Office 365 – Focus on Forms (Video)

TRANSCRIPT

Ziad: Hello, and welcome everyone to our next series for the web Office Hours Webinar. Today we’re going to be discussing Microsoft Forms. Forms is a really great tool, what we’ll actually do is instead of having a PowerPoint presentation, we’re going to go right into the demo and show you everything from this get go. So, a lot of the times you’ve already gotten the Office 365 subscription or you’re actually planning on getting the Office 365 subscription and Forms is actually one of those tools that are actually included within your license. So it’s fantastic and let’s go right into that. If you don’t mind, we will get rid of that. So here is this, the typical browser you can use Edge you can use Chrome, you can use any sort of web browser that you would like. And we’re going to go right into the portal, the Office portal that kind of comes up to any of your subscription where all your applications gets shown right here.

These are the ones that you typically use often and they come right up there or that you’ve pinned onto your browser, onto your portal here as well. But if you don’t have Forms, which I took away from here as well, if you don’t have Forms showing up anywhere here, all you got to do is click this explore all your apps button right here and it will actually show you all the different ones that are included within your applications. And you can see Forms is right there. Okay, so it’s a tool that creates surveys, quizzes, polls within minutes and anyone can see those results in real time. So let’s click the app right there and you will notice that Forms has actually opened up in a new window, sorry, a new tab in the same window.

So here’s a general kind of Form I’ve already played around with a couple of them. We’re going to start from scratch. From here you can also go back into any of your other applications that are here as well, which is fantastic because then you can really go back and forth between the different documents as well. Let’s start with creating a brand new Form. Now, with Forms as well you can create templates. And I’ll kind of show you how if you’ve created one already and you can create a template from the start. But let’s go into, you know, creating one of our own. We just have to come up with a great title. I’m going to go with the Krusty Krab if you guys know what that is. The Krusty Krab is in SpongeBob, the Krusty Krab Krabby Patty survey. We’re going to maybe do a client survey here.

So we’re going to talk about maybe a customers’ experience. From there we can add in some images. So it links in right from here. If you click on this icon it has an insert image, or with what you can search a particular image that you would want on there. And we want a Krusty, we want a Krabby Patty. All right. Here is the Krabby Patty and we are going to put that right into our image. So as soon as someone opens the customer experience survey, they will see a Krabby Patty and they know exactly what we’re talking about. Now you can add a little bit of a description here if you’d like about the survey. Like, hey, we welcome all and we’re synonymous. We welcome honesty Steve, you know, we value your input, whatever else you kind of want to put.

We’re going to leave that for now and we’ll just continue moving forward to adding a question. So if you click this little button that gives you four choices to actually have different types of questions that you can ask. So you have choice, which is kind of the multiple choice type of question, text, which could be short or long answers. You can have ratings and you can have a date, and we can kind of go through each one of these to kind of show you what they look like. There’s also a couple more ones here as well, like ranking and other ones as well that we can kind of look at as well. But let’s start with this option for choice. So when you click choice, it’ll actually give you, you know, depending on what you’re looking for some typical questions that you can ask, but we can start by saying, you know, “How did you enjoy your experience?”

Now, this could be…you know, you could have different rankings here, like very good or just good. All right. And so on and so forth. You can add more options. So, you know, neutral or you can just go straight into bad, very bad. This could be just…and you could change these around. I’m just coming up with this on top of my head. You could change this into multiple answers, so you can actually pick more than one answer from here. So there’s a, you know, it was bad, but, you know this question probably the best one to do this, but you can do the multiple answers as well. You could also make this a required questions, meaning people who are going to be just filling out this survey, must fill out this question before they can submit it.

So you could make this a required question. We really want to know, you know, how their experience was and what they want to do or what we can do to improve that. Now, what you can also do is add a…and you can have another option and they can kind of write out what they’re looking for. You could also shuffle the options. Now, I wouldn’t recommend it for this particular type of question, but this is great for even in quizzes or if you want to kind of have honest opinions so they’re not just, you know, clicking C every time they go down, or, you know, people aren’t sharing answer… I mean, the survey is fine, but maybe for quizzes and things like that, this is a really great tool because you can shuffle the answers and people will be able to kind of cheat their way through these Forms. You can also have a dropdown menu also kind of comes down as a dropdown and you could choose multiple options that are there. I’m not going to do that as well. Or you could have a subtitle. So these are kind of like headings that you can have within the customer survey, so please answer with honesty. No hard feelings.

And that way they can have a little subtitle. Now you can have subtitles on each of the answer. So let’s say someone selected very, very bad, you’re going to have a subtitle underneath that saying, “Hey, you know, please come in and you can get 20% off your next patty,” or whatever else you want to kind of, you know, do to do that with. So we’re going shuffle options… So I just have to Subtitle and I got rid of it. There you go. And that would…that’s how that would look like. Let’s say you want to do a similar sort of question to this, but just with different answers, you could just duplicate it from here. So you can copy this question and that will duplicate it. So you notice how it’s number two now here, whereas this was number one, the first question that comes out.

You’ll also notice that there is a star here. This is what that required feature does. So as soon as there’s a required, you can see on an admin level that this is a question that was required, and here’s the caption that goes underneath it. And then all these other answers that are there. And then of course the other ones you can type out your answer. So we’ve duplicated the question. We’ve basically copied and pasted the question and now we have to come up with…or we just click it and edits, and we come up with a new kind of question to come up with. You know, maybe we want to add another question from here on in as well and say we want, instead of having this kind of question, which we decided we don’t want anymore, we’re just going to delete that and we’re going to have another new type of question, and that could be text.

Let’s come up with a text question. “What would you improve the next time?” I don’t know, something like that. And of course if you want to subtitle, great, if you don’t want to subtitle, just click the check mark again. And there you go. Now you can have restrictions in here as well as far as numbers or whatever, you know, kind of restrictions that you want to have. But we’re not going to really worry about the restrictions at this point. We want this to be a long answer question where people can write whatever they want and basically vent their heart out. So this is what that will do is you could write and keep on writing and for the things that we can improve. And that way we have, you know, some input from these guys as well. We’ll make that required as well. We really want to know what we can improve on moving forward and that way we can get better and better.

Let’s add a brand new question. I did not want that question, brand new question. Let’s do a rating. When you come into rating is give you a typical, you know, stars type of structure. You could, you know, add as many stars as you want. Like, I’m not sure if anyone really ever does 10 stars, but we’ll stick to the typical five star ones that I’ve seen at least a majority of the time. And you can…you know, these will be like the automatically filling stars, you can also change those to numbers. So if you want to do numbers and change up the question a little bit, depending on what it is that you want to do, you could do that as well. I like stars, they look good. And we’ll keep that a required question. And this one we can add some sort of picture and you could do that in any of those. Or you can add a video for example. Let’s add another image here to show you what that would look like. So, I’m just going to write customer satisfaction and let’s see what we get. We get the customer…okay, customer, we’ll just add that, whatever, or we’ll add this face, yeah. He’s not happy with us.

Here we go. So we have a nice image that, you know, they can rank us and maybe they’ll have some more sympathy on the sad face and give us a five star perhaps, but that’s up to marketing. So what we’ll do now is we can add a question and say, well, “How was your overall experience eating our pie?” Or, “How would you rank your experience?” Or, whatever you want to kind of write you could do that. And I’ll show you how when we do this on the responsive side of things, how that changes or, and how the results actually come about. And it’s really great and they use a lot of technology here to be able to do that. But we’ll leave it at that. What you can also do here is you can actually have a subtitle or a subtitle for each type of star that’s here.

So, you can actually label these stars as well to be able to say…and that’s the label button right here. So let’s say the star one means it’s terrible, and star five means it’s fantastic. And that would give an idea for the users who are actually answering these questions to know what these levels actually really mean. We’re going to get rid of that subtitle so it doesn’t show up and it’s nice and clean. Let’s add our last type of question, let’s say it was a date perhaps for this type of Form, we want to know when was their last visit or, you know, “When was your last visit?” And this way what we can do is we can actually map out when this experience was actually happening and how we’ve improved since then, or if that kind of experience is still there.

Again, you can have calendars here if you want or if there’s a way to input it. That’s the natural…you know, the thing that comes up is…or the default that comes up is your dates. So month, day, and year, we can make that a required question. You know what? They don’t have to tell us actually. It’s nice to know. But, you know, like you could change that and you can have subtitles and whatever else you want to do to also do that. Last thing we’re going to do here is we’re going to see if we can come up with some new questions and add a video and then we’ll go right into answering these questions and seeing how those responses look, and what kind of information forms actually provides us from a user…from the people who were answering our service.

So let’s go with ranking. You have an idea of what that will look like? It would…just a ranking question that you can rank let’s say on a scale of 1 to 10 or whatever else you want to do. There’s different Forms of ways you can use this one. I can also…what I really wanted to show here is let’s say I think this question is more important than the stars or the last visit. I can move these questions up or down. So I can make those go up. And now this is question four and my last visit is now question five or vice versa. I can move any question down and that would move it that way. It’s easy enough. Last few questions here. We have this one. So this is where it kind of creates a template for you already.

Let’s say, you know, we’ve seen all these in those surveys, like how would you rank your personality or what…I mean, you know, what would you do in this situation, or so on and so forth. And you can have different kind of options present there as well. But you know what? We’re not going to require these ones for them to be able to do, and these ones we can just edit it on later at any time we’d like. And the last type of question here is a score. So for example, how likely are you to recommend us to a colleague? Let’s do that one. They are not likely or extremely likely to be able to do that. And that is a question that’s already formulated for you. You don’t have to do anything to create that. I think that’s pretty good.

I think we can take a look at what we’ve created and there’s a preview button. So if you just click on the top tab here that says preview, you will see a computer and a mobile here. Let’s look at the computer desktop view here first. So here you’ve got the Krusty Krabby Patty and you’ve got, you know, all the questions that you’ve stated. And so we can, you know, kind of look down and see the kind of survey that came up. You’ll notice that some of them aren’t starred, meaning they are required or aren’t required. It’s really great for a user to be able to see and go from there. On a mobile experience, it’s a very seamless cross platform experience that they get here as well. You’ll notice on the phone as well, most people actually do service on the phone.

It’s quick, you know, it’s a minute long and there you go. Like it’s about…you’ve got everything that it looks, it’s changed the formatting of the Form to fit your mobile experience. And that’s really fantastic and really important to be able to do. So let’s do this on the mobile. So we’re going to say, “We’re good. We’re, you know, nothing. We’re perfect.” And maybe you want to give it a four star, you can notice, you can change it, you know, throughout. “When was your last visit?” “I just visited today,” for example, or let’s go, yeah, let’s go with today. And I’m not able to do that. But as soon as that gets fixed and then you can change these things here, you can rank them like that and you submit. Now you notice I haven’t answered one of the questions and therefore it’s telling you, “Hey, you better answer this question, otherwise it’s not going to be submitted.”

Now for some reason in this…on my computer, it’s not showing me the right kind of thing, but let’s do that. I’ll just enter in the date that comes up and we go submit. Now this says, “Okay, you know, thanks, your response was submitted. You can submit another response.” I hadn’t restricted that. I could restrict that and I’ll show you how to do that. Let’s go back into our thing. You’ll notice I just completed the survey and we’ve already got one response, the real time tracking is of such. And I’ll show you what the response looks like as well. But I looked at my preview and I didn’t like the way this was set up. I really, you know, disliked the coloring. It was all messed up. And let’s see if I want something over here, maybe I like, you know, blue dim to kind of match my Krusty Krab look or maybe the maroonish look, how about that?

That looks nice. Maybe we can also change some of the settings around. I looked…I noticed that when I submitted the survey, it just said thanks, or it had someone’s name. I want this to be anonymous. So maybe I don’t want people’s name to be recorded there, which you will see in the response. My name will show up. I just want this to be an anonymous survey. I could do that. You also noticed that it said, “You want to submit another Form?” Over here you can actually say, “No, I don’t want…” I only want one per one response per person or per user. What that would do is that would restrict, you know, biased responses or repetitive responses coming from the same people, or anyone with the link can join. So this is pretty internal.

Only people within my organization can respond, but you can also just make it so that anyone can respond. We’ll keep it that way. I don’t need to change that settings for this purpose. You could also have others, ones you can accept responses at certain times or certain end dates, you can shuffle the questions, not the answers to each question but the questions itself. And we could do that. You could also customize your thank you message. So it said just at the end there, “Thank you. You’re response was submitted.” You could say, “Hey, it was really nice doing business with you, see you next time. Have a great day.” And so on and so forth. Notification, you can actually send email…you can send an email to recipients who actually responded or get a notification from each of the response as well, you can get an email or you can send an email every time someone does that. And you can change these settings and all you have to do is really, they’ll log in with their email address, for instance, and you’ll be able to do that from there.

So that’s settings. You can tweak things around here and there. But let’s go back into the share…or how do you share this out to the public is, one, it’s very typical to most of the other Forms that you do. You have a link. You just copy the link and you paste it somewhere and you’ll have now the Form, we can copy that. You could also have these codes so you can scan these codes, you can put on your restaurant, whatever else…whatever business you want. People can actually scan this code from their phone or whatever and be able to access the survey. You could also embed links, and you can embed that and to be able to have that as Forms, or you could email them, and that you noticed I emailed it and all of a sudden the entire link and everything opened up in my Outlook. You can duplicate the link so you can get a link to duplicate this as a template.

And so let’s say I do these often and I just change the questions here and there, or I change the product every now and then. I can just keep that as my duplicate on my template. I could also allow people to view and edit and collaborate with other people who want to have input into my Form and change that. So that’s kind of the big themes here. Let’s go into these responses and see what we did. So, you will notice that it tells you you have one response. It will tell you an average time that it took to complete that Form. It took me about a minute and 37 seconds precisely, and that is how long it took a user to complete that Form. If you have obviously more responses here the number…the data is actually more significant.

Whereas right now it’s kind of just one person you see they’re active. What’s really cool here is you can view the results. So it will come up as the respondent. So you can see here is a respondent, that’s my name. If I said no names, this would not show up. I could delete or print responses. So let’s say I want to use this as a sample or whatever else I want to do. I could do that or I could open this in Excel. Now, the one thing I don’t understand why these guys or why Microsoft has done this is that it actually doesn’t open up in Excel in the online version. It actually downloads the Excel file. So, you know what that we’ll do it. So, we’re opening the Excel file, here you go, we’ve got the Krusty Krab, there’s your title, an Excel file has been opened or has been downloaded.

And now from here on, then you will be able to get this file and you can work on this from right here. And that’s kind of how Microsoft has done that and you can actually do a lot here with this Excel file and be able to work from here. So that’s…it’s great to have that. And I think you could use that a lot, but you’ve already got enough information here to be able to do that. And you can see there’s pie charts, you’ll have bar graphs and all these different ones depending on what questions you have to be able to see all the responses and the details to each of those responses. And of course, all the things kind of come up and they will tell you, you know, how likely they are to promote, all these kinds of tools that you can use to have that experience.

Now, one small thing we’re going to do is we’re going to go back to, you know, I could…I told you I copied that link. If you remember, if I just copy and paste that link, that Forms open up opens up in the most updated way. So here’s the theme that I had created and of course we can…you’ll notice the questions I’ve shuffled and we can have the answers in that way as well. So we can rank different options. This is the ranking one where you can rank different options up or down. You say, “Okay, this was good, this was worse,” and then shuffle these around. And that is how that experience can be. So, and others you can write, you know, all sorts of things. So this is kind of the way we’ve done it.

What I didn’t show you here was how to insert a video and I will show you that in a quiz format. So there are already templates created for a quiz. So let’s say you’re an academic institute. All I have to do is click this form here and it says new quiz. You can also look at different Forms that are shared with you or if you have group Forms created. We don’t have any of those created at this point, but let’s go into a quiz. So this is a quiz template. This changes a couple things around, one, it actually gives you feedback on marks. So how people have actually done, you can actually grade and score things right from here. So let’s do a quick quiz. We want to do a math quiz, or maybe you want to do a math update, or whatever else you want to do.

And maybe as a teacher, you want to see how, you know, your students are doing or where they’re at. We can add an image, like I said as well. So math, there’s going to be lots popping up here. You could put in any one of these images. So, sure. We’ll put this image in. You’ve got a quiz, you know, good luck kids, or let’s call them students, you know, professionals. Good luck students. This is a hard quiz you might fail miserably, but we’ll go right away. Again, you’ve got a whole bunch of questions that you can ask, a whole bunch of things that you can do here. So let’s do a multiple choice right here. We’ll do a simple question, two plus two equals. And you want to do a multiple choice that equals 2, it equals 4, it equals 6.5 or 3.

Whatever you want to put in here, or I have no idea maybe. I have no clue. Now, what’s really cool in this type of question is of course, I mean, the answer is four and we could do that and all you got to do is check mark that right here and that will be your correct answer. Similar questions to the Forms you just make that required. We can make that a multiple choice and we can grant a score. So we can say this is out of one point. So if a student gets this right, they get one point. If they get it wrong, they don’t get a point at all. Similar thing, you can do duplicate and delete questions and change. So all that format is similar. You just get a few more features here. So I put a correct answer in.

Let’s say the student really has no clue and that’s the answer they put. You know what? We’re going to put in a comment for them. So our comment is going to be for anyone who picks this, just say, “Please come see me, your teacher.” And that way you can actually follow up with these students who were really lost or I have no idea what’s going on perhaps, and there you go. You have that and it’s a multiple choice question. Your question’s ready. Let’s say, okay, I want to duplicate that question. I have a very similar type of question that I want to ask them. That’s number two. That’s number one. Instead of, you know, two plus two, let’s make that two times two or let’s put an X on the right. Two times two. So what is two times two?

We all know it’s 6.3, I’m just kidding. It’s four. That’s going to be the correct answer again. And similarly, if anyone has anything like that, they could do that. The point system is the same. Maybe this one’s a little harder. We can make this out of two points. We can add another question. And this time what we’re going to do, let’s say it’s a text question, we’re actually going to add a video to this. So, you know, let’s go into our famous YouTube, and let’s say we want to, you know, be able to figure out a video. So let’s talk about math videos. And you can go into videos here on YouTube, and let’s say you want to talk about fun math videos. This is a good one. This is how I learned my mathematics.

Male: There’s no such thing as a perfect writer. This is why I use…

Ziad: We’re going to get rid of that. Go right into here. You’ve got video, you’ve got the URL from YouTube or whatever else you want to have, and you can paste it right into here, add that and you’ve got the entire video. Now you can do this great with, you know, lectures or seminars or even a classroom. So for some students who’ve kind of missed their classes or even actually a lot of the times now, all of the schooling is now online. And so this is great to kind of be able to send these, you know, lectures or send these kind of videos to your class. You can create your own and kind of have that and they could play and do all the things that they need to do from within Forms. So we’re going to end it there.

We’re going to see how that goes. We don’t need a point here. You know this is a long answer. We’ll give this a one point just for now, and I’ll show you what that does. Let’s look at themes again, just to mess with everybody’s head, we’re going to put in a chemistry theme. So we’re talking about a math quiz with a chemistry theme. That’s what I’m talking about. You could share that out or, you know, preview that, and actually answer the question. So this is what our math quiz looks like. Fantastic. You’ve got all the questions. Now let’s see how these responses go. And then we’ll call it a day. So let’s go with 4 and let’s go with 6.3 and let’s go with help me. Submit that answer, your results were submitted. And now as a user, I can view my results, as a student, let’s go with student. As an instructor, I can view the results, as a student you can also view depending on how my teacher has put this, the settings. So you’ve got the, you know, I failed miserably. The reason I failed is I got this one wrong and this was worth two points. This was worth one. And this was also worth one. The reason why this isn’t answered yet, and you can see there is no score provided is because there is no answer that…for written answers you have to do it manual. That’s the big reason here. Last thing we’re going to do is look at the settings here, how we can change things around. Again, you can have an option. So the results show automatically to the students immediately after this quiz, they show and immediately after they perform the quiz.

Or you could change that until you release the exams and scores afterwards. Again, you can make it anonymous or this time I want people to have a name showing, and of course all the settings are very similar here. We can shuffle the questions for these ones, maybe all the questions, depending on how they are. Let’s look at our responses and see what kind of feedback we get. So, one difference here…all the stats kind of are very similar. You can see the check marks for all the right answers that are there and whatnot. You could see what students have commented. Right here, you can actually review and post scores. This is what I’m talking about. So review scores. You could see, okay, this is what the student does and you can go on. I only finished this in 16 seconds.

So, yeah, that looks like that looks all right. And we can look at all the people that have answered and all the questions that were there and how people did in those questions. So each question base, how did each student do? And you could do that, and then you could review…so you can review the next student, the next student, so on and so forth. And you can post scores. So, you know, this was ungraded at this time. I can just post that and put it up there and people will be able to see the scores that I posted and depending on where I link that. Now, one thing I haven’t showed you guys here is how you can actually create flows to be able to do that automatically with you.

And so, it connects to forms of let’s say you want to have something posted right away or do you want to have it do a particular command in your Outlook or in your SharePoint. You could actually create flows and that’s also included in your Office applications. And you can create a simple flow from there to set all these kinds of settings for your Forms.

That’s all the time I have today for you guys. Thank you so very much for joining the webinar, if you have any question, feel free to shoot me an email or reach out to me via LinkedIn and I’ll give it back to our team here to take it from there. Thank you so very much.

Melissa: Thanks Ziad. And there’s no questions in the questions pane, so I think we can say good afternoon to everyone.

Ziad: Awesome. Have a great one. Bye.

Melissa: Thanks. Bye.