And even more about Forms

Forms appears to be top of my mind these days. It’s near the end of the year and lots of evaluations need to be done ๐Ÿ™‚ so I am searching the organization for opportunities to make the switch from other tools or processes to Forms.

GlurenbijdeburenAnother “win”

Every year my organization has a week where you can spend (half) a day with another department. This has mutual benefits as you can well imagine. This process involves:

  1. Making an inventory of which departments are open for receiving visitors that week
  2. Asking employees which one of the “open” departments they are interested to visit and when

When I joined the organization last year, I had seen the Google form for item 2. and I made a resolution to try and help the organizer move that to Microsoft Forms this year. So recently we sat together toย  create the Form and it turned out she had some doubts about the inventory. Last year she had sent out emails to various departments with some questions, and it was a lot of hassle to collect the data and get the overview. So I suggested she create a Form instead in order to

  • make sure that everyone replies to all questions
  • get everything collated into a tidy Excel sheet without having to copy it all manually

So, we created a Form and she sent an email with the request to complete the Form.ย  (Which is additional advertising and awareness for Forms, I hope!)

Then we set about to create the Form where employees can specify their interest and preferred date. As this had already been set up as an online form, this was rather simple. We could even shorten the form because we decided to collect people’s name and email address automatically.
When the inventory is completed, she just needs to add the dates and departments to the Form and the announcement can be posted on the intranet with a link to the Form.

So, unexpectedly we could move two processes to Forms! Yay! (Those little wins always put a big smile on my face)

Handing over ownership of a Form before it has been distributed

According to Microsoft, you need to add a Form to an Office365 Group if you want to hand over ownership. This will make sure that the data will be handed over as well.
If you do not have a Group for this purpose, and the Form has not been distributed yet, the original owner can Share the form with the new one, and the new Owner can then Copy it to make it his/her own.
This may come in useful when someone is leaving the organization (and whose account and content will be deleted) has created a Form that still needs to be introduced to the organization.

Share-ShareOne
Step 1: As the current owner, use “Share to Collaborate” if you want to share or handover Form ownership

Forms-Copy
Step 2. As the new owner, on the “Shared with Me” tab, click the 3 little dots top right of the Form to be copied, and click Copy

Top 3 differences between Forms and Forms Pro

In my earlier post I mentioned I did not quite get the benefits of Forms Pro, but then Doug Allen wrote a post that made things clearer to me. Especially the options for sharing of the survey, and the analysis and follow-up of survey results are much better than regular Forms. Those examples were quite an eye-opener for me.

Be a quiz-master!

I have done some experiments with the Quiz option but I was not overly impressed. It only works well for multiple-choice questions. I think it needs some more work, either from Microsoft or from myself ๐Ÿ™‚

However, Rebecca Jackson has dug a bit deeper and she says you can be quite a quizmaster, so I guess the “more work” is on MY ToDo list ๐Ÿ™‚

So, what have you found out regarding quizzes?

Photo by Gigi on Unsplash

2 thoughts on “And even more about Forms

  1. Rebecca Jackson October 20, 2019 / 3:15 pm

    Thanks for linking to my post Ellen. Certainly some improvements to be made on the Quiz side of things, but I am getting a lot of value out of the current version.

    • Ellen van Aken October 20, 2019 / 3:37 pm

      Thanks for the post, Rebecca! I will need to take a deeper dive into it, I guess. ๐Ÿ™‚

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