and then select Collaborate or Duplicate.

Microsoft Forms

Step 3: Select the trash can button next to the text box that displays the form link.

Microsoft Forms

Step 4: Select Remove link to permanently remove the collaborate link. (Select Cancel if we change your mind and don't want to remove the collaborate link.)

Microsoft Forms

Note:
Once we have removed the collaborate link, it's unusable for anyone that tries to click or tap on it. We can't recreate the same collaborate link, we can create a new link later for sharing with others.

Share as a template

We can easily share a form or quiz as a template so that colleagues and teachers can duplicate, customize, and use it as their own.

Step 1: Under Share as a template, select + Get a link to duplicate.

Microsoft Forms

Step 2: Select Copy and share the url.

Microsoft Forms

When our recipient clicks or taps on the link, they'll be able to duplicate our form and use it as their own. Our form serves as a template from which our recipient can then customize as desired.

Note:
When we share a quiz or form as a template, only the content of it is duplicated. No existing response data is carried over to the new quiz or form when someone else duplicates it.

18. Create a group form or quiz

With Microsoft Forms, we can create a form or quiz in our Microsoft 365 group that can be accessed and managed by all team members of that group.

Step 1: Sign in to Microsoft Forms.

Step 2: Scroll down to the bottom of the page, we can see our groups under My groups.

Microsoft Forms

Step 3: Select the group under which we want to create our new form or quiz.

Step 4: Select New Group Form and then follow the steps for how to create a form.

Microsoft Forms

If we want to create a quiz, then choose New Group Quiz.

Note:
If we have created a form or quiz in our own account, we can transfer it to a group so it can be accessed and managed by all team members of that group.

Step 5: We can also see the members of the group, click on the members (at the top corner of the right). It opens the group email page in Outlook on the web.

Microsoft Forms

Step 6: We can see all the members and can also Add members.

Microsoft Forms