M365 – Introduction to Microsoft Forms / Microsoft Forms for Beginners

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Background : Recently I got an new assignment of automating the guest users – inviting guest users to Azure AD and adding them to respective given groups. Here we decided to use Microsoft Forms and Power Automate

So using Microsoft Form to collect the details like – Guest User Email Address, Group ID / Group Name in which we need to invite the guest. Since I never user before Microsoft Forms, I started exploring. Sharing is caring 🙂 and this article 🙂

Take Away from this article: At the end of this article you will understand

What is Microsoft Form?
M365 plans in which Microsoft Form is included
How to create Microsoft Forms and various options available

What is Microsoft Form?

Microsoft Form part of Microsoft 365 suit, is lightweight tool / app to quickly create the Quiz, Polls and Surveys. To quickly see the responses, collect the feedback
We could launch Microsoft Forms from M365 admin center or using direct URL – https://www.microsoft.com/en-us/microsoft-365/online-surveys-polls-quizzes OR https://forms.microsoft.com as

M365 - Microsoft Forms - Staring Microsoft Forms — Fig 1: M365 – Microsoft Forms – Staring Microsoft Forms

Microsoft Forms will work on Windows, Mac, Android, iOS, and web platforms.
Important Point:
- Microsoft Form is not replacement for InfoPath forms. InfoPath forms were to create complex customizable forms, will be able to enable automated workflows where as Microsoft Forms are very simple to create quizzes, polls and surveys.
- InfoPath forms can be replaced by List forms, PowerApps

M365 plans in which Microsoft Form is included :

Microsoft Forms is free to use for any of the following:

Office 365 Education

Office 365 A1 Plus
Office 365 A5
Existing customers who purchased Office 365 Education E3 prior to its retirement

Microsoft 365 Apps for business

Microsoft 365 Business Basic
Microsoft 365 Business Standard
Microsoft 365 Business Premium
Microsoft 365 Apps for enterprise
Microsoft 365 Enterprise E1, E3, and E5 plans
Existing Office 365 Enterprise E4 customers who purchased E4 before its retirement

Microsoft personal account

Hotmail
Live
Outlook.com

Creating our first Microsoft Form :

From Microsoft 365 Admin center, click on Forms as shown in Fig 1
We will be redirected to Forms – https://www.office.com/launch/forms?auth=2 where we have various options as below and shown in Fig 2 as well
- Create new form
- Our recent forms and no of responses they have
- Pinned forms
- Forms which are shared with me
- Link to my all forms
- My groups and no forms they have

M365 - Microsoft Forms - Staring Microsoft Forms - Various options - Creating New Form — Fig 2: M365 – Microsoft Forms – Staring Microsoft Forms – Various options – Creating New Form

Click on “+ New Form” button which will create the “Quiz” by default as shown in below Fig

M365 - Microsoft Forms - Creating Quiz — Fig 3: M365 – Microsoft Forms – Creating Quiz

Save the form. Please enter the Title and Description as shown in below Fig

M365 - Microsoft Forms - Creating Quiz - Setting up Name and Description — Fig 4: M365 – Microsoft Forms – Creating Quiz – Setting up Name and Description

Once form is saved with Name and Description, we could add the controls for our questions as shown in below Figures – Fig 5 and Fig 5.1

M365 - Microsoft Forms - Creating Quiz - Controls available for the Form — Fig 5: M365 – Microsoft Forms – Creating Quiz – Controls available for the Form

Here we will add “Text” control since we need to collect the user email address as shown in below Fig 6

M365 - Microsoft Forms - Creating Quiz - Adding "Text" control to the form — Fig 6: M365 – Microsoft Forms – Creating Quiz – Adding “Text” control to the form for collecting user email address

Once we are done with Form, we will see the preview of forms by clicking on “Preview” link available at right top corner of Form
We have preview available for desktops – “Computer” and “Mobile” as shown in below Figures

M365 - Microsoft Forms - Creating Quiz - Preview of Form on Computer — Fig 7: M365 – Microsoft Forms – Creating Quiz – Preview of Form on Computer

M365 - Microsoft Forms - Creating Quiz - Preview of Form on Mobile — Fig 8: M365 – Microsoft Forms – Creating Quiz – Preview of Form on Mobile

Once we are done with Form we can share the Form URL. Or copy the Form URL to submit / collect the responses as shown in below Fig
There is “Share” button available at right top corner of the Form

M365 - Microsoft Forms - Creating Quiz - Sharing Form URL — Fig 9: M365 – Microsoft Forms – Creating Quiz – Sharing Form URL

Open the Form with copied URL. Our Form will look like as follow.
We have added “Text” control and “Submit” button will appear by default as shown in below Fig

M365 - Microsoft Forms - Creating Quiz - submitting the Form — Fig 10: M365 – Microsoft Forms – Creating Quiz – submitting the Form

On successfully submission of Form we will get following response

M365 - Microsoft Forms - Creating Quiz - Response on successfully submission of Form — Fig 11: M365 – Microsoft Forms – Creating Quiz – Response on successfully submission of Form

If we again go to Form designer, we can see now the response count along with “Responses” tab as shown in below Fig

M365 - Microsoft Forms - Creating Quiz - Responses count along with "Responses" tab — Fig 12: M365 – Microsoft Forms – Creating Quiz – Responses count along with “Responses” tab

Click on “Responses” tab to see more details as shown in below Fig
We could have multiple options like –
- Number of Responses
- Average time taken to complete the form
- “Open in Excel” link
- “View results” button

M365 - Microsoft Forms - Creating Quiz - Responses details — Fig 13: M365 – Microsoft Forms – Creating Quiz – Responses details

We could see more detailed by clicking on “View results” button as shown in above Fig
We could see the “Respondent“, “Time to complete” and answer submitted as shown in below Fig

M365 - Microsoft Forms - Creating Quiz - Responses result listing — Fig 14: M365 – Microsoft Forms – Creating Quiz – Responses result listing

There are various settings / options available. But we will stop here, we will discuss these settings / options in next articles 🙂

Thanks for reading 🙂 Feel free to discuss / comment / questions 🙂 SHARING IS CARING 🙂

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M365 – Introduction to Microsoft Forms / Microsoft Forms for Beginners

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