6 Advanced Capabilities of Microsoft Forms You Need to Explore
The Microsoft 365 productivity suite offers users a massive array of services and tools, spanning almost all the needs of a business organization, packed into one efficient and interconnected platform. It is so extensive that, at times, users may unexpectedly run into applications they were previously unaware of, like Microsoft Forms. The application is mostly free, with specific premium features unlocked with specific Microsoft plans, and is a great way of collecting information and feedback easily.
You may be surprised at the different and creative ways organizations are using Microsoft Forms. Besides the obvious use case, collecting employee feedback, businesses can use the application for creating interactive training modules, hosting virtual brainstorming sessions, enhancing customer experience, and so on. Expecting the average Microsoft user, however, to be aware of and use Forms for these or similar functions is quite unrealistic. Most users only skim the surface of the capabilities offered by most software, including those of MS Forms.
Having a more detailed understanding of the application can help you unlock the full potential of Microsoft Forms, making it a more versatile asset for various business needs and positioning you as a valuable resource within the organization.
What Is Microsoft Forms?
Users can effortlessly create forms, surveys, quizzes, and polls which can be accessed and responded to on any device. All you must do is sign in using your Microsoft credentials, head on over to Microsoft Forms in the Microsoft 365 interface (in the Apps section), and create whatever form you want. The application is quite straightforward and requires zero technical know-how to effectively use.
There are, however, a few ways to elevate things and use MS Forms in innovative ways that drive productivity and gather valuable information. The following sections outline ten useful Microsoft Forms use cases that are not commonly explored or employed.
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Upload Data to Forms
The Quick Import feature enables users to conveniently upload data from previous surveys or Excel sheets directly into Forms. This enables users to effectively utilize existing data to further simplify and enhance form generation.
For example, instead of manually entering all the questions you have created for your Microsoft Form, you can use the import feature to transfer this question directly. Similarly, if you have conducted surveys or quizzes in the past and wish to use that data or input for creating a new form, the import feature allows you to do just that. You can also use the responses to the previous forms to set default responses in the fields, making it easier for users to answer.
The opposite is also possible, where the creator of the form can export the responses to an Excel sheet to analyze responses. This is particularly useful when you are organizing an event and require quick access to the number of attendees and their information, and other similar situations.
Note that the Quick Import is different from the File Upload feature that users responding to the form use when required. The latter is useful for collecting images, documents, or other relevant files from the responders while the former plays a bigger role in the generation of the form and response analysis.
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Integration with various MS Tools
As is the case with Microsoft applications, Forms integrates seamlessly within the Office ecosystem and can be used in conjunction with commonly used tools like Teams, Outlook, OneNote, and Whiteboard, among others. This turns a regular, mundane meeting into an interactive session, enabling employees to enhance notetaking, improve interaction, enhance collaboration, streamline operations, and simplify everyday tasks.
The process to integrate Microsoft Forms with other Office 365 tools is beyond the scope of this blog. But fear not, Apps4Rent’s Microsoft 365 experts are here to guide you through the process to maximize your organization’s productivity.
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Conditional Logic to Simplify Survey Responses
The broader your form is, the more tedious it is for the average employee to fill it out. The problem with forms that go out to every single employee in your organization is that they usually contain many sections that are only relevant to specific teams or departments, leading to confusion. This ultimately hinders the effectiveness of the information you aim to collect as employees may feel disengaged or uncertain about how to proceed, resulting in incomplete or inaccurately completed forms.
You can avoid this by using conditional logic to create forms, ensuring that users only see and have to answer questions relevant to their organizational roles. You can do this by clicking on Add branching for the questions you want to add the conditional logic to and defining the configuration that fulfills your requirements.
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Privacy and Control in Form Submissions
Microsoft Forms offers an impressive level of control over the submission process, ensuring user privacy while maintaining response integrity and validity. You can automate the form submission period, rather than leaving it open-ended, by setting a specific start and end date for the forms. Picture this: you are on a well-deserved, two-day break but must send out a form to collect client feedback during that period. Fortunately, you had the foresight to create the form beforehand and schedule it to be sent out in advance. Now, as you are enjoying your time off, the form collects the required information and will be ready for access and review when you are back in the office.
Additionally, you can also create forms with anonymous submissions, allowing respondents to fill in feedback to answers without having to worry about revealing their identity. This is particularly useful for encouraging employees to be more honest and open, especially in sensitive situations.
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Enhancing Customer Experience
Forms also has a feature that allows people outside of your organization to view and respond to surveys or questionnaires. By enabling external sharing (accessible under the Share pane under Select and Collect responses in MS Forms), businesses can engage customers, external stakeholders, and partners and collect valuable insights from them. You can take this one step further by creating forms in multiple languages with help from Microsoft Forms to reach a broader audience.
You can also personalize the forms to display customized thank-you messages, showing customers that you are invested in fostering responsive and thoughtful interactions, and enhancing the overall customer experience.
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Interactive Learning and Instant Feedback
Using MS Forms is not limited to obtaining feedback and information, users can create educational forms for training purposes, an innovative method of teaching. By enabling Practice Mode, you allow respondents to attempt the quizzes and improve at their own pace. This is useful when organizations are trying to reinforce certain concepts or enhance employee retention around specific issues/workflows.
Additionally, the option to show users their results immediately after they attempt and submit the quiz promotes interactive learning by providing them with instant feedback. This streamlines the learning process as the respondent has access to their scores and the correct answers and explanations, making the learning process more effective and engaging.
Discover New Possibilities with Microsoft 365 Through Apps4Rent
Apps4Rent is a Microsoft Solutions Partner and has extensive expertise in all things Microsoft 365-related. We empower businesses to leverage the full suite of productivity tools, including lesser-known and niche applications like MS Forms. Whether you are looking to learn more about advanced features, like the ones mentioned in this blog, or require assistance with integrations to improve operational flows, our skilled engineers are here to provide solutions that perfectly meet your requirements.
Explore our Microsoft 365 plans if you have not yet secured the perfect licensing solution for your organization and experience seamless integration and advanced capabilities with our expert guidance. Connect with our dedicated customer support staff today to unlock new opportunities for growth and efficiency in your business. Let us help you transform your business organization into a streamlined operation and empower your teams to drive success and innovation.
