Microsoft Forms Guide

At IT Champion, we’re always looking for ways to help our clients work smarter, not harder. Explore Microsoft Forms – a versatile tool that can transform how businesses collect information, gather feedback, and streamline processes.

Microsoft Forms is Microsoft’s data collection tool that enables businesses to create surveys, quizzes, and polls to gather structured feedback and information from employees, clients, and stakeholders. This powerful application is included in your Microsoft 365 subscription and requires minimal effort to set up and effectively use in workplace settings.

For most the UK’s successful businesses, efficiency is key. When organisations look for ways to improve how they work, using Forms can be part of the solution:

• Reduce manual data entry by collecting information digitally from the start
• Eliminate errors that come from transcribing handwritten notes
• Save time with automatic response collection and basic analysis
• Improve decision-making with quick insights from your team or customers
• Integrate seamlessly with other Microsoft 365 business tools you already use

You can access Microsoft Forms for work in two simple ways:

1. Visit forms.office.com in your web browser
2. Click the app launcher in Office.com and select Forms

You can create a new business form, quiz, or import existing questions. Microsoft even provides professional templates to help you get started quickly with workplace data collection.

1. Access Microsoft Forms at forms.office.com
2. Sign in with your Microsoft 365 work credentials
3. Click “New Form” (or “New Quiz” if creating an assessment)
4. Give your form a title and description related to the feedback you need
5. Add your first question by selecting the question type (choice, text, rating, etc.)
6. Continue adding questions as needed
7. Use the “Add Section” button to break longer workplace forms into manageable chunks
8. Click “Preview” to test your employee feedback form before sharing

Pro tip: If you’ve already drafted your workplace survey questions in Word, save time if you use the import feature rather than copying and pasting each question individually.

Branching creates a personalised experience by showing different questions based on previous answers, perfect for workplace forms:

1. Create your form with all possible questions relevant to different departments
2. Select a question where you want to create a branch
3. Click on the three dots (…) in the corner of the question
4. Select “Add Branching”
5. For each answer option, use the dropdown to select which question should come next
6. Preview your form to test the branching logic

These can be particularly useful for teams where different role-based or department tasks require different or multiple steps.

Yes. Once your workplace form is ready, there are several ways to integrate and share it:

• Email a link directly to team members or clients
• Generate a QR code for easy mobile access at workplace events
• Embed in Microsoft Teams for internal feedback mechanisms
• Create a poll in Outlook for quick team decisions
• Add to SharePoint pages for wider company accessibility

1. Go to the Teams channel where you want to add your workplace form
2. Click the “+” button at the top of the channel
3. Search for and select “Forms”
4. Choose whether to create a new form or add an existing one
5. Select the appropriate mode:
   Collect responses to gather new team feedback
   Show results to display current responses to the team
   Collaborate to let team members edit the form together

This integration keeps everything in one business platform, eliminating the need to switch between applications.

At IT Champion, we’ve seen various ways Microsoft Forms improves workplace processes:

• IT support workflows to guide frontline teams through troubleshooting steps
• Equipment requests for new hardware like PCs or laptops
• Training assessments to test knowledge retention in compliance settings
• Client feedback to continually improve service delivery
• Employee satisfaction surveys to gauge workplace sentiment
• Event registrations for company functions and training sessions
• Project status updates for streamlined reporting

Forms provide instant analysis of workplace data with visual charts and graphs. For deeper business insights:

1. View the built-in results dashboard for quick summaries of team feedback
2. Open results in Excel for more detailed business data analysis
3. Download a copy of responses for permanent business records and compliance

Want to make Forms even more powerful for workplace automation?
Microsoft Power Automate can help you:

• Send customised thank-you emails based on customer responses
• Alert team members when urgent requests come in
• Create tasks in your business task management system
• Update customer records in your company CRM
• Generate documents based on form submissions
• Trigger approval workflows based on specific responses

Creating business forms that get results takes a bit of strategic planning. Keep these workplaces survey tips in mind:

• Keep it concise – shorter forms get better completion rates from busy employees
• Use plain language – avoid jargon and complex terms that might confuse respondents
• Mix question types to keep team members engaged throughout longer surveys
• Test before sharing to catch any issues or unclear questions that might affect data quality
• Act on feedback to show respondents their input matters to business decisions

While both tools allow for data collection, Microsoft Forms offers several advantages for workplace use:

• Seamless integration with Microsoft 365 ecosystem
• Enhanced security compliance for business data
• Built-in collaboration features with existing team structures
• Automatic access management through your Microsoft credentials
• No need for additional licenses or subscriptions

As part of our Managed Support service, IT Champion’s experts are here to help you implement Microsoft Forms in ways that make sense for your business. Whether you need assistance setting up a complex form with branching logic or want to automate responses with Power Automate, our friendly team is just a call away.

Want to learn more about using Microsoft 365 tools to boost your workplace productivity?
Contact our helpful team at IT Champion today.