Forms may not be as hip as Teams at the moment, but it sure is a cool tool, sometimes even cooler than I thought!
Something relatively new is the option to add a Poll in an email. It is a nice option to quickly add a Choice question to your message. There is some support information out there but let me show you the full picture.
1. Create and send
When you open a new email and click on the … on the bottom of the mail (in the toolbar) you will see an option called “Poll”.
Click that and you will get a sidepane with a Choice question.
Enter question and response options and click “Insert Poll into email”.
The poll will be inserted in the mail; the title of your question will be the subject line of your email (you can change that) and in the email body and you are added in the cc. If you change the name of the poll before you send it updates in both places! 💪
You can now type the rest of your mail and send it to your audience.
TIP: If you want to have that poll option always available in your toolbar just click the gear wheel top right > View all Outlook settings > Email > Customise actions and then scroll down to Toolbar. Check the Poll box and Save.
So what happens when you receive an email?
The question will be displayed on top of the mail, with the options visible. This makes it easy to respond, but if you have many options in your answer, you will need to scroll to see the rest of the email.
When you have cast your vote, you will immediately see the result. You do not have to reply as your vote has been saved.
If you happen to click the “View/vote in browser” link you will be taken to the Form in its regular format.
3. View results in email
As an owner, you can view the results from that mail. That’s why you are in the CC!
4. View results in Forms
The sender of the email is the owner of the Form, and when they go to their Forms page, they will see the Form with a poll-icon to distinguish it from a regular Form.
If you open it, you will see a message that you can not edit the poll.
- You can only add one question
- You can only add a Choice-type question
- You can not edit the Form on your Forms page
- Everyone sees the results immediately – that may be good or bad, just be aware.
- People may forget to scroll down to see the rest of the mail 😁
- According to the support information, this should not work well with people outside your organization, but it worked perfectly well between my Microsoft365 and private Outlook or Gmail accounts.
I can imagine this could be a good option for a quick question, without having to go and create a complete Form with all the trimmings.
Most of all, I like the integration of Forms and Outlook. It is smooth, clever and elegant.
It is also available in the Outlook desktop app but I am no fan of that.
Have you used it yet? And have you encountered a scenario where it did not work with “externals”? Let me know!