Microsoft Forms

Microsoft Forms: Features, Benefits, Pros and Cons

Microsoft Forms is a vital tool in the Microsoft Office suite. It’s easy to use and has robust features, making it ideal for surveys, quizzes, and polls. With its user-friendly design and smooth integration, this software meets the needs of many sectors, from education to corporate environments.

What is Microsoft Forms?

With Microsoft Forms, you can create surveys, quizzes, and polls. Invite others to respond using almost any web browser or mobile device. See real-time results as they come in. Use built-in analytics to evaluate responses—export results to Excel for more analysis or grading.

This flexibility makes Microsoft Forms perfect for many settings. Conduct market research, gather feedback from students, or assess training programs. Its integration with other Microsoft 365 apps makes it even more helpful.

What can you do With Microsoft Forms?

With Microsoft Forms, you can do a lot. Collect feedback easily, create fun quizzes, and run surveys without hassle. Whether you need it for school, work, or personal projects, Microsoft Forms helps you quickly gather and understand data.

Annual Customer Satisfaction Survey

This is a valuable tool for any business. A web-based tool makes the survey easy to complete and can increase customer response rates. Customers can quickly fill out your satisfaction survey from any device. It’s fast and simple for them. You see the results immediately. This helps you understand what your business is doing and where it can improve.

Change Readiness Survey

Because technology changes business quickly, many organisations focus more on Change Management. You can use Forms to help users prepare for these changes. Create and send a change readiness survey to the affected groups.

Employee Security Awareness Quiz

IT Support LA strongly supports Security Awareness Training. It’s smart to send a security quiz to your employees regularly using Forms. This tool integrates easily into your training and shows the average response time per person.

Volunteer Registration Form

You can add an MS Forms registration form to your web page to sign up volunteers. The platform will gather information on their talents and other details, helping you match people’s skills to your needs more efficiently.

Event Registrations

If you are hosting an event, you can quickly gather registration details. Send out a Forms link via QR code, social media, text, or email.

Who can use Microsoft Forms?

Microsoft Forms is available to Office 365 Education customers, Microsoft 365 Apps for business users, and those with a Microsoft account (Hotmail, Live, or Outlook.com). Students, educators, business professionals, and everyday people can all use it.

Whether you are working on a class project, conducting market research, or organising a community event, Microsoft Forms makes it easy to gather and analyse data.

Features of MS Forms

Microsoft Forms comes loaded with features designed to simplify data collection and analysis. Some standout features make it an invaluable tool for various purposes.

Attach files

One of the relatively recent additions to MS Forms is the ability to attach files to the form. This is a common requirement when submitting supporting documentation.

The forms reside within the Apps folder in OneDrive for Forms created within a user account and in the Apps folder on a SharePoint site connected to a group for the Group forms.

Also worth noting is that the ability to attach files is only available on forms shared within the organisation.

Integration with MS Stream

This is an excellent feature. Say you have a training video in MS Stream and want to insert a quiz or feedback survey in the middle of the video. Thanks to its integration with MS Forms, you can easily do that in Stream now.

Integration with Outlook

You can also embed a quick Form/Poll straight from an Outlook email! Clicking a poll button will automatically create a non-editable form in MS Forms.

Anonymous submissions

Sometimes, you need to collect feedback without knowing who submitted it. Perhaps you are collecting feedback from training, an event, or lessons learned from a project. Forms allow you to do that, too.

Please note that if you opt for File Attachments on your Forms, you will not be able to have anonymous entries, as the form will record the submitter’s name in the Modified By Column in a library/folder where the attachment will be uploaded.

Receive submissions outside of the organisation.

This one is huge. Before we had Forms, we used Lists to collect user feedback. However, lists reside in SharePoint sites, and external sharing of a list meant you had to share the site first and have users authenticate. Long story short, it was more accessible and mentally more pleasing to have a proctologist exam than to share the list/form externally. With Forms, you can quickly generate a link that will work outside the organisation—just a click of a button!

Sections

If your questionnaire is long, you might want to separate it into logical sections (pages) so the survey won’t seem overwhelming to those who fill it out. Such functionality is also available.

Integration with SharePoint pages

Once you create your form, you can easily integrate it with SharePoint. A web part allows you to embed the survey or its results.

Branching

You can also build logic into your Forms. For example, you might want users to skip certain questions based on their responses to a given question.

Integration with Power Automate workflow

You can take your forms to the next level if you also integrate them with Power Automate. This will allow you to submit the form for approval or populate its values in a Custom list, among other capabilities.

Multilingual Support

The last of the advanced features of MS Forms I would like to cover is related to the MS Forms multi-language support. You can customise your Form in multiple languages. System fields get translated automatically, while you can also provide translation for the fields you manually created.

Benefits of Using Microsoft Form

Benefits of Using Microsoft Forms

Microsoft Forms offers numerous advantages that streamline data collection and enhance user experience.

It’s Included in Microsoft 365 Subscriptions

If you already subscribe to Microsoft 365, using Forms is a no-brainer. It’s easy and makes sense. Switching can save you money if you’re using another survey tool like Survey Monkey. Just sign in with your Microsoft account to access it.

It Saves Time

Sending a survey by email can take a lot of time. You have to deal with emails bouncing because of attachments. You also need to gather all the results as they come in.

Automatically Get Charted Results

MS Forms can save you and your survey participants a lot of time. No one needs to download anything or open an email attachment. They click your link and fill out the form online. Once they finish, you get the results instantly.

Forms also organise all the answers for you.

The survey results can be seen in meaningful graphs very quickly, and it is simple to export the results to Excel if you want to upload them to another platform. On the “Responses” tab, you can hover over the result graphs to see the details.

It’s Easy to Use

MS Forms has a very low learning curve. The interface is simple and intuitive, so you can quickly start using it.

Microsoft Forms Pros And Cons

Microsoft Forms is a powerful and intuitive tool for crafting surveys, quizzes, and polls. It offers a rich array of features that simplify data collection and analysis, making it indispensable for students and business professionals. Before delving into its detailed pros and cons, let’s explore what differentiates Microsoft Forms.

Pros

Forms Is Super-Easy To Use

Creating an online form required some technical expertise. However, thanks to Microsoft Forms, those days are long gone. Its user-friendly interface and drag-and-drop features make building a form quick and effortless.

It Works Great With Other Microsoft Products

If you’ve partnered with Microsoft for as long as we have, you’d know that hasn’t always been the case. Results from the forms or quizzes are stored automatically and can be easily exported to Excel, Lists, or SharePoint.

External Third Parties Can Participate

As indicated above, we use Forms exclusively for internal purposes (RSVPs for company outings, fleet management, etc.), but we could also use them for customer surveys or invitations.

Cons

Limited Question And Answer Options

This may sound critical, but the variety of questions you can ask is room for improvement. For instance, if you want to use logic jumps and calculations to create a dynamic and interactive form, there may be better choices than Microsoft Forms.

Limited Customization

Microsoft Forms offers customisation options, like changing the theme and adding a logo. However, it has limited design flexibility. You can’t add custom CSS or HTML to your surveys or quizzes. This can be a problem depending on the form’s needs.

Limited Integrated Options

While Microsoft Forms integrates beautifully with Microsoft products, it has few integrated options with non-Microsoft products. For example, we use Constant Contact to manage communications with our clients. Still, it has no integration options with Microsoft Forms, so we use Gravity Forms (which syncs with Constant Contact lists) on our website for public-facing forms.

FAQs

How many forms can I create?

In Microsoft 365, you can create up to 200 forms per user account. If you need to increase this limit, consider deleting old forms no longer needed or archiving the responses to free up space for new forms. Additionally, if you work in an organisational environment, your administrator might have specific policies or limits, so it’s a good idea to check with them if you encounter any restrictions.

Can Microsoft Forms be used in conjunction with a Team or Group?

Yes, Microsoft Forms can be used in conjunction with a Team or Group within Microsoft 365. When you create a form, you have the option to share it with specific individuals, entire teams, or groups. This is particularly useful for collaborative projects or departmental surveys, as it allows multiple users to collectively access and manage the form.

Responses from these forms can also be viewed and analysed by any team or group member, facilitating seamless collaboration and insight sharing. Forms can be easily integrated with Microsoft Teams, enabling users to share forms directly in channels or chats, encouraging higher participation rates and faster feedback collection.

How do I share a Microsoft Form?

Depending on your needs, you can use several methods to share a Microsoft Form. First, within the Form itself, navigate to the “Send” button located in the top right corner. This will open a pane with various sharing options. You can choose to share your form via a link, which can be copied and pasted into emails, chats, or any other communication tool.

Additionally, there is an option to generate a QR code, which respondents can scan to access the form. You can use the embed code provided if you prefer to embed the form directly into a webpage. Moreover, Microsoft Forms offers the ability to share directly via email or to invite collaborators by entering their email addresses.

Are Microsoft Forms included in Microsoft Office?

Yes, Microsoft Forms is included in Microsoft Office 365. It is available to anyone with a Microsoft 365 subscription and provides personal, business, and educational plans. This accessibility makes it a convenient and versatile tool for various purposes, from creating student quizzes to gathering feedback from clients and employees. For those with an organisation account, Microsoft Forms can be accessed through the Office 365 app launcher or the Forms website.

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