In this video, we're talking about three ways that
you can use Microsoft Forms at work. This applies to you whether you're working at a corporate job
or you're running your own business. Here's the thing, to be successful at what you do,
you are going to need some information, right? Some data. This could be information about
your customers, it could be about your team or about your employees. You need a structured
way of collecting this information so you can analyze it a lot quicker and decide on your
next steps. Microsoft Forms helps you with that, plus it recently got some really cool updates
that you might have missed. I'm going to cover them as I cover the three ways that
you can use Forms in your business. Right now, you might be wondering, is Microsoft
Forms suited for collecting data from people outside the organization? Because we know how
Microsoft products can be when it comes to sharing files with externals. With Forms, you
don't need to worry about that. You can easily share with externals. Another question you might
have is, do I need a paid Microsoft account? You don't. There is a free version of Forms you
can use with your free Microsoft account, but you are limited in the number of responses
you can receive. If you have a business 365 account or an education account, you can receive
up to 5 million responses for a single survey, which is amazing. You can extract the data in a
CSV file and analyze it as you need in Power BI or Excel while you'll be using Power Query as
your entry point if you have that much data. Okay, so the first form you can use is surveys.
Now creating a survey from scratch is super easy. You just have to open up your browser and navigate
to forms.office.com, log into your account, and click on New Form. This starts off the process,
but you don't need to start from scratch. You can explore existing templates. Click on View All to
see the different templates available by category. So surveys can be used for different
purposes. You can use them for internal business purposes like employee satisfaction
survey, collecting feedback on your project, or maybe you're planning a team event
and you want feedback on that. You can also share surveys externally, for example with
your customers, to get feedback about a product. To take a look at what a survey looks like,
let's go with Employee Satisfaction Survey. Now, here we get a nice background cover, we
have a good title, but guess what? We also get pre-populated questions and answers. How cool is
that? You can of course click on each question and adjust it as you need. AI also gives you
some additional options if it thinks that might be suitable for these questions. For example,
"Neutral" might make sense here. You can add your own options by clicking on the plus. You
can adjust the answers, delete the answers, update it as you need. The best part is you
already have something to work with so the entire process could be a lot faster. You also
get recommended questions. So let's say you want to grab their phone number or this question,
"Were colleagues welcoming when you started?" I'm just going to click on these and add them
in. They're right here. You can of course add your own questions as well. So let's say,
"Which day of the week is your favorite?" Notice the moment I type "day of the week",
AI kicked in and it's suggesting these. I'm going to add them all and then let's remove the
ones I don't want to show up in the response. Now, another place AI is at work is under
style. These styles are suggested based on the topic here. So, we get this more corporate styles
because this is an employee satisfaction survey. If I change this to a birthday party notice, these
are changing here, I get different options. I'm just going to press Ctrl+Z a few times and go
back. You have more style options here under View All. You can adjust the color and change
the layout as you see fit, and if you are going to be using it, you can add some background music
as well. You have some choices like this one here. Right, it's more funky. I'm just going to turn it
off for now. Personally, I do not think I want to create surveys with background music. Let's go
to Settings and see what other options we have available. So, here, under More Options, we are
going to go to Settings. We can decide who can fill out the form. If you are sharing this with
externals, you would go with "Anyone can respond". This is not an external survey, though, so I am
going to go with "Only people in my organization can respond". You can decide if you want to record
the name or not. You can also add a start date and an end date to your survey. I'll just go with
an end date of the end of May. Then, you have some other options like customizing your thank
you message and so on. Now, in addition to this, you also have this other AI option. So, anywhere
where you come across this lightning icon, it means that it's an AI feature. When I click
on this, it tells me to "Add Description. Share a description of your form to encourage
responses." I'm going to click on "Add", and it added this in. It says, "Would you mind taking two
minutes to complete this form?" The amount of time is estimated by the AI. It also added the end
date to this. Now, let's say I'm ready to share the survey with others. I can start collecting
responses. Double-check your settings here to see if they are correct. You can copy the URL link.
You can also shorten the link before you copy it, or you can directly share this in Outlook or in
Teams. Just type in the name of the chat or the group, and you are going to see it here. Your
other options for sharing are to use the QR code here or to embed this form on a website.
Now, how about when it comes to reviewing the data that you receive? While there are also
some AI features for that. I'm just going to go and open up another form I have already
created that already has some responses. So, here's a form that already has over a thousand
responses. When I go to view the responses, notice on some of these responses I have insights.
When I click on this, I get some patterns that it's picked up. For example, here, 81%
of people answered "Man" for this question, and the majority answered "High" for Question 1.
I have the ability to pin this as well if I want to. Okay, so this is a quick overview about how
you can create surveys which are super helpful for collecting information. The next form type you can
use at work is quizzes. Some business use cases for these are, let's say, you're training your
team on how to use a new tool, and you want to make sure that they understood all the important
bits. An external use case for it is, for example, you're recruiting for a new position, and you want
to test the candidate's knowledge. And sometimes these tests need to be timed, right? You want to see how
they perform under pressure. You can do that with Microsoft Forms. You can create timed quizzes.
Now, setting up a new quiz is super easy as well. You just have to click on "New Quiz". If you've
already written out your quiz in Microsoft Word, use Quick Import and it's going to convert
it into a form. I'm going to go with "New Quiz" here, and let's put in a title: "Power BI
Assessment for the Data Analyst Position". So, let's say I want to share this quiz externally.
I'm interviewing people for a new position, and I want to give them a test to see if they're the
right fit. Let's add a text field. I'm going to go with "Name". This is a required field, and they're
going to get zero points for adding their name. Next one is a choice. I'm going to go
with a multiple-choice question. Now, check this out. You can upload the image from your
OneDrive, from your device, or you can just drag and drop it here. Let's say I have an image saved
on my desktop. I'm just going to drag and drop it, and it's immediately going to add it to my quiz.
Then, I just have to select which one is the right answer. I'm just going to click on this and add
in the points. I'll go with five points here. Now, where can you set the timer? You can do that
in settings. So, go to "More Options" here, under "Settings", scroll down, and you can set a time
duration. So, this is 30 minutes. I'm going to go with 15. What happens when the time is over? We
have the information here. Editing is not allowed after the timer ends, and the answers are going to
be automatically submitted once the timer is up. Once you've set up the quiz as you need, you
can switch this option to "Anyone can respond", especially in this case because I'm
planning to share this externally. And then, I just need to go and copy the URL
and share this publicly, if I want to. How does everything look on the back end? So,
what happens when the responses come in? So, here I have a more elaborate form that
already has two responses. Let's go and see how this looks. I can get a quick
overview here, and to see each response, I can review the answers. This shows me the
answers one by one. So, this is the first person. That's the second person. Here, I have
a correct answer. These text fields need review, so I have to put in the score myself.
So, let's say I'm happy with this. I'm going to put a five. This is correct, needs
review. I could go with 0 here, and so on. Now, another great feature is that you can
compare people's answers with one another. So, if you switch your view from "People" to
"Questions", you get to review the questions one by one. This is especially helpful for
text answers. So, here, no answer was provided, and this one was just a text answer. Here,
I can see the first one that I already gave the points to, and this one is similar, so
I'm going to give them five points as well. Okay, so that's a quick look at quizzes and how
you can use it in your business. The third method of gathering information is through polls.
Polls are typically used in the Teams app, and they're great for collecting feedback
right inside the app. You can use it in chat, and you can use it in posts and also during
meetings. It's a great way of getting people involved and engaged during your meetings. To add
a new poll to your Teams chat or to a channel, click on "New Conversation". If you don't see
"Polls" here, click on "More Options" and you might see it here, that's the one we're
looking for. If you still don't see it, go to "More Apps" and search for "Polls" here. Now
I'm just going to select it and it's immediately going to bring up this pop-up where I can put
in my question. Let's just add these answers. You have the ability to record the names of the
respondents and share the aggregated results with them if you want to. If you don't want to share,
just click on this and it's going to hide the answers. I'm going to go with sharing for this
one. Click on "Preview". This looks good. Let's send this. It's going to add it to the Teams
channel. Now, because I'm sharing the results, the moment people start to submit their quotes,
we are all able to see the answers here. Now, if you're wondering what is this
"Forms" option, because when you click it, it looks very similar to polls, well, Microsoft
published an article about this where they state that "Polls" will replace the "Forms" app into
"Teams". Do you need to be worried about your previous responses where you use the "Forms"
app? No, you don't. Your polls and response data in the "Forms" app are going to be
automatically synced to the "Polls" app. What happens to the "Forms" app?
Well, eventually it's going to be dedicated to providing an improved survey
experience across Teams. So, to wrap up, ultimately you get one app which is "Microsoft
Forms" and you get to use it to collect data for different business purposes. Surveys
were one to help us check how things are going and to decide our next steps. Quizzes
can be used for recruitment purposes and also for in-house training, and polls are
perfect for real-time actionable feedback. I hope you found this video
useful. Now, I want to know, what will be the next form that you create?
Comment below and just type in "Survey", "Quiz", or "Poll" depending on what you're planning
to create next. Thank you for stopping by and watching this video all the way to the
end, and I hope to see you in my next video.
