Video Summary: 3 Ways to Use Microsoft Forms at Work

Objective

Brief overview and practical guide on three main ways to utilize Microsoft Forms in a professional setting, suitable for both corporate jobs and entrepreneurs/business owners.

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Key Points

Introduction: Why Use Microsoft Forms?

• Purpose: Structured data collection and analysis (customers, team, employees, etc.)
• Benefits:
  • Easy data collection
  • Recent feature updates (including AI-powered tools)
  • Suitable for both internal and external data gathering

FAQ

• Can Forms collect data from externals? Yes, easy sharing with people outside the organization.
• Do you need a paid account? No, a free version exists, but with response limits; Microsoft 365 or Education accounts allow up to 5 million responses per survey.
• Data export: Download as CSV; analyze in Excel or Power BI.

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1. Surveys

• Usage: Gather info for HR (employee satisfaction, event planning), customer feedback, project reviews, etc.
• Getting Started:
  1. Go to forms.office.com, login, click "New Form".
  2. Use templates (View All for categories).
• Features:
  • Pre-populated questions/answers from templates.
  • AI suggestions for additional/related questions.
  • Easy customization of questions and options.
  • Style customization (backgrounds, layouts, background music).
  • Access settings for audience (internal/external), response collection windows, custom thank-you messages.
  • AI-generated form descriptions to encourage completion.
• Sharing:
  • URL link (with shortening option)
  • Outlook, Teams, QR code, or embedded on websites.
• Response Analysis:
  • Built-in AI identifies patterns/insights in response data.
  • Visual summary of results.

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2. Quizzes

• Usage: Team training/assessment, recruitment testing (including timed tests).
• Getting Started:
  1. Click "New Quiz" or use Quick Import (from Word).
  2. Customize questions (text, multiple-choice, image upload, etc.), assign points.
• Features:
  • Set quiz duration/timer; auto-submit after time expires.
  • Choose who can respond (internal or external).
• Response Handling:
  • Review and grade answers; manual review for text answers.
  • Switch between viewing by respondent ("People") or by question ("Questions").
  • Compare responses for consistency and fairness.

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3. Polls

• Usage: Quick feedback in Microsoft Teams (chat, posts, meetings).
• How-To:
  1. In Teams, click "New Conversation". Locate "Polls" via "More Options" or "More Apps".
  2. Set up the question and answers.
• Features:
  • Option to record responder names.
  • Results can be shared or kept private.
  • Real-time display of aggregated results.
• Note on Teams Polls App:
  • "Polls" app is replacing the "Forms" app within Teams for polls functionality.
  • No worries about data loss; previous poll data will be synced to "Polls".
  • "Forms" app will focus on enhanced survey experience in Teams.

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Conclusion

• Summary: Microsoft Forms is an essential tool for:
  1. Surveys: Gathering structured feedback/data to inform next steps.
  2. Quizzes: Assessing and training personnel, or evaluating candidates.
  3. Polls: Collecting real-time actionable feedback in Teams.
• Call to Action: Engage viewers to share which form type they’ll use next—survey, quiz, or poll.

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Actionable Steps

1. Choose your business scenario (survey, quiz, poll).
2. Navigate to Microsoft Forms or Microsoft Teams for setup.
3. Use templates/AI suggestions for faster form creation.
4. Customize distribution and response analysis as needed.

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Thank you for engaging! Which Microsoft Form will you create next? (Survey, Quiz, or Poll)