Working with Forms

LinkedIn Learning Training

As a member of staff you currently have access to LinkedIn Learning. For information on how to access LinkedIn Learning  view this article.

Useful courses

Microsoft Forms Essential Training

Microsoft Forms Quick Tips

Instructor-led Training

The following course is available through the 'Modern Work Programme Learning Plan: Essential Training for M365'. The training has been designed to help you build confidence and capability with Microsoft 365 tools:

• Essential Forms: Learn how to create, share, and manage online surveys and polls using Microsoft Forms. This session covers question types, collaboration, and analysing responses effectively.

Accessing Docebo

1. Open a web browser.
2. Navigate to Docebo.
3. Select the Blue 'Single Sign-on' button.
4. The Docebo 'User homepage' will display, select the 'Explore' button on the 'My Learning Plans' tile.
5. Select the 'Modern Work Programme Learning Plan: Essential Training for M365' to enrol on scheduled sessions.

Note: The transformation project is being delivered in batches. You will gain access to the Learning Plan approximately one week before your migration date.

If you need help locating or enrolling on this course, visit the Digital Skills page for guidance and support.

Deciding where to create your form

Before creating your form, consider whether it should be a personal form or a group form. The choice affects ownership, storage, and long-term access to results.

Personal forms are created and owned by you:

• All responses and uploaded files are stored in your personal OneDrive.
• You remain the form owner, but you can invite collaborators who can edit questions and view responses.
• If you leave the University, ownership and access to the form may be lost.
• Best for one-off surveys, feedback requests, or small-scale data collection.

Group forms are created within a Microsoft Teams team or SharePoint group:

• They are owned collectively by the group, not a single individual.
• Responses and files are stored in the group’s shared area, remaining accessible to all members.
• Ideal for team-wide feedback, shared projects, or ongoing data collection.

Key advice before starting:

• Think about who needs access to responses, whether only you or a wider team.
• Consider how long the form needs to be maintained and by whom.
• Choose the type that best fits your workflow and ownership needs.

1. Setting up the form

1. Go to office.com and sign in with your University account.
   Microsoft Forms does not have a desktop app and is only available in your internet browser.
2. Select the app launcher (waffle icon) and choose Forms to open Microsoft Forms in your browser.
3. Select New Form to start a personal form, or choose My Groups at the bottom of the page, then New Form to create a group form within an existing Microsoft Team or SharePoint group.

Note: Group forms (shared ownership) will be available once Microsoft Teams access is introduced in Phase 1B of the Modern Work Programme. If you need a group form but don’t yet have group access, continue using Google Forms instead. For more details, see the Deciding where to create your form section above.

2. Add a title and choose question types

1. Click the title area at the top and enter a clear name, such as Staff Feedback.
2. Add a short description explaining what the form is for and how responses will be used.
3. Plan which question types you need:

3. Build your questions efficiently

1. Select Add new and choose the question type you want.
2. Type the question text and turn on Required if it must be answered.
3. Use Copy to duplicate questions and drag them to change order.
4. Select the More Options (...) menu to add subtitles, shuffle options, restrict inputs, or set branching rules.

4. Use sections and branching

1. Select Add new question, then Section to create a new area in your form.
2. Add a section title and short description so respondents know what it covers.

3. Add and reorder questions in the same way as in the earlier steps.

4. To add branching:
   1. Open the More Options (...) menu beside a question and select Add branching.
   2. Choose where each answer should lead – another question, section, or the end of the form.
   3. Test each route in Preview to confirm it reaches the submit page.

5. Style your form

Once your questions are ready, you can customise the look of your form using the built-in design options. Styling helps make your form more engaging and visually consistent with your purpose or audience.

To apply a style, select Style at the top of the page and choose from the available presets. You can also upload your own background image or select a colour that suits your form’s topic.

• Choose a colour palette that aligns with your department or event.
• Try different background images or add background music to create the right tone.
• Keep styling consistent across forms for a recognisable appearance.

Note: If your form will be widely circulated or shared externally, please ensure it follows the University’s brand and style guidelines. Contact the Marketing team for further advice.

6. Save and test

1. Forms saves automatically. You will see “Saved” displayed beside the form title.
2. Click Preview to open your form and complete a test submission.
3. After submitting your test, go to the Responses tab to confirm that your entry was recorded successfully

Accessibility considerations

When creating your form, it’s important to make sure it’s accessible to everyone. Consider the following tips to improve usability and inclusivity:

• Use clear, descriptive titles and labels: Make sure questions and options are easy to understand for screen reader users.
• Add alt text to images: Describe any pictures or graphics so that assistive technologies can read them aloud.
• Maintain good colour contrast: Ensure text and background colours meet accessibility contrast standards for readability.
• Avoid using colour alone to convey meaning: Use text or symbols as well as colour to highlight required or important fields.
• Test with a screen reader: Check that your form can be navigated and read correctly by assistive technologies.

For more information, visit Microsoft’s guidance on screen reader support for Microsoft Forms.

Form settings

Click the Settings icon (gear symbol) at the top of the page to choose how your form will work. These options control who can respond, how responses are collected, and what notifications you receive. Review each area carefully before sharing your form.

Who can fill in this form

Options for responses

Response receipts

Limitations

Microsoft Forms is best suited for simple, quick data collection rather than complex or large-scale surveys. It has a few built-in limits, which are outlined in the table below.

Above 50,000 responses, some features become unavailable, such as summary charts, printing individual responses, sharing a summary link, and manual grading in quizzes.

For more information, check Microsoft’s official page below:

Microsoft Support Guidance

Data protection

When designing or sharing a form, it’s important to consider how personal data is handled. Forms can collect a wide range of information, so make sure you only request what’s necessary and that responses are stored and shared responsibly.

• Collect only what you need: Avoid asking for personal or sensitive information unless there is a clear purpose.
• Check permissions: Limit access to responses to those who genuinely need to view or analyse the data.
• Use University-approved systems: Keep data within Microsoft 365 to ensure it remains secure and compliant.
• Delete data when no longer needed: Remove or export responses once the form’s purpose has been fulfilled.

For more information on how the University manages data, visit the Corporate Governance pages.

Moving a personal form to a group

When you’ve created a personal form and need to share it with a team, you can move it into a group so all members become co-owners and can collaborate on editing and reviewing responses.

1. Within the Forms homepage, scroll to the bottom of the page and select My forms.
2. Find the form you want to move, select the More options (...) menu on the form tile, and choose Move to a group.
3. Select the group you want to move the form into, then select Move again. You must already be a member of that group before you can transfer the form.
4. To locate your moved form, scroll to the bottom of the page, choose My groups, select the group name, and your form will appear under its list.

Important points:

• You can only move forms that you own, not ones shared with you by others.
• The original link to the form will still work as long as the original owner’s account remains active.
• After moving, responses are stored in the group’s SharePoint site. If you move the linked Excel workbook manually, new responses will no longer sync.

For more information, check Microsoft’s official guidance below:

Microsoft Support Guidance

Choice

What it is: Presents a list of predefined answers for respondents to choose from. You can allow one or several selections.

Why use it: Best for multiple-choice questions, checklists, or yes/no options.

Considerations:

• Single-answer questions use radio buttons by default.
• Turn on Multiple answers to display checkboxes.
• Keep answer text short and distinct.

Additional settings available:

• Drop-down: Change layout to a drop-down list under More settings (…).
• Shuffle options: Randomise the order to reduce bias.
• Add “Other” field: Include an optional free-text answer.

Text

What it is: Collects written answers in a one-line or multi-line text box.

Why use it: Ideal for names, comments, feedback, or details that don’t fit preset choices.

Considerations:

• Short answers show a one-line text box by default.
• Turn on Long answer for paragraph input.
• Use clear prompts so respondents know what to write.

Additional settings available:

• Restrictions: Limit input type (Number, Email, or Custom format).
• Subtitle: Add an example or instruction under the question.

Text

What it is: Collects written answers in a one-line or multi-line text box.

Why use it: Ideal for names, comments, feedback, or details that don’t fit preset choices.

Considerations:

• Short answers show a one-line text box by default.
• Turn on Long answer for paragraph input.
• Use clear prompts so respondents know what to write.

Additional settings available:

• Restrictions: Limit input type (Number, Email, or Custom format).
• Subtitle: Add an example or instruction under the question.

Date

What it is: Displays a calendar so respondents can select a date.

Why use it: Best for collecting booking, event, or availability dates.

Considerations:

• Only captures dates; add a separate Text field for time.
• Specify valid date ranges if needed.

Additional settings available:

• Subtitle: Add context or notes under the question.
• Branching: Use the chosen date to guide which section appears next.

Ranking

What it is: Lets respondents drag items into order based on preference or importance.

Why use it: Helps prioritise topics, features, or ideas by importance.

Considerations:

• Keep lists short—five to seven items is best.
• Respondents must rank all items, so include only relevant ones.

Additional settings available:

• Shuffle: Randomise item order under More settings (…).
• Required: Ensure all items are ranked before submitting.

Likert

What it is: Displays several statements with the same rating scale (for example, Strongly Disagree → Strongly Agree).

Why use it: Ideal for gauging attitudes or satisfaction across multiple related topics.

Considerations:

• Keep scales consistent across all statements.
• Limit columns for mobile readability.

Additional settings available:

• Statements: Add one per row to represent each topic.
• Options: Define the rating scale labels.

File Upload

What it is: Allows internal respondents to upload files or images as part of their response.

Why use it: Suitable for collecting supporting documents, photos, or evidence.

Considerations:

• External users cannot upload files, so forms with this question type cannot be shared outside the University.
• Files are stored in your OneDrive and count toward your personal storage limit.
• Provide clear guidance on file type and size to avoid upload errors.

Additional settings available:

• File number and size: Allow up to 10 files, each up to 1 GB.
• File type restriction: Limit uploads to specific formats such as PDF or Word.

Net Promoter Score (NPS)

What it is: Measures how likely respondents are to recommend a service or event on a 0–10 scale.

Why use it: Provides a clear overall satisfaction measure that’s easy to track over time.

Considerations:

• Use only one NPS question per form for accuracy.
• Label 0 as “Not at all likely” and 10 as “Extremely likely.”

Additional settings available:

• Follow-up question: Add a Text field asking why they gave that score.
• Branching: Direct respondents to different follow-up sections based on their score.

Section

What it is: Divides a form into multiple pages or parts, helping to organise content and make long forms easier to complete.

Why use it: Useful for grouping related questions, separating topics, or tailoring sections to different audiences.

Considerations:

• Each section appears on its own page with navigation buttons.
• Include clear section titles and short descriptions to guide respondents.
• Use a progress bar to show how far through the form users are.

Additional settings available:

• Branching: Direct respondents to different sections based on previous answers.
• Reordering: Drag sections up or down to change their order.
• Optional sections: Combine with branching to show sections only when relevant.

Share a form or quiz as a template

Create a template link so colleagues can copy your form or quiz into their own account. They get a fresh version to edit, and your original stays unchanged with its responses.

To find out more, check out the official Microsoft guidance below:

Microsoft Support Guidance

Integrate Microsoft Forms with other tools

Connect Forms with Excel, Teams, SharePoint, and Power Automate. Export results, embed forms, post to channels, and automate workflows from new responses.

To find out more, check out the official Microsoft guidance below:

Microsoft Support Guidance

Use branching to control question flow

Show people only the questions that matter based on their answers. Create simple paths, skip sections, and streamline longer surveys.

To find out more, check out the official Microsoft guidance below:

Microsoft Support Guidance

Format your survey or quiz questions

Improve clarity with text formatting, lists, maths, and layout tweaks. Make questions easier to read and instructions unambiguous.

To find out more, check out the official Microsoft guidance below:

Microsoft Support Guidance

Add images and media to your form

Insert pictures, logos, and other media to support questions or brand your form. Control placement and sizing for a clean, accessible design.

To find out more, check out the official Microsoft guidance below:

Microsoft Support Guidance