Forms – Manual

Email notifications to group forms

2024-08-06/in Email, Employee, English, Forms, Microsoft 365, Okategoriserade, Student

When you create group forms in Forms, and want to receive email notifications when a response is submitted in the form, you need to make additional settings than just in the form. In this manual, we describe how you can receive notifications to a group email, when you create group forms in Forms.

Go to Microsoft Forms
Go to the bottom of the page and find the group/team form you want notifications from
Click on the team you want to set up email notifications for
Up in the right corner you see the members of the Team. Click on the button that says how many members the team has
Now Outlook on the web opens. At the top left of the menu, click Edit
In the box that now opens, check Allow people outside the organization to send email to the group (you may need to scroll down a bit in the box)
Then click Save.
Done! You have now set your group forms to be allowed to receive email notifications. Make sure you also set in the group form that you want to receive email notifications for each submitted answer.

Make a branch in Forms

2021-11-09/in Employee, Forms, Microsoft 365, Okategoriserade, Student

When you create your forms and tests, you can choose to branch questions. This means that the current questions belongs or depends on another questions in the quiz.

Open the form where you want to make a branch.
Choose the questions that you want to branch, click on the three little dots and then Add Branching.
Click on the arrow. In de accordion menu that pops up, choose which question you want to branch the question with.
When you’ve chosen, click on Back to keep editing other question or to finish.

Make a spontaneous poll with Forms in a Teams meeting

2021-09-21/in Forms, Microsoft 365, Teams

In this manual we describe how to make a spontaneous poll with Forms in an ongoing Teams meeting. This method is suitable when you are a presenter or organizer of a meeting and spontaneously want to create a poll. If you want to make a planned poll before a meeting, see our other manual.

Create a new poll

When you’re in the meeting, click on Apps.
Select Forms. If you can’t fint it in the list, you can search for it.
In the window that appears, click on Save.
A new icon (Polls) will be added among the meeting tools. Click on it.
Select New poll.
In the next window, you can choose between three types of polls:
- Multiple choice – when you want to know what people in the meeting think about a particular topic.
- Quiz – questions where there is a right or wrong answer.
- Word Cloud – if your want to ask questions that will allow the participants to answer in text.
- Rating – if you want to collect trhe respondents insights
- Ranking – If you want to allow the respondents to rank items
Once you’ve selected a type of poll, a new window will open. There you can enter your question, add or remove answers options, edit the settings for your poll and decide if it should be possible to choose multiple answers. Read more about qestiontypes and question settings here
Select Launch now or Save as a draft when you’re done. Then ypou can find your questions under Polls, either as a draft or as a open poll.
When saved as a draft you can edit your poll, or launch it.
If you want to add more questions, select Create new.

Edit a question

Click on the arrow next to Launch.
You will now get two options. Select Edit poll to edit your question or select Delete poll to remove the question from the poll.
Make your changes and select Save when you’re done.

Publish a question in the meeting

Make sure you’re satisfied with your settings. Otherwise – edit you poll.
When you want to publish you question in the meeting, select Launch.
The question will be marked as Live.
The meeting participants will now see the question on their screens and receive a notification.
The answers of the poll will be shown in percentage.

End the poll

Select the arrow next to View options.
Select Close poll.

See results from polls

Results in Teams

Go to Teams and select Chat in the left menu.
Search for the meeting where the poll was held.
Select the Polls tab.

Results on m365.umu.se

Go to m365.umu.se.
Select Forms in the left menu.
You will find your most recent polls Recent. If you can’t see your poll there, select All my forms.

Make a planned poll with Forms in a Teams meeting

2021-09-21/in Forms, Microsoft 365, Teams

In this manual we describe how to make a poll with Forms before, during and after a meeting in Teams. This method is suitable when you in advanced have planned to do a poll. This manual also shows how you can edit or delete a question and how to close your poll.

Add the poll as a tab

Book a meeting in Teams.
Go to your calendar in Teams and select the meeting where you want the poll.
In the meeting view, click on the + to add a tab.
Select Forms to create a tab for the poll.

Create a new poll

Select the tab Polls.
The first time you create a poll, select Create new poll.
In the next window, you will choose between two types of question:
- Multiple choice poll – when you want to know what people in the meeting think about a particular topic.
- Multiple choice quiz – questions where there is a right or wrong answer.
- Word Cloud Poll – if your want to ask questions that will allow the participants to answer in text.

Multiple choice poll

Multiple-choice polling is an alternative question perfect for easily gathering information. To create your multiple choice question, follow these steps:

Select Question and enter your question.
Select the Options box and enter the option you want.
Click Add Options to add more options
Select options and click on trashcan to delete options.
Check Multiple Answers to allow participants to answer with multiple options.
Select Share results automatically after voting if you want all participants to see the results after they have voted.
Select Keep the answers anonymous if you want the answers from the participants to be anonymous.
Select Allow others to co-author if you want participants to be able to see the questions, create questions, edit questions in advance. Please note that if you choose this, the participants will receive a notice that you have created questions and they can see, edit and create questions in advance before the meeting.
Click Save when done.

Multiple choice quiz

Multiple choice quiz is a type of question that allows you to put the right answer to a question. You should use this type of question if you want to do a competition or quiz.

Select Question and enter your question.
Select the Options box and enter the option you want.
Mark right answer on question, by check of the small box on the left side of the optionspane so it turns green.
Click Add Options to add more options
Select options and click on trashcan to delete options.
Check Multiple Answers to allow participants to answer with multiple options.
Select Share results automatically after voting if you want all participants to see the results after they have voted.
Select Keep the answers anonymous if you want the answers from the participants to be anonymous.
Select Allow others to co-author if you want participants to be able to see the questions, create questions, edit questions in advance. Please note that if you choose this, the participants will receive a notice that you have created questions and they can see, edit and create questions in advance before the meeting.
Click Save when done.

Word Cloud Poll

Word cloud Poll is a question type that allows participants to write an answer with text. The answers will pop up on the screen in the form of word clouds hence the name.

Select Question and enter your question.
Check Multiple Answers to allow participants to answer with multiple options.
Select Share Word cloud with respondents if you want all participants to see the results after they have voted.
Select Keep the answers anonymous if you want the answers from the participants to be anonymous.
Click Save when done.

Manage, create new, edit, delete questions

When you have finished your questions, they are saved as drafts. This means that participants can not see your questions (unless you chose co-author). From this view you can manage your questions.

Click Create New to create more questions
Click the arrow to edit or delete the question.
Drag and drop and drop the question and place it in the order you want to ask them.

Publish a question in a meeting

Make sure that you’re satisfied with your settings. Otherwise – edit your poll.
Select Launch. You can do this before, during or after the meeting.
Your will now be marked as Live.
The meetings participants will now get a notification liked this.
The answers of the poll will be shown in percentage.

End the poll

Select the arrow next to View options.
Select Close poll to end the poll.

See results from the poll

Go to o365.umu.se
Select Forms in the left menu.
You will find your most recent polls under Recent. If you can’t see your poll there, select All my forms.

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”)

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

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.

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 New Form to create a form.
A new window will open. Click on the text in the title to change the title of the form. Then click on “Quick start with” to get started on you questions.

Share a form or quiz to collaborate in Forms

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

In this manual we show you how to share a forms or quiz to collaborate. If you want to share a form or quiz as a template (i.e., dublicate the form) see this manual: Share a form as a template in Forms

Open the form/quiz you want to collaborate on with others.
Click on the three dots in the upper right corner, then select Collaborate or Duplicate.
Select Get a link to view and edit below the headline Share to Collaborate.
A link will be created, but before you copy it you can select the arrow to decide the permissions.
Select who will have access to the form/quiz. The ones you choose will be able to both view and edit it.
- Choose Users with an Office 365 work or school account can view and edit if you want to share to everyone (regardless of organization) who has an Office 365 work or school account.
- Choose People in my organization can view and edit if you want to share to someone at Umeå University.
- Choose Specific people in my organization can view and edit if you want to share to specific people at Umeå University. Then, you will have to enter their name, email address or a group.
Select Copy and send the link to the people you wish to collaborate with.