M365 – Introduction to Microsoft Forms / Microsoft Forms for Beginners

Hi All,

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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

• 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

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

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

• 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

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

• 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

• 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

• 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

• On successfully submission of Form we will get following response

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

• 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

• 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

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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