M365 – Introduction to Microsoft Forms / Microsoft Forms for Beginners

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Microsoft Forms
Microsoft Forms

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?

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
M365 - Microsoft Forms - Creating Quiz - Controls available for the Form

Fig 5.1: 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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Enjoy the beautiful life 🙂 Have a FUN 🙂 HAVE A SAFE LIFE 🙂 TAKE CARE 🙂 

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Prasham Sabadra

LIFE IS VERY BEAUTIFUL :) ENJOY THE WHOLE JOURNEY :) Founder of Knowledge Junction and live-beautiful-life.com, Author, Learner, Passionate Techie, avid reader. Certified Professional Workshop Facilitator / Public Speaker. Scrum Foundation Professional certificated. Motivational, Behavioral , Technical speaker. Speaks in various events including SharePoint Saturdays, Boot camps, Collages / Schools, local chapter. Can reach me for Microsoft 365, Azure, DevOps, SharePoint, Teams, Power Platform, JavaScript.

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