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Collecting Data using Microsoft Forms on Office 365

Collecting Data using Microsoft Forms on Office 365

With Microsoft Forms, you can create a form (such as a survey or poll) or quiz (such as a math exam for students). Use form and quiz settings to specify deadlines, identify form responders, display correct answers for quizzes, and to set other preferences for Microsoft Forms.


  • Sign in to Microsoft Forms with your Office 365 work credentials.
  • Under My Forms, select New Form.
  • Enter a name for your form. You can also enter an optional subtitle for it.
  • Select Add Question to add a new question to a form. You can choose to add Choice, Text, Rating, or Date questions.
    • For choice questions, enter the text you want to display for the question and each of the choices.
  • Select Preview at the top of the design window to see how your form will look on a computer or mobile device.

Who can fill out this form

When you use the default setting, Only people in my organization can response, responders must be in your organization and sign in to fill out the form. Select the option Anyone with the link can respond if you want to allow anyone, including people outside your organization, to fill out your quiz or form.

Two additional options are available if you choose to only allow people in your organization to fill out your form. Select Record name if you want each form response to include the name and email address of the responder. Clear this option if you want to allow anonymous responses to your quiz or form. Select One response per person if you want to limit the responses to one per person. Clear this option to allow form responders to submit more than one response to a form. The default setting is to allow multiple responses.

Once the form is created – click the share button and allow your users to fill in the form.

Sync Form Data to Excel

To get around the drawbacks of keeping the data in an isolated spreadsheet, created by Forms, we’re now going to look at another Office 365 service called Power Automate.

Power Automate (previously Microsoft Flow) is an automation tool that allows you to pass data between one or more services. It can be configured to run on various triggers such as:

  • When a new SharePoint list item is created, or
  • When a new Form response is received

When the trigger (event) occurs, Forms will listen to it and carry out steps that you specify.

In part II of the this article I will delve deeper on how to create Flows in Power Automate for Office 365



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