Microsoft Forms cheat sheet: How to get started

    Microsoft Forms is an online app that enables customers to create numerous sorts of types that collect info from individuals on-line and retailer that information within the cloud for evaluation.Why is this convenient? Surveys, questionnaires, and different interactive types are a significant a part of doing enterprise. They present a good way to work together with workers, teammates, clients, and potential enterprise companions. You can use on-line types to gather buyer suggestions or enterprise necessities, conduct market analysis, gauge worker satisfaction, register attendees for an upcoming occasion, take a look at learners’ information after a coaching course, and extra.Forms is included with Microsoft 365 subscriptions for people and companies, and a restricted model is accessible totally free to anybody with a Microsoft account. In this cheat sheet, we are going to cowl use this program to create questionnaires, add particular sorts of questions, and examine and analyze the responses.How to create a type from scratchThere are a few methods to begin utilizing the Microsoft Forms app. One approach is to navigate to your Microsoft 365 residence web page, sign up in the event you haven’t already, and click on on the Apps icon within the left panel. The Forms app ought to seem on the principle a part of your display screen close to the underside. If it isn’t there, use the search bar on the prime of the display screen to seek for types and launch the app. Shimon Brathwaite/IDG

    You can launch Microsoft Forms from the Microsoft 365 residence web page. (Click picture to enlarge it.)

    On the following web page, click on the New Form button. Shimon Brathwaite/IDG

    Click the New Form button to begin a brand new type. (Click picture to enlarge it.)

    Alternatively, you possibly can go on to and click on the New Form button. Either approach, you’ll begin a brand new, clean type within the Forms app. Here you are able to do a number of issues, together with including questions, viewing responses, and altering the aesthetics of the shape. Shimon Brathwaite/IDG

    A brand new, clean type in Microsoft Forms. (Click picture to enlarge it.)

    Changing the shape’s titleYou will first need to change the title of your type and add an outline. This is the very first thing anybody will see after they open your questionnaire, so that you need to be certain the title is simple to grasp and explains what it’s you are attempting to do. To add a title, merely click on on Untitled type, and it is possible for you to to edit the title and add an outline. Shimon Brathwaite/IDG

    Change the title and add an outline to your type. (Click picture to enlarge it.)

    Adding questionsTo add a brand new query, click on the Add new button. A toolbar seems exhibiting 4 sorts of questions you possibly can add to your type. Shimon Brathwaite/IDG

    Choose which type of query you need to add. (Click picture to enlarge it.)

    Choice: Multiple-choice questions will let you preselect a set of solutions from which the consumer can select. You may also add an Other choice the place customers can sort in a singular response.By default, a multiple-choice query permits the consumer to pick only one reply. To change this, click on the Multiple solutions slider on the decrease proper to toggle it on. The radio buttons subsequent to the solutions change to checkboxes, and customers can select a couple of. Shimon Brathwaite/IDG

    This multiple-choice query lets respondents select a couple of reply. (Click picture to enlarge it.)

    To rearrange the solutions in a multiple-choice query, hover your cursor over the reply you need to transfer till you see six dots seem to the left of the merchandise. Click and maintain the six dots, then drag and drop the reply to its new location.Text: This is an open-ended query the place you permit the consumer to sort in a solution — good if you need to accumulate particular person info equivalent to an e mail handle or hear detailed ideas from respondents. By default, textual content questions settle for quick solutions, however you possibly can allow longer responses by turning on the Long reply toggle.To limit responses to quantity format, click on the three-dot icon within the lower-right nook of the query field and choose Restrictions. To specify that the quantity be inside a sure vary, equivalent to between 10 and 500, click on the Number dropdown, choose Between, and sort within the applicable numbers. Shimon Brathwaite/IDG

    Restricting the responses for a textual content query to numbers between 10 and 500. (Click picture to enlarge it.)

    Rating: This query permits respondents to charge efficiency, usually on a scale of 1 to 5 (unhealthy to glorious). This can provide you an concept of how workers really feel about their supervisor, for example, or how clients view your services or products. You can regulate the variety of ranges supplied (as much as 10) or change the ranking symbols from stars to numbers, hearts, smiley faces, checkmarks, or others. Date: This query shows a calendar and asks respondents to pick a selected date, such because the date an merchandise is requested.Other query sorts: If you click on the down arrow on the proper finish of the query sort toolbar, a pop-up menu seems with 4 extra query sorts that you simply’ll in all probability use much less steadily:
    Ranking: Lets respondents rank objects so as of desire or significance to them.
    Likert: Displays a listing of things, every with its personal ranking scale. A typical state of affairs for the sort of query could be to learn the way glad workers are with numerous firm advantages.
    Upload File: Lets respondents add a file. Supported file sorts embody Word, Excel, PowerPoint, PDF, photos, movies, and audio information.
    Net Promoter Score: Asks respondents how probably they’re to advocate your services or products, on a scale from 0 (by no means probably) to 10 (extraordinarily probably).
    Shimon Brathwaite/IDG

    A typical Net Promoter Score query. (Click picture to enlarge it.)

    Once you’ve chosen the query sort, enter the query and responses you need respondents to see, then make any changes or restrictions, such because the “multiple answers” choice for multiple-choice questions.Here are a couple of extra duties you’ll probably use when including inquiries to your type:
    To make a query required (i.e., respondents should reply it so as to full the survey): flip the Required toggle on on the decrease proper of the query field.
    To discover extra choices for a query, equivalent to the flexibility to shuffle responses or add a subtitle: click on the three-dot icon to the proper of the Required toggle.
    To add a picture or video to a query: click on the picture icon on the proper finish of the sphere the place you enter the query textual content. On the “Insert media” pane that opens, select Insert Image or Insert Video. For a picture, you are able to do a Bing internet search, browse your OneDrive folders, or add a picture out of your laptop. For a video, you possibly can paste in a Microsoft Stream or YouTube URL. In a multiple-choice query, it’s also possible to add photos to the responses.
    Shimon Brathwaite/IDG

    You can add a picture or video to a query. (Click picture to enlarge it.)

    Building out your typeTo add extra inquiries to your type, simply hold clicking the Add new button and repeating the steps above. Here are a couple of extra issues which might be helpful to know do:To duplicate a query: choose the query and click on the Copy query button on the higher proper of the query field. A replica of the query seems instantly beneath it. This is useful when you’ve got a couple of query with comparable formatting: it can save you time by duplicating the query and modifying it reasonably than ranging from scratch every time. Shimon Brathwaite/IDG

    Use the buttons on the higher proper to duplicate a query, delete it, transfer it up, or transfer it down. (Click picture to enlarge it.)

    To transfer a query up or down: choose the query and use the up or down arrow icons on the higher proper of the query field.To insert a query in between present questions: choose the query above the place the place you need to insert the brand new query. Click the Insert new button (which seems rather than “Add new”) and proceed as ordinary.To delete a query: choose the query and click on the trash can icon in its query field.To add a brand new part to the survey: choose the query above the place the place you need the brand new part to look. Select Add new or Insert new, click on the down arrow on the proper finish of the toolbar, and choose Section from the pop-up menu. Enter a title for the brand new part. You can optionally add a subtitle and picture or video as properly. Shimon Brathwaite/IDG

    It could be useful to interrupt a type into sections. (Click picture to enlarge it.)

    Adding branching to your typeThis function is elective, nevertheless it’s highly effective: You could have a number of questions in your type that you simply need to department — that’s, if the respondent solutions the query a technique, you need to ship them to a distinct follow-up query than in the event that they reply the query one other approach. Thus, branching makes probably the most sense for multiple-choice questions.It’s greatest to attend till you’ve added all of your inquiries to the survey earlier than you add branching. Once you’ve accomplished so, choose the query you need to department, click on the three-dot icon at its decrease proper, and choose Add branching.A “Go to” field seems subsequent to every of the solutions. Click the drop-down menu subsequent to every reply and select the place you need to ship respondents who select that reply — the following query (the default), the top of the shape, or a selected query or part within the type. Shimon Brathwaite/IDG

    Adding branching to a query enables you to set totally different follow-up actions for various responses. (Click picture to enlarge it.)

    How to create a type from a templateRather than beginning a brand new type from scratch each time, you will get a head begin by utilizing one of many templates Microsoft gives. Go to Microsoft’s Forms template gallery, the place you possibly can select from a wide range of templates together with a market analysis survey, supervisor suggestions survey, workplace facility request type, and extra. Click any template to open it in your browser. Shimon Brathwaite/IDG

    The Forms template gallery has greater than a dozen templates to select from. (Click picture to enlarge it.)

    You’ll see a type that’s prepopulated with questions and solutions. You can edit any of the present questions, delete these you don’t need, and add your personal questions into the combination. Shimon Brathwaite/IDG

    Using templates provides you a head begin on many customary enterprise types. (Click picture to enlarge it.)

    Starting from a template not solely saves you from having to enter all of your questions manually, it could additionally present worthwhile questions you wouldn’t consider by yourself.How to create a quizQuizzes are much like surveys and different questionnaires, however there are appropriate and incorrect responses. You can assign factors to every query, report respondents’ scores, and clarify why sure responses are proper or improper. A quiz is an efficient option to assess how properly attendees of a coaching course have discovered the subject material and coach them in areas they don’t totally perceive.To create a brand new quiz, go to and click on the New Quiz button on the prime of the web page.Alternatively, you possibly can go to your Microsoft 365 residence web page and launch the Forms app as described earlier within the story. On the Forms begin web page, click on the down arrow subsequent to the New Form button and choose New Quiz.Creating a quiz is rather like making a type — you add a title/description and questions the identical approach — besides that you simply designate the right reply and assign some extent rating to every query. When you enter the solutions for a query, you’ll see a circled checkmark to the left of every reply. Click one of many checkmarks to mark it as the right reply. Then go to the Points field on the backside of the query field and sort the variety of factors the query is value. Shimon Brathwaite/IDG

    Quizzes allow you to take a look at respondents’ information. (Click picture to enlarge it.)

    How to alter your type’s themeNow that we now have lined the practical points of Microsoft Forms, let us take a look at how one can change the appear and feel of your questionnaire. On the highest proper of your type, click on the Theme button to open a panel filled with theme concepts that you should utilize to alter how your questionnaire seems. Look round this tab and choose a theme that you simply prefer to symbolize your organization. Shimon Brathwaite/IDG

    Choose a theme that fits your organization and the shape itself. (Click picture to enlarge it.)

    To preview how your type will look to respondents as they’re filling it out, click on the Preview button to the left of the Theme button on the prime proper of the web page. You can toggle between Computer view and Mobile view by clicking the buttons on the prime proper of the preview web page. Shimon Brathwaite/IDG

    You can see how your type will look to each desktop and cell customers. (Click picture to enlarge it.)

    How to share your type for others to reply toOnce your type is finalized and also you’re prepared to begin sending it to shoppers, workers, or different respondents, choose the Collect responses button on the prime proper. On the pane that seems, you possibly can create and customise the hyperlink that you’ll use to share your questionnaire with others. Shimon Brathwaite/IDG

    You can ship out a survey hyperlink publicly or privately. (Click picture to enlarge it.)

    If this survey is supposed for individuals exterior your organization, click on the choice that enables anybody to reply. If it’s meant for workers in your organization, select the second choice. And in the event you’re on the lookout for suggestions solely from particular individuals in your group, select the third choice and enter the names or e mail addresses of these individuals.Next, choose the choice to shorten your URL in order that it is much less spammy and simpler to share with different individuals in a textual content, e mail, or instantaneous message. You can ship the hyperlink out by clicking the Copy button and pasting it into an e mail or different message. Alternatively, you possibly can fill out the shape on the proper to ship an e mail with an embedded hyperlink.How to view responsesMicrosoft routinely retains observe of all responses to your type and gives you with a abstract of that info in a visible dashboard. Simply click on the tab on the prime proper that claims Responses to view your abstract: Shimon Brathwaite/IDG

    Forms collects and summarizes your survey’s responses. (Click picture to enlarge it.)

    To view responses individually, click on the View outcomes button on the left-hand aspect underneath your preliminary abstract of responses. On this web page, you possibly can scroll by means of all the responses that you have obtained to your type. Shimon Brathwaite/IDG

    Viewing the solutions from a person respondent. (Click picture to enlarge it.)

    You may also export your outcomes to Excel for offline viewing. Click Open in Excel on the proper underneath the preliminary abstract. Shimon Brathwaite/IDG

    Click this button to export your outcomes to Excel. (Click picture to enlarge it.)

    Lastly, you possibly can share this outcomes web page with anybody you need through a hyperlink supplied by Microsoft. Click on the three-dot icon to the proper of the “Open in Excel” hyperlink and select Share a abstract hyperlink from the pop-up menu. Forms will generate a hyperlink which you can copy and share. Shimon Brathwaite/IDG

    Sharing a abstract hyperlink. (Click picture to enlarge it.)

    Copyright © 2023 IDG Communications, Inc.

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