Microsoft Forms
What is it?
Microsoft Forms is a simple tool that lets you quickly create a form, collect responses in real time, and view automatic charts to visualise your data. You can build a form in minutes and respondents can fill it out on any web browser without having to install a separate app.
With Microsoft Forms, you can create:
- Surveys: Collect customer feedback, measure employee satisfaction, and organise team events
- Quizzes: Measure student knowledge, evaluate class progress, and focus on topics that need improvement
- Polls: Find out what the class thinks, where the team wants to meet, or how students/attendees react to your presentations.
Creating Surveys
Microsoft 365 (M365) Forms can be used for conducting surveys, see the Information Governance guidance on using survey tools.
For the research community, Redcap and Qualtrics are the University preferred tools for carrying out surveys. The IT Services Online Surveys Tools page gives you more information of appropriate tools to use.
Forms is available as an online version via Office.com.
Support
The help available within each application should be the first place to visit for ‘how to’ questions. The help function can be accessed by pressing the F1 key or going to the ‘Help’ menu on the top ribbon in most M365 applications.
For further help with Forms, please visit the M365 Help and Support site. Here you will find:
- Bitesize videos and webinars explaining how to use the key features of Forms.
- Pages to help you find your local Digital Champion who can support you with questions that you may have.
- Our University frequently asked questions about Forms.
Forms is supported by IT Services. If you are unable to resolve your query or if you appear to have a technical issue, you can contact the IT Support Centre.
Instructions for staff and postgraduate research students on how to install Microsoft 365 are available here:
- Microsoft 365: Staff and PGR personal computer install
- Microsoft 365: Accessing MS365 applications via the web
- Microsoft 365: Install MS365 applications on your mobile or tablet (iOS & Android)
Note: When signing in to Forms online, you may be prompted to authenticate using Duo 2-Factor authentication.
Learning about Forms
Microsoft provide a number of written resources, with supporting videos which tell you more about Forms:
- Forms offers a self-support model. You can learn about all the elements of Forms in the Forms Help and Learning centre.
- There is a comprehensive Getting Started guide to take you through the basics.
- Learn about sharing and collaboration.
- Learn about formatting.
- Learn about integration (with Excel, OneDrive for Business, OneNote, Outlook, PowerPoint, SharePoint, Streams, Sway, Microsoft Teams).
Information handling
Information classified as Very Sensitive must not be processed or stored on M365 and advice must be sought from the Information Governance Office if you handle this type of information.
If you’re processing/storing information or data classified as Highly Restricted in M365, please follow the information handling minimum controls set out in the Information security classification examples and handling guidance for confidential information.
All Forms which capture any information which identifies the respondent must include a data protection statement, informing respondents of how the data they provide will be used and for how long it will be kept and reference to a privacy notice. For further guidance please see Privacy Notices, or contact the Information Governance Office.
Continue to adhere to the Information Governance Office Best practice guidance on sharing and storing information and Records Retention Schedule whenever you’re working with data.
Need help on information handling? Contact your Information Governance Guardian.
Limitations
Global limitations:
Forms has some limitations to be aware of.
University of Manchester limitations:
The self-service addition of apps and add-ins for Microsoft 365 Office and associated products is still under review by the IT Service Security Working Group as to how they can be risk assessed and supported. This process should be completed in the near future at which time information will be updated and communications will be sent out to staff.
