Using Microsoft Forms

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Overview
Getting started with Microsoft Forms
Creating an event RSVP form in Microsoft Forms
Creating an anonymous feedback survey in Microsoft Forms
Additional training resources

Overview

Here we provide some basic instructions for:

Creating, branding, and sending a Microsoft Forms survey
Setting up an event RSVP in Microsoft Forms
Setting up an anonymous feedback survey in Microsoft Forms

Getting started with Microsoft Forms

You can use your USC Office 365 account to set up a Microsoft Forms survey. Since your account is an Office 365 for Education account, you can have up to 200 forms at a time (if you need to create more forms, first delink the form so that you are not deleting existing responses, and then delete the form itself).

Microsoft is approved by ITS for the storage of protected information such as HIPAA-/FERPA-regulated data, although additional controls may be required.

Creating a Microsoft Forms survey

Quick guide

Log in at https://usc.edu/office365.
In the upper left corner, click on the 9-dot "waffle" icon to the left of the USC logo.
A menu panel opens on the left. Click on Forms.
Click on the down-facing arrow to the right of New Quiz. Select New Form.
Microsoft creates a new blank form. Click on Untitled form.
Click on the Untitled form field to give the survey a name. Click on the Enter a description field to give the survey a description.

To add a question:

Click on + Add new.
Select the type of answer format. You can also click on the down-facing arrow to view more answer format options.

To edit a question:

Click on any question to select it.
Click on the Question field and type a question.
Click on Option 1 to type an answer choice. Click on Add option as needed to keep adding choices.
At the top of the question are several icons:
- Copy icon: Create a new question with the same options as the existing question.
- Trash icon: Delete the existing question.
At the bottom of the question are several toggles:
- Multiple answers: Allow the respondent to select more than one option by clicking on the toggle.
- Required: Make this question mandatory by clicking on the toggle.

To preview the entire survey:

In the upper right corner of the page, click on Preview.
The survey preview opens in "Computer" view. In the upper right corner, click on Mobile to preview the survey in "Mobile" view.

Detailed guide (with screenshots)

Log in at https://usc.edu/office365.
In the upper left corner, click on the 9-dot "waffle" icon to the left of the USC logo.
A menu panel opens on the left. Click on Forms.
Click on the down-facing arrow to the right of New Quiz.
Select New Form.
Microsoft creates a new blank form. Click on Untitled form.
Click on the Untitled form field to give the survey a name. Click on the Enter a description field to give the survey a description.

To add a question:

Click on + Add new.
Select the type of answer format. You can also click on the down-facing arrow to view more answer format options.

To edit a question:

Click on any question to select it.
Click on the Question field and type a question.
Click on Option 1 to type an answer choice. Click on Add option as needed to keep adding choices.
At the top of the question are several icons:
- Copy icon: Create a new question with the same options as the existing question.
- Trash icon: Delete the existing question.
At the bottom of the question are several toggles:
- Multiple answers: Allow the respondent to select more than one option by clicking on the toggle.
- Required: Make this question mandatory by clicking on the toggle.

To preview the entire survey:

In the upper right corner of the page, click on Preview.
The survey preview opens in "Computer" view. In the upper right corner, click on Mobile to preview the survey in "Mobile" view.

Branding a Microsoft Forms survey

Quick guide

Log in at https://usc.edu/office365.
In the upper left corner, click on the 9-dot "waffle" icon to the left of the USC logo.
A menu panel opens on the left. Click on Forms.
Locate and open the survey.
In the upper right corner of the page, click on Theme.
The theme panel opens on the right side of the form:
- To select an existing theme, click on that theme.
- To create a custom theme, scroll to the bottom of the theme panel and click on the + icon.
  - To add a background, click on the first icon under "Customize Theme".
  - Click on Upload and select an image from your computer.
  - Once the image finishes uploading, the theme panel updates.
  - Microsoft automatically selects a theme color based on your image. To change the theme color, double-click on the six-digit HEX code and replace it with another six-digit HEX code.

Detailed guide (with screenshots)

Log in at https://usc.edu/office365.
In the upper left corner, click on the 9-dot "waffle" icon to the left of the USC logo.
A menu panel opens on the left. Click on Forms.
Locate and open the survey.
In the upper right corner of the page, click on Theme.
The theme panel opens on the right side of the form:
- To select an existing theme, click on that theme.
- To create a custom theme, scroll to the bottom of the theme panel and click on the + icon.
  - To add a background, click on the first icon under "Customize Theme."
  - Click on Upload and select an image from your computer.
  - Once the image finishes uploading, the theme panel updates.
  - Microsoft automatically selects a theme color based on your image. To change the theme color, double-click on the six-digit HEX code and replace it with another six-digit HEX code.

Sending a Microsoft Forms survey

Quick guide

Log in at https://usc.edu/office365.
In the upper left corner, click on the 9-dot "waffle" icon to the left of the USC logo.
A menu panel opens on the left. Click on Forms.
Locate and open the survey.
First, confirm the survey response settings:
1. In the upper right corner of the page, click on the … icon.
2. Select Settings.
3. The "Settings" panel opens on the right side of the form.
4. Under "Who can fill out this form":
  - Select Anyone can respond if you want to allow non-USC individuals to submit responses.
  - Keep Only people in my organization respond selected if you want only USC individuals to submit responses.
    - Record name: Deselect this checkbox if you want survey responses to be anonymous.
    - One response per person: Select this checkbox if you want to prevent individuals from responding more than once.
  - Select Specific people in my organization can respond if you want to prevent individuals from forwarding the link to others to fill out.
    - Note that there are some restrictions on this setting. Per Microsoft, "You can designate a total of up to 100 individual names or group names. Of the 100 limit, you can designate up to 20 groups (each group can contain up to 1,000 individuals)."
Now, copy and send the survey link:
1. In the upper right corner of the page, click on Share.
2. The "Send and collect responses" panel opens on the right side of the form.
3. (Optional) Select the checkbox Shorten URL.
4. Click on Copy.
5. Send the survey link by pasting it into an email to your respondents.

Detailed guide (with screenshots)

Log in at https://usc.edu/office365.
In the upper left corner, click on the 9-dot "waffle" icon to the left of the USC logo.
A menu panel opens on the left. Click on Forms.
Locate and open the survey.
First, confirm the survey response settings:
1. In the upper right corner of the page, click on the … icon.
2. Select Settings.
3. The "Settings" panel opens on the right side of the form.
4. Under "Who can fill out this form":
  - Select Anyone can respond if you want to allow non-USC individuals to submit responses.
  - Keep Only people in my organization respond selected if you want only USC individuals to submit responses.
    - Record name: Deselect this checkbox if you want survey responses to be anonymous.
    - One response per person: Select this checkbox if you want to prevent individuals from responding more than once.
  - Select Specific people in my organization can respond if you want to prevent individuals from forwarding the link to others to fill out.
    - Note that there are some restrictions on this setting. Per Microsoft, "You can designate a total of up to 100 individual names or group names. Of the 100 limit, you can designate up to 20 groups (each group can contain up to 1,000 individuals)."
Now, copy and send the survey link:
1. In the upper right corner of the page, click on Share.
2. The "Send and collect responses" panel opens on the right side of the form.
3. (Optional) Select the checkbox Shorten URL.
4. Click on Copy.
5. Send the survey link by pasting it into an email to your respondents.

Creating an event RSVP form in Microsoft Forms

The steps below walk you through setting up an event RSVP form with the following settings:

Anyone (with or without a USC account) may fill out the survey
Respondent names and email addresses are collected (i.e. responses are not anonymous)

Quick guide

Log in at https://usc.edu/office365.
In the upper left corner, click on the 9-dot "waffle" icon to the left of the USC logo.
A menu panel opens on the left. Click on Forms.
Click on the down-facing arrow to the right of New Quiz. Select New Form.
Set up the survey (fill out the title, questions, choices, etc).
- For the respondent's name, include a question in Text format and select the toggle for Required.
- For the respondent's email address, include a question in Text format and select the toggle for Required.
Make the survey open to non-USC respondents:
1. In the upper right corner of the page, click on the … icon.
2. Click on Settings.
3. The "Settings" panel opens on the right. Under "Who can fill out this form," select Anyone can respond.
Copy and send the survey link:
1. In the upper right corner of the page, click on Share.
2. The "Send and collect responses" panel opens on the right. Click on Copy.
3. Send the survey link by pasting it into an email to your respondents. You can also paste the link on a website or in a social media post.

Detailed guide (with screenshots)

Log in at https://usc.edu/office365.
In the upper left corner, click on the 9-dot "waffle" icon to the left of the USC logo.
A menu panel opens on the left. Click on Forms.
Click on the down-facing arrow to the right of New Quiz. Select New Form.
Set up the survey (fill out the title, questions, choices, etc).
- For the respondent's name, include a question in Text format and select the toggle for Required.
- For the respondent's email address, include a question in Text format and select the toggle for Required.
Make the survey open to non-USC respondents:
1. In the upper right corner of the page, click on the … icon.
2. Click on Settings.
3. The "Settings" panel opens on the right. Under "Who can fill out this form," select Anyone can respond.
Copy and send the survey link:
1. In the upper right corner of the page, click on Share.
2. The "Send and collect responses" panel opens on the right. Click on Copy.
3. Send the survey link by pasting it into an email to your respondents. You can also paste the link on a website or in a social media post.

Creating an anonymous feedback survey in Microsoft Forms

The steps below walk you through setting up an anonymous survey for feedback or voting with the following settings:

Respondents must log into their USC account in order to access the survey
Each USC account may only fill out and submit the survey once
Account information is not recorded, so responses are anonymous

Quick guide

Log in at https://usc.edu/office365.
In the upper left corner, click on the 9-dot "waffle" icon to the left of the USC logo.
A menu panel opens on the left. Click on Forms.
Click on the down-facing arrow to the right of New Quiz. Select New Form.
Set up the survey (fill out the title, questions, choices, etc). Make sure you do not ask for any identifying information from the respondent, such as name or contact information.
Edit the survey settings:
- In the upper right corner of the page, click on the … icon and select Settings.
- The "Settings" panel opens on the right.
- Option 1: Allow any USC individual with the link to respond
  1. Keep Only people in my organization can respond selected.
  2. Deselect the checkbox for Record name.
  3. Select the checkbox for One response per person.
- Option 2: Only allow specific USC individuals to use the link to respond (prevents link forwarding)
  1. Note that there are some restrictions on this setting. Per Microsoft, "You can designate a total of up to 100 individual names or group names. Of the 100 limit, you can designate up to 20 groups (each group can contain up to 1,000 individuals)."
  2. Select Specific people in my organization can respond.
  3. Deselect the checkbox for Record name.
  4. Select the checkbox for One response per person.
Copy and send the survey link:
- In the upper right corner of the page, click on Share.
- The "Send and collect responses" panel opens on the right.
- Option 1: Allow any USC individual with the link to respond
  1. Only people in my organization can respond should be displayed.
  2. Click on Copy.
  3. Send the survey link by pasting it into an email to your respondents.
- Option 2: Only allow specific USC individuals to use the link to respond (prevents link forwarding)
  1. Note that there are some restrictions on this setting. Per Microsoft, "You can designate a total of up to 100 individual names or group names. Of the 100 limit, you can designate up to 20 groups (each group can contain up to 1,000 individuals)."
  2. Specific people in my organization can respond should be displayed.
  3. Click on Enter a name or email address and begin typing in addresses.
  4. Once you have added everyone, click on Copy.
  5. Send the survey link by pasting it into an email to your respondents.

Detailed guide (with screenshots)

Log in at https://usc.edu/office365.
In the upper left corner, click on the 9-dot "waffle" icon to the left of the USC logo.
A menu panel opens on the left. Click on Forms.
Click on the down-facing arrow to the right of New Quiz. Select New Form.
Set up the survey (fill out the title, questions, choices, etc). Make sure you do not ask for any identifying information from the respondent, such as name or contact information.
Edit the survey settings:
- In the upper right corner of the page, click on the … icon and select Settings.
- The "Settings" panel opens on the right.
- Option 1: Allow any USC individual with the link to respond
  1. Keep Only people in my organization can respond selected.
  2. Deselect the checkbox for Record name.
  3. Select the checkbox for One response per person.
- Option 2: Only allow specific USC individuals to use the link to respond (prevents link forwarding)
  1. Note that there are some restrictions on this setting. Per Microsoft, "You can designate a total of up to 100 individual names or group names. Of the 100 limit, you can designate up to 20 groups (each group can contain up to 1,000 individuals)."
  2. Select Specific people in my organization can respond.
  3. Deselect the checkbox for Record name.
  4. Select the checkbox for One response per person.
Copy and send the survey link
- In the upper right corner of the page, click on Share.
- The "Send and collect responses" panel opens on the right.
- Option 1: Allow any USC individual with the link to respond
  1. Only people in my organization can respond should be displayed.
  2. Click on Copy.
  3. Send the survey link by pasting it into an email to your respondents.
- Option 2: Only allow specific USC individuals to use the link to respond (prevents link forwarding)
  1. Note that there are some restrictions on this setting. Per Microsoft, "You can designate a total of up to 100 individual names or group names. Of the 100 limit, you can designate up to 20 groups (each group can contain up to 1,000 individuals)."
  2. Specific people in my organization can respond should be displayed.
  3. Click on Enter a name or email address and begin typing in names/addresses.
  4. Once you have added everyone, click on Copy.
  5. Send the survey link by pasting it into an email to your respondents.

Additional training resources

Microsoft Forms Essential Training (LinkedIn Learning video course)
Understanding online survey tools at USC (DTS guide)