What You Need to Know About Microsoft Forms

Microsoft Forms is now enterprise ready, available to all users of Office 365 for business. This tool enables its users to create their very own custom surveys, quizzes, and polls. With Microsoft Forms, your staff can easily solicit client inputs, organize team events, measure client satisfaction in minutes! The app is so easy to use and works on any web browser so there’s no problem with accessibility anytime, anywhere. It comes with real time responses and automatic charts to easily understand the data right away. Microsoft Forms support the addition of themes, logo, and images and collaborate apps such as Excel, Teams, SharePoint, or Sway. It has the ability to collect 50,000 survey responses per form. What’s there not to like?

If you’re one of those who are still unsure or who wants to have a deeper understanding of this tool, then here’s what you need to know about Microsoft Forms:

Microsoft Forms Defined

Microsoft Forms is an application that enables users to create surveys, quizzes and polls that can accommodate up to 5,50,000 survey response per form. All these can be made through a desktop or mobile browser.

In a business setting, Forms can be used to improve business performance. This tool is utilised to gather customer feedback, measure employee satisfaction, and it is also used to assess the quality of your products and services. On top of that, Microsoft Forms can be used to organise company events as well.

How Can Microsoft Forms Be Used?

Collect Data

The utilisation of Microsoft Forms in companies can help employees experience hassle-free data gathering. That’s because of the tool’s capability to organise all the responses in an excel file. It can be used by companies to collect employment applications, improvement suggestions, event suggestions and RSVP responses.

Build Quizzes

Another way organisations can use Forms is for building quizzes. With its help, business owners can test their employees’ knowledge about a certain topic and assign a point value for their answers. That being said, not only can Microsoft Forms help you build quizzes but also measure your employees’ capabilities. It can also grade their responses for you.

Gather Feedback

Aside from collecting data and building quizzes, Microsoft Forms can also be used to gather feedback from employees and customers. Business owners would be able to examine if a certain process is working or not for the organisation. It’s a great tool to help businesses identify their weak points and strong points.

What Are the Benefits of Using Microsoft Forms?

User-Friendly Features

One of the benefits of using Microsoft Forms is its user-friendly features. As you use the application, you’ll be able to see how easy it is to use and configure a survey or quiz to collect information. The app also has features that can help you modify and delete forms with ease. Aside from that, Microsoft Forms also allows its users to use one of their existing forms as a template to create another form. Moreover, it also helps employees to share the results of the data they gathered when it’s necessary.

Helps in Branding Enhancements

Other than its user-friendly features, another business perk that Microsoft Forms provide is its help in enhancing your company’s branding. With this application, the organisation can customize their survey’s logos, theme backgrounds, and even its “thank you” pages. That said, Microsoft Forms help companies build forms that can represent their company’s brand.

Provides Intelligent Suggestions

When you use Microsoft Forms to create a survey, it can assess the context of your form and intelligently suggest sets of questions or choices you can place. For instance, if you type “customer satisfaction survey” into the form title, Microsoft Forms will return some suggested questions right after you type it. And when that happens, you can choose from these questions or create new ones. That said, it can help employees create forms efficiently and maximise their productivity for the day. 

Grants Greater Administrative Flexibility

Aside from helping companies to gather valuable insights regarding their respondents, Microsoft Forms also enables users to enjoy admin capabilities that can help them manage forms easier.  One of the admin capabilities it has is ownership transfer. With this, the owner of the form is given the power transfer his form to another Office 365 group. And when that action is done, the form becomes a part of the said group and it can be managed by anyone who’s a member of it.

Generates Real-Time Analytics Reports

After Forms assist you in creating surveys, quizzes, and polls, it automatically collects the responses you get in real-time. As it does that, it generates analytics reports and charts that can help you visualise your data. Business owners can get valuable insights that can help them create better decisions.

How to Create Forms

Now that you know the purpose of Microsoft Forms and the benefits of using it, it’s time that you learn how you to create it. Here’s a step-by-step guide to follow:

Step 1: Login to your account in Microsoft Office 365.

Step 2: Click on the Microsoft Forms application.

Step 3: Click on the New Form or New Quiz button that you find on the app’s home page.


Step 4: Type in a title name that has a maximum of 90 characters for your form.

Step 5 (optional): You can also enter a subtitle that can contain up to 1000 characters.

Step 6 (optional): Click the insert image button to add a photo to your form.


Step 7: After that, you should click on the + Add question button to add your first question for the form.

Step 8: Pick what type of question you want your questions to be. It can be a choice type, text type, rating type, and date type.


Choice: When you click the Choice icon, you will find two default options that you can delete or change later on if you want to. You can also add additional options and allow users to check one answer or multiple answers when necessary.

Text: The Text button is commonly used to create a comments field in a form. And with the button you can find on the lower right of the question, you can set restrictions on how many words should be used for the answer.

Rating: Meanwhile, the Rating button allows you to create a ratings field in your form. You can set its symbol to stars or numbers and choose whether it would be gauged in 5 or 10 levels.

Date: The Date button, on the other hand, enables you to create a date field in your form. In here, you can let the person answering your form to pick a certain month, day, and year that is significant for your question.

And all the questions you make can be required or optional, depending on your preference.

Step 9: Click on the eye icon so that you can see a preview of the form you just made. You can also select a theme for your form and upload an image to align it with your company’s branding.

Step 10: Click on the back arrow so that you can return to your form.

Step 11: Create the necessary Setting changes regarding who can respond, start and end dates of the form, and whether it should display the name of the person who answered or it would be anonymous.

Step 12: Click the Share button. And choose whether it should be shared through email, link, QR-code or by embedding the form into a blog or webpage.

How Can View Form Results?

After sharing your form to respondents, the next thing you should do is to wait for the results. Once your respondents start submitting their answers, you’ll be able to see them in real-time in your Forms application.

Here’s a walkthrough on how you can view the results of the form you sent out:

Step 1: Login to your Office 365 account if you logged out already.

Step 2: Click on your Microsoft Forms application.

Step 3: In the home page, click on your stored form. You’ll be able to see your stored forms beside the create a new form and new quiz buttons.

Step 4: Click on the tab that says Responses. In here, you’ll be able to see real-time analytics that can provide you with individual results and a summary of the information gathered as a whole. It also shows you how many responses you have received so far and the average time it took for your respondents to answer the form.


Aside from viewing the results through the application, you can also export them to Microsoft Excel to perform additional data analysis. If you want to do that, then follow these next two steps.

Step 5: You can also click on the Open in Excel icon to export your data into an Excel table. And as you do that, you can also use filters to only see specific records.

Step 6: Save the file before closing.


Without any doubt, Microsoft Forms is a helpful app for businesses all over the world. And with the help of experts from managed IT services in Australia like House of IT, your company can enjoy the benefits that Microsoft Forms bring as well.

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