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How to use Microsoft Lists

2021-10-06/in English, Lists, Microsoft 365

This manual describes the different uses for Microsoft Lists and how to create your lists.

Microsoft List is an app in Microsoft 365 that helps you sort your information and organize your work. In Lists you can see favorites, recently worked lists, search all your lists, create new lists, customize colors and icons for the lists titels as well as add comments.

Access Lists through Microsoft 365

You can get started with Microsoft 365, Microsoft Teams or SharePoint. When you’re signed in to office.com, click on the app window. If you can’t find Lists, you can search for Lists in the search-bar. Now you have access to Lists. You can see your existing lists and your favorites, select and uncheck, and create new lists.

Create a list

Click +New List in the upper right corner of the screen.
You can choose to start with a template, an Excel file or from scratch. If you start with a template you can choose among a lot of different ones. If you start with an excel file you can easily convert an existing file. And if you start from scratch, choose Blank list.
If you clicked Blank list, you can write a title, describe what the list is for and select an appropriate color and icon.
Under Save to, you can choose where you want to save the list. Select My lists to either keep the list private or just share it with a few people. To automatically save the list to a team or SharePoint-site, you can select it here and the list will then be saved in that team or site.
Click Create when you’re done with the settings.

To create a new favorite list:

Hold the mouse over the list.
Click on the star in the right corner.

New item to list

Your list has been created and you want to fill the list with items.

Go to the list you just created.
Select a new item in the left corner to create an item for the list.
Fill in the title of the issue (mandatory). You can formulate a problem description, choose to set a priority, assign a person or team, add images and so on. When you’re feeling done, click Save.

Inside the list, you can get different views by clicking All items. Here you can filter problems grouped by the person that’s assigned, by priority or by date.

Assign content to attendees

How to create the content before you share it.

Click Share in the meny for your list.
Fill in the email adress or name of the ones you want to share the list with, and choose if they will be able to edit or just view.
Choose if they should receive a notification about the sharing in the box Notify people.
Click grant access to share the list.

Add rules

You can create rules for automating processes based on your list data to simplify your work. You can divide yourself of others when something changes in the list by creating a rule. You can choose to send an alert as e-mail to you or others when a column changes, or when a new item is created or deleted.

Open your list.
Click Automate on the right of your list.
Click Create a rule.
A new box opens with different options for rules. You can choose to have a notification sent to you or others when changing a column, when a column value changes, when a new object is created or when an abject is deleted. Click on the type of rule you want to create.
Select a condition that triggers the rule and what action to perform in the rule. You will get different options depending on the type of rule you’ve chosen. For example you can customize the condition bu selecting a column, the value in the column, and who to notify. Click Create when done.

Templates

When you use templates in Lists, you get lists of predefined formats that you can customize to your work. To see what the templates till be used for and which headings/columns are in the template – click on one of the templates to create a new list.

Desciption of some of the templates:

Issue tracker: With this template, you can follow up, manage and close cases. Set the priority and keep track of the progress of a case in the status column. Keep your team’s productivity going by sending notifications when they’re assigned cases.

2. Event itinerary: Gather all important event information in a single place for successful event planning. Track speaker names and email addresses, start and end times, room capacity, and more.

3. Employee onboarding: The checklist helps manage the onboarding of new employees and helps them succeed during their first few weeks at work. New employees can get tips on relevant contacts and resources.

Frequently asked questions about Forms

2021-09-16/in Employee, English, Forms, Microsoft 365, Student

How do I find Microsoft Forms?

To access Forms go to www.m365.umu.se.
Sign in with your Umu-ID.
Select Forms in the left menu. If you cannot find it there, select All applications and then Forms.

What is the difference between a form, quiz, and poll?

A form is a traditional survey where you collect data on people’s opinions and experiences.

A quiz reminds of a survey but allows you to choose right or wrong answers for the questions.

A poll consists of shorter questions that can be used before, during or after a Teams meeting (Link to “Make a planned poll in a Teams meeting” & “Make a spontaneous poll in a Teams meeting”) or in a channel in Teams (Link to “Make a poll in a channel in Teams”).

What is a group form?

A groupform is when a form is created within an already existing group (team) and is handled in the same way as if it was your own forms portal. This provides the possibility of easy editing and work within a group.

What is preview?

The purpose of a preview is to see what your form/quiz looks like before you share it. When previewing the form, you can try to fill it out to make sure it looks and works the way you want.

See manual: Preview and share a form

What is branching and how can I use it?

With branching you can add a subsequent dependency on the previous answer. If you were to branch question 1 in your form to question 3, it would mean that the respondents who answered question 1 would be moved to question 3. Question 2 will in turn be skipped.

You can add branching to all questions, but also to sections or options in a question.

What is a section?

Sections are used to group your questions in categories or themes such as work environment, equality, and safety. Sections are useful when you are creating a large form with many questions.

What questions can I use in a form or quiz?

There are 8 different types of questions:

Choice is used to give the respondents predetermined answer options. You can use it for a yes or no question but also add over 100 options.
Text is used to let respondents write an answer to the question.
Rating is used to let respondents rate a statement. You can choose levels from 1-10.
Date is used to let the respondents answer the question by choosing a date.
Ranking is used to let the respondents evaluate answer options against each other and rank them in the order they want.
Likert is used to measure attitudes and opinions from a predetermined scale.
File upload is used to let the responded answer the question by uploading a file. The files will be gathered in a folder in your OneDrive. The accepted file types are Word, Excel, PPT, PDF, video, and audio.
Net Promoter Score is an index that ranges from 1-10. It is most often used as a standard proxy by organizations to measure customers’ willingness to recommend their products or services to other. (Similar to rating).

See how to create questions in a form (survey) here: Create questions for a form in Forms

See how to create questions in a quiz/test here: Create questions for a quiz in Forms

Can I share a file in a question?

No, you can only share an image or a video. However, you can create question where the respondents upload a file to answer the question.

See how to create questions in a form (survey) here: Create questions for a form in Forms

See how to create questions in a quiz/test here: Create questions for a quiz in Forms

Can I share a form with a colleague?

Yes, you can share a form to collaborate on and as a template (copy).

See how to share a form to collaborate here: Share a form or quiz to collaborate in Forms

See how to share a form as a template here: Share a form as a template in Forms

Can my forms be answered in multiple languages?

Yes. By using the function multilingual, you can add multiple languages to allow the respondents to choose what language they want to read and answer your form in. However, you must translate the form on your own.

To translate the form, select the three dots in the main men and then multilingual. Add a language and then select the pencil to translate the form.

Can I copy an existing form?

Yes, you can copy an existing form.

See how to copy a form here: Copy, delete or move a form or quiz in Forms

You can also share the form as a template (with yourself and others). In that way, you copy the form as a template and can continue working with a new version.

See how to share a form as a template here: Share a form as a template in Forms

Can I delete a form?

Yes, you can delete a form. Select all my forms and place the pointer on the form you want to delete. Select the three dots and then delete.

See how to delete a form here: Copy, delete or move a form or quiz in Forms

Can I restore a form?

Yes, you can restore a form you have deleted. Select all my forms and then deleted forms. Place the pointer on the form you want to restore, select the three dots, and then restore.

See full decription on how to restore a form here: Copy, delete or move a form or quiz in Forms

Can I move a form?

Yes, you can move forms to different Teams or SharePoint sites. Place the pointer on the form you want to move, select the three dots, and then move. You will then see a list where you can choose where to move your team.

See full decription on how to move a form here: Copy, delete or move a form or quiz in Forms

Can someone outside of Umeå University fill out my form?

Yes, you can share your form with anyone. They do not need a Microsoft account or an Umu-ID. To share your form with anyone, go to settings and select Anyone can respond.

See full decription of forms settings here: Adjust setting in Forms

Can I change the color of my form?

Yes, you can change color on or add a theme to your form. You can also upload an image. Go to the form you want to change color on. Klick on theme in the main menu between the share buttom.

Can I use Forms for a course evaluation?

Yes, Forms is an excellent tool for creating course evaluations. Here are some benefits of using Forms:

You can share your course evaluation to the students in several ways to simplify participation. See: Preview and share a form
You can share your course evaluation with a colleague to collaborate in an easy way. See: Share a form or quiz to collaborate in Forms
You can collect and review results in one place. See: Review results in Forms

Can I delete a question from my form?

Yes, you can delete a question by selecting the trash can. This option can be found on each question.

Can I copy a question?

Yes, you can copy a question by selecting this the copy icon between the trash can. This option can be found on each question.

Can I create mathematical questions?

Yes, you can create mathematical questions in a quiz.

Create a quiz and select either the question type choice or text.
Select the three dots.
Then select Math.

Can I disable my form?

Yes, there are two ways to disable a form.

You can set up a start and end date to your form. This is done by selecting the three dots in the main menu. Select settings and then start date and end date.

You can end the form manually by opening settings and unchecking the box Accept answers. There you can also write a message that will be shown to those who try to open the form when it has ended.

See full decription here: Adjust setting in Forms

Add permission to external guests in SharePoint

2021-09-16/in English, Microsoft 365, Sharepoint

In this manual we describe how to invite external users from other organizations to a SharePoint site.

If you already have a team connected to your Sharepoint site, you can invite a member to a team or channel.
If you don’t have a team connected to your SharePoint site, you can add a team to your SharePoint site.

Go to the homepage of the SharePoint site and select the settings icon in the upper right corner. Then select Site permission.
Select Advanced permissions settings.
You have now accessed the advanced permission interface. Here you can add external users from other organizations by selecting Grant permissions. Keep in mind that the external user will be able to access the entire SharePoint site.
Enter the external users email address. You can also enter multiple email addresses.
Select Share. The people you have invited will now receive an email with the link to the SharePoint site.

Review results in Forms

2021-09-13/in Employee, English, Forms, Microsoft 365, Student

In this manual we show how to review results in Forms. We also show the difference between reviewing results from a form (survey) and questionnaire (test, quiz).

Review results from a Form (survey)

Enter your Forms portal and select the form you want to view the results from.
Select the Responses tab.
Select the three dots to delete all responses, print a summary, or create a summary link.
Select Open in Excel to see the results in Excel. The questions will become columns and the responses will become rows.
- Note that if you change anything in Excel, it will not change in Forms.
Select View results to see each respondents’ answers.
Select the arrows to view another respondent’s answers.
Select the three dots and then Delete response to delete the respondents answers or Print response to print them out.
Select Back to return to the responses tab.
There you can see all questions and a summary of the answers. Select More details below each question to see a list of all the answers to that specific question.
The list shows the respondents ID, name and response.

Review results from a qestionnaire (test, quiz)

Here we will show the differences between reviewing a questionnaire and a form (survey).

Click three dots to delete all answers, print a summary or create a summary link.
Click Excel Icon to open results in Excel
- In Excel, each question will become a column and each answer will be a row.
- The columns show start / end times, names, questions and answers.
- NOTE! If you change something in Excel, it is not reflected in Forms.
Click Review Answers to review each person’s answers individually. (go to heading review answers)
Click Post scores to select which results you want to publish. (go to the heading post scores).
Scroll down in the answer file to see all the questions and answers, in a graphical layout.
Click on the link more details on each question, to see each person’s answers.
A list of all participants’ answers to the selected question appears.

Review results

Click on questions to change the review mode from questions instead of person.
Click on the arrows to change the person/question you want to check results on.
Click on the chat bubble with question marks to give feedback (maximum 1000 characters) on the selected person/question.
Click on the three dots and delete or print answers or publish results on the selected person / question answer.
Click Back to return to the answer file.

Post scores

You can only publish results if you have created a questionnaire (test, quiz).

Select which person’s answer you want to publish by clicking in the checkbox.
Click on preview to review the response you will send to that specific person.
Click Publish scores to send the results to the person. Note: If you publish scores, respondents can view test feedback and results. The respondents can display the result with the same link that they use to start the test.
Click Back to return to the answer file.

Preview and share a form

2021-09-10/in Employee, English, Forms, Microsoft 365, Student

In this manual we decribe how you preview and share a form or a quiz.

Preview a form or a quiz

We recommend that you preview your form or quiz before you share it.

Open the form or quiz you want to preview.
Select Preview in the top menu.
Select Computer to view what the form will look like on a computer.
Select Phone to view what the form will look like on a phone.
Select Back to exit the preview.

Share form or quiz

Open the form or quiz you want to share.
Select Share in the upper right corner.
A menu will open. Select the arrow below the headline Send and collect answers.
Here you will decide who can fill out the form.
- Choose Anyone can respond if you want anyone to be able to respond. This option guarantees anonymity for the respondents.
- Choose Only people in my organization can respond if you want that only people with an Umu-ID will be able to respond. This option allows you to decide if the respondents will be anonymous.
- Choose Specific people in my organization can respond if you want to choose who, with an Umu-ID, that will be able to respond. Then, you will have to enter their names, email addresses or a group.
Then you will choose how to share your form. You have four options: link, QR code, embed, or email.
Select the chain to share via link.
Select Copy to copy the link.
Select the QR icon to share via QR code.
Select Download to download a QR code as an image (PNG).
Select the embed icon to embed the form in a website (e.g., Canvas).
Select Copy to copy the embed code.
Select the mail icon to share via email.
This will create a popup with the link in Outlook.

Copy, delete or move a form or quiz in Forms

2021-09-10/in English, Forms, Microsoft 365, Student

In this manual we decribe how you copy, delete or move a form or quiz.

Go to www.m365.umu.se. Sign in with your Umu-ID.
Select Forms in the left menu. If you cannot see it there, select All applications and then Forms.
You have now entered your own Forms portal. Select All my forms below your recently opened forms.

Copy form

Chose the form you want to copy, place the pointer on it, and select the three dots and then Copy.
A copy of the form will be created among your saved forms.

Delete form

Chose the form you want to delete, place the pointer on it, and select the three dots then Delete.
When you have deleted a form it will be moved to the recycle bin and can be found there.
In the recycle bin you can restore the form och delete it completely. Click on the three dots of the form you want to delete/restore to do this.

Move form

Chose the form you want to move, place the pointer on it, and select the three dots and then Move.
A menu will open, and you will see the groups (teams) you can move your form to. Choose a group and then Move.
You have now moved the form from your personal Forms portal to the group’s portal. A notification will tell you where the form has been moved to.
Select the group name (in this case Project A) to enter the group’s Forms portal.
Here you can see members of the group and all forms that are shared in the group.

For more information about group forms, see manual: Create and mange group forms

Adjust setting in Forms

2021-09-10/in Employee, English, Forms, Microsoft 365, Student

In this manual we describe how to adjust the settings in Forms including both for a form or quiz.

Open the form where you want to adjust the settings.
Select the three dots in the upper right corner and then Settings.
A menu will open. Here you can adjust who will be to fill out the form, options for answers and respond receipts. We will go through them below. (In the picture below, the standard options are filled in).

Option for quiz

This setting only applies to quizzes.

Select the button to decide if the results will be showed automatically.

Who can fill out this form

Choose Anyone can respond if you want anyone with the link to be able to respond and that login will not be required. This option guarantees that the respondents will be anonymous.
Choose Only people in my organization can respond if you only want people with an Umu-ID to be able to respond. This option gives you two more settings.
- Choose Record name if you want to see who has responded, this means that the participants will not be anonymous.
- Choose One response per person to only allow one response from each respondent.
Choose Specific people in my organization can respond if you want to choose who, with an Umu-ID, that will be able to respond. This option gives you the same two settings as described above.

Options for responses

Select Accept responses to allow people to fill out the form or quiz. If you do not accept responses, you can write a message that will be shown to anyone who tries to fill it out.
Choose a Start and End date for submission of answers. You can also enter an exact time if you want.
Select Shuffle questions to randomize the order of the questions for the respondents.
Select Show progress bar if you want the respondents to see how far they have gotten when they are filling out a form or quiz. (Only available for multi-page forms or quizzes).
Select Customize thank you message if you want to add a message that will be shown when respondents have submitted their answers.

Response receipts

Select Allow receipt of responses after submission if you want respondents to be able to receive a copy of their responses which they, for example can print out.
Select Get email notification of each response if you want to receive a notification each time someone submits a response.

Create questions for a quiz in Forms

2021-09-10/in English, Forms, Microsoft 365, Student

In this manual we will show all types of questions that can be created in a quiz. Use a quiz to test the knowledge of a group. If you want to create a survey to collect data instead, se our manual for that: Create questions for a form in Forms

Add a new question

Open the form you want to add questions to.
Select Add new to add a new question.
You will see a panel with the options: Choice, Text, Rating, and Date. Select the question you want to add. You can also select the arrow to get more questions to choose from (Ranking, Likert, File upload or Net Promoter Score).
These settings are available for all question types:
1. Copy the question.
2. Delete the question.
3. Change the order of the question (move it up or down).
4. Insert media, you can choose an image or a video.
5. Add points to the question.
6. Decide if the question requires an answer.

Question types

In this section we describe the different types of questions you can add to a quiz.  

Choice question

A choice  question allows you to add answer options to a question. You can add more than 100 different options.

choice question

Add your question.
Place the pointer on your options. You will have three choices:
1. Select the trash can to delete the option.
2. Select the chat icon to create a message that will be shown to anyone who chooses this alternative.
3. Select the check mark icon to mark the option as the correct answer. (You can have multiple right choices for a question, but then you have to mark each option as the correct answer).
Add an option.
Decide if the respondents can choose multiple answers.
Select the three dots to get more options: shuffle options, drop-down list, math, subtitle or add branching.
Select Add new to save the question and add another one.

Text question

A text question allows the respondents to write a text to answer the question.

text question

Add your question.
Add the correct answer(s).
Decide if the respondents will be able to write a long answer.
Select the three dots to add a subtitle, restrictions, math or add branching.
Select Add new to save the question and add another one.

Rating question

Use rating question when you aim to understand a respondent’s experience or opinion.

Date question

Date question can be used when you want the respondent to fill in a date.

Ranking question

A ranking question allows the respondents to grade the options by dragging and dropping them.

Select the arrow, and then Ranking. 
Add your question.
Add the options in the correct order. You can change the order by dragging and dropping the options. (When you share your quiz, the options will appear in a random order).
Select Add option to add more answer options. The maximum is 10.
Select the three dots to add a subtitle or branching.
Select Add new to save the question and add another one.

Likert question

Likert question is suited when you aim to understand a respondent’s experience or opinion.

File upload question

A file upload allows the respondents to upload a file as an answer to the question.

Select the arrow, and then File upload.
Add your question.
Select the arrow next to File number limit to decide how many files the respondent can upload. The maximum is 10 files.
Select the arrow next to Single file size limit to decide the size limit (10MB, 100MD or 1GB).
Select the tree dots to add a subtitle or branching. You can also choose the allowed file types (see picture).
Select Add new to save the question and add another one.

Net Promoter Score

Net Promoter Score is suited for when you aim to understand a respondent’s experience or opinion.

Create questions for a form in Forms

2021-09-10/in Employee, English, Forms, Microsoft 365, Student

In this manual we will show all types of questions that can be created in a form. Use a form to collect data, for example through a survey. If you want to create a quiz with right and wrong answers instead, se our manual for that. (link)

Add a new question

Open the form you want to add questions to.
Select Add new to add a new question.
You will see a panel with the options: Choice, Text, Rating, and Date. Select the question you want to add. You can also select the arrow to get more questions to choose from (Ranking, Likert, File upload or Net Promoter Score).
These settings are available for all question types:
1. Copy the question.
2. Delete the question.
3. Change the order of the question (move it up or down).
4. Insert media, you can choose an image or a video.
5. Decide if the question requires an answer.

Question types

In this section we describe the different types of questions you can add to a form.

Choice question

A choice question allows you to add answer options to a question. You can add more than 100 different options. Below we describe the different settings you can make when creating a question.

choice question

Add your question.
Add an option.
Add the “Other” option.
Decide if the respondents can choose multiple answers.
Select the three dots to get more options: shuffle options, drop-down list, subtitle or add branching.
Select Add new to save the question and add another one.

Text question

A text question allows the respondents to write a text to answer the question.

text question

Add your question, and possibly a description/clarification.
Decide if the respondents will be able to write a long answer.
Select the three dots to add a subtitle, restrictions or add branching.
Select Add new to save the question and add another one.

Rating question

A rating question allows the respondents to rate a statement from 1 to 10.

Add your question.
Choose the levels, the maximum level is 10.
Choose the symbol, you can choose either stars or numbers.
Select the three dots to add a subtitle, label or branching.
Select Add new to save the question and add another one.

Date question

A date question lets the respondents choose a date to answer the question.

date question

Add your question.
The respondent can add their answer by typing the date or choosing it from the calendar.
Select the three dots to add a subtitle or branching.
Select Add new to save the question and add another one.

Ranking question

A ranking question allows the respondents to grade the options by dragging and dropping them.

Select the arrow, and then Ranking.
Add your question.
Select Add option to add more answer options. The maximum is 10.
Select the three dots to add a subtitle or branching.
Select Add new to save the question and add another one.

Likert question

A Likert question allows the respondents to grade their perception of something.

Select the arrow, and then Likert.
Add your question.
Select the plus sign to the right to add more answer options. You can add a maximum of 7. Click on an option to edit or delete it.
Select Add statement to add more statements (rows). You can add a maximum of 20. Click on a statement to edit or delete it.
Select the three dots to add a subtitle or branching.
Select Add new to save the question and add another one.

File upload question

A file upload allows the respondents to upload a file as an answer to the question.

Select the arrow, and then File upload.
Add your question.
Select the arrow next to File number limit to decide how many files the respondent can upload. The maximum is 10 files.
Select the arrow next to Single file size limit to decide the size limit (10MB, 100MD or 1GB).
Select the tree dots to add a subtitle or branching. You can also choose the allowed file types (see picture).
Select Add new to save the question and add another one.

Net Promoter Score question

A Net Promoter Score question allows the respondents to grade a statement from 1 to 10.

Select the arrow, and then Net Promoter Score.
Add your question.
Select Not at all likely and Extremely likely to change the text.
Select the three dots to add a subtitle or branching.
Select Add new to save the question and add another one.

Create a form or quiz in Forms

2021-09-10/in Employee, English, Forms, Microsoft 365, Student

In this manual we decribe how to create a form or quiz in Forms.

Open your browser, go to www.m365.umu.se and sign in with your Umu-id.
Select Forms in the menu to the left.
Select New quiz to create a quiz.
Or select the arrow and then New form to create a form.
A new window will open. Select Untitled form to change the title of the form. If you create a quiz, it will say Untitled quiz instead.