Using Microsoft Forms

What is Microsoft (MS) Forms?

Microsoft Forms is a simple, lightweight Office 365 application that lets you quickly and easily create simple forms.

Some of its important features:

When you create a form, you can invite others to respond to it using any web browser, even on mobile devices.
As results are submitted, you can use built-in analytics to evaluate responses.
Form data can be easily exported to Excel for additional analysis.
Forms can be embedded in Sway, which is a way to create and share interactive reports, personal stories, and presentations.
Learn more about Microsoft Forms HIPAA Compliance in this document: Office 365 Compliance Document - PDF.

When to use MS Forms

For simple forms that do not collect sensitive Personally Identifiable Information (PII)

When not to use MS Forms

If you need to collect sensitive Personally Identifiable Information (PII)
If you are creating a complex form
- Using MS Forms for complex forms creates data management, privacy, security, and usability issues.

How do I access MS Forms?

If you have trouble logging in, reach out to [email protected].

How do I create a MS form?

For tutorials on form creation, form management, results analysis, and more, review Microsoft's Forms documentation.

How does my team collaborate in MS Forms?

Enable shared ownership.

We strongly recommend that your MS Form is owned by your whole team.
This ensures that receiving responses is never disrupted while the form is live.

For teams that use the Microsoft 365 suite

Create the Microsoft Form in a Microsoft Team so that the form is associated with the Team rather than your individual user account.
Contact your IT admin to request a Microsoft Team.

For teams that use Google Workspace

Associate the form with a Google Group email/distribution list.
Contact your IT admin to request a Google Group if you do not have one.
Make sure to explain that the group will need to manage ownership of Microsoft Forms so your IT admin can make the proper security group in M365.

If you aren’t sure what MS Team or Google Group to associate the form with, you can manually add each of your team members as owners or editors, with their email address.

How do I ensure my MS Form is well-designed?

Review the guidance for well-designed forms.

How do I ensure my MS Form is usable?

Test your form before going live and after every change to the form.

Without testing, it’s difficult to tell if the form is working as you planned.
Regular testing will surface errors, for example, with branching logic or post-submission confirmation.

Usability test your form with Marylanders.

The best way to make sure your form is usable, is to test it with people who would use it.
Contact MDDS for a design consultation if you need support setting up a usability test. Email [email protected].