Microsoft 365 Community Getting started series, 28 Apr 2022

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From YouTube: Getting started with Microsoft Forms

Description

In this 6-minute demo, Chris shows how to get started with Microsoft Forms.

He walks us through creating a new survey, different question types, basic data validation and shows theming and preview for desktop and mobile. He shows how results are displayed and are exportable to Excel and how to customize a thank you message. He closes with how to share the survey by email, QR code or link.

📽️ Presenter: Chris Kent (DMI) | @theChrisKent

Resources:
✔️ https://forms.office.com/
✔️ https://aka.ms/m365pnp
✔️ https://pnp.github.io/blog

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Hello, everyone- this is chris kent, I'm going to show you how to get started with microsoft forms. So microsoft forms is awesome for creating surveys or quizzes and in our case we're going to try to make a quick server. We might use internally, so we're going to click on the new form button and that's going to get started here. So we've got a nice blank form here.

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In our case, we've got a company picnic coming up, so we're going to call this company picnic, 2022, 2022 and uh you know we'll add a nice description here- says: uh can't get enough of your co-workers during the week.

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Good news all right now, there's a company pigment coming up. So that's awesome and anytime we hit this preview button. We can see how our survey is looking right. So we've got a nice title and a nice description. We can even see how it looks on a phone. Oh fancy.

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Now, if we go back, we should add some questions so we're going to hit this add new to add a nice question here. So, in this case, we're just going to add a pretty basic question, a text question uh now with text questions you can make those short answers, you're going to get long answers, you get more room to type. In this case we just want a short answer, I'm going to say how many are coming. That sounds good um and when we preview that we can see hey there, it is how many are coming.

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You can hear your answer finding another seven or you know in this case they can actually enter whatever they wanted, which is not quite great. Then we can also submit it without filling that out. So, in both case, we want to change that. So if you go back here anytime, you click on a question.

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It becomes editable and what we're going to do is we're going to add or make this required I'll add a little star make sure they have to put it in before they submit and we're going to add a restriction in this case. We're just going to make it so it can be a number. But in this case we want to see less than or equal to and we're going to say, maximum people can bring, is 5.

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and then just to make sure it's very obvious. We're going to add a subtitle. We're going to say you know, including yourself, sounds good all right. So now, if we preview that now we've got this nice uh required piece here. We've got the include yourself subtitle and if we try and enter at 4, that's fine, but if we come back here and we're 44, oh we're prompted, and so we can't submit until we uh fix that. So that's great right. So now we come back here.

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Let's add one more question and in this case we'll add a nice choice.

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Question now there are a couple other question: choice types here: you just hit the little drop down to see those but in our case, very simple choice, and here we're going to type in uh you know what foods do you like for the e sounds good and, of course, they've automatically suggested some options for us based on our question, but in our case we're just going to start typing, we're going to say pizza, I'm going to hit tab and then we'll type in hamburger all right and we'll hit enter.

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So we have another one we'll say: salad. Those are our kind of predefined choices. Let's add one more. Let's apple sauce sounds really delicious right. So now we've got applesauce.

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uh We can quickly change the order of those we put applesauce on top to encourage people to do that, we could remove an option by clicking the delete and in fact we can even say add other option which will let them fill in their own. And so, if we preview that we get this nice radio selection, so you can pick one you can pick other. In that case, you can type whatever you want now.

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In our case, we actually want to let them select multiple answers, so I'm going to click that it becomes a checkbox and they can pick as many of these as they want. So now, if we preview that one more time we have a beautiful form that looks great uh and we can go ahead and submit it and we're all done if we'd like, but in our case we want to make it look a little more than generic.

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So we come back here and we go to theme and you notice that it has got this little lightning bolt saying it's got some theme ideas based on our questions or our topics, and we come down here. We can see all of those suggestions if we don't like any of those. We come down. There's these kind of standard colors right. So it's one in orange, if you preview that you get a nice just orange, is your accent color for everything, uh but that's not very exciting.

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There's, of course, also these uh lovely ones with sea creatures and so on, and if you really want you can go in here and you can get your own image and your own color and you can go to town on it. But for our case, we're really happy with this all the suggestion of hamburgers everywhere. We're really trying to influence that choice, but that looks nice right so now we're good to go and if we wanted to go ahead and start sharing that we could.

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So if we preview this now, we can see what it might look like when those things come back. So how many are coming, we're gonna say three and we really want applesauce and pizza and we're gonna send it, and so we get your responses submitted and we get a nice thanks, woohoo all good. Now, if we take one less thing, we've covered responses. We can anytime open these in excel or see exactly what's going on here and then there's a few settings we can adjust as well when we click this.

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So we go to settings and in this case we are automatically recording the name, which is why we didn't ask. But as a result, it's only open to these people, my organization or, I could say very specific people and I can type in those names. I can also make it so that people aren't spamming it and asking for lots and lots of applesauce and say one response per person. um I could even say uh you know what, because this this coming picnic say on the the 10th.

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uh So you have until the ninth to fill this out and at that point it will automatically close and give a nice message saying too bad sucker you're not invited to the party right and we can even customize that. Thank you message. Instead of your responses submitted, see you at the picnic.

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There we go beautiful all right and that's all there is to it. You just hit this share and copy that link. You can even shorten that link, so it's not so ugly pass that out to people uh if you'd like to just start an email, you can click this and it'll automatically open up outlook or whatever your email client is with the link already in there. You can send it out to the appropriate group.

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Alternatively, you can hit this nice qr code button and you can download that as an image to stick in a powerpoint slide or wherever else you need to put it, and ultimately, you can also embed these inside sharepoint pages or even as a tab in microsoft. Teams so forms are super powerful and useful for lots and lots of stuff. Good luck.