Student – Page 5

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.

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.

Share a form as a template in Forms

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

In this manual, we will show you how to share a form (survey) or a questionnaire (test, quiz) as a template. The purpose of sharing a form as a template is that you can share the form to a colleague or yourself to start from (a template). If you want to share a form to collaborate with a friend, see this manual: Share a form or quiz to collaborate in Forms

Open the form or quiz you want to share as a template.
Click on the three dots in the right corner, and select collaborate or duplicate.

3. Click on the + sign below share to collaborate.

4. Click on the arrow to view the options of who you can collaborate with.

5. Choose who you want to collaborate with by selecting the arrow to make sure the right person has access to view and edit through the link.

6.

Select Users with a work or school account for Office 365 can view and edit to share with everyone (regardless of organization) with office 365 work or school account.
Select People in my organization can view and edit if you want to share with colleagues at Umeå University.
Select Specific people in my organization can view and edit if you want to share with a specific person at Umeå University.A list will come up where you enter the email address.