If you are an Office 365 user, which is what I have pulled up on the
screen, I've just gone to office.com, and you're looking to gather data from users
and put it into Excel. We're going to open up Excel. As we go through this, you just
want to give them a simple user interface, validate the data before it
comes in. There's a built-in way to do this. From this workbook, let's go
ahead and change the name. We're gonna say survey results. Now we have a blank
workbook here. Only one worksheet, it'ss called Sheet1, but we want to insert a Form.
If you go into Excel online and go to the Insert menu and you don't see the
option for Forms, you're probably not an Office 365 subscriber. If you want more
information on it, just go down into the description field. I have an affiliate
link that will bring you right there so you can sign up. This is going to
start up Microsoft Forms and it's going to be linked to that Excel spreadsheet
we were looking at just by virtue of you starting it from that file. You could
also start Forms from OneDrive or SharePoint if you wanted to. But, since
it's going to be linked to this spreadsheet, I think it's more intuitive
to start it from there. You see it's already built out this table. It's
made a new worksheet called Form1 and, for every respondent, it's going to
record their start time of the survey, completion time, and email if they're in your
organization, and name automatically. It's put those fields in. Let's go
over to the Form, and this is what you're going to end up sending out. Users are
going to fill it out, submit it back, and the data is going to flow back into the
spreadsheet. We'll go back to Microsoft Forms. We're going to change
the name of the survey first because this is just a survey, it's not the
survey results. Those go into Excel. Then the next thing that you want to do
is just add a question. There's several different question types and
we're going to go over enough of these for you to get a feel for what they're
trying to do. Let's say the first thing that you
want to do is gather names. If you're sending this outside of your
organization, you're not going to have their names so let's ask for a first
name. You do need to look at these different options, so a name is going to
be a short answer. Don't worry about this, but if you did need it, click it and it
gives them a bigger box. Let's act like you do need their name. If you
make this question required, and I'll come over and preview it, it's going
to give it a little red asterisk. The definition of that red asterisk is that
it's required. We'll click the back button. Go back to the survey. Some other
options, you can restrict what the users enter into this field, but these are
mostly to validate numerical values and that doesn't really pertain to what
we're doing right now so let's leave those alone. Come back, add another
question. You're going to want to ask their last name and forms happens to use
A.I. here to figure out that that's probably what you want. Let's not
bother with middle names, we won't do "Add all." Let's just left click on last name
and then left click on "Add selected." So you have two fields now. You're not
really going to send this out yet because you're not really asking for
anything except names. So, the next thing that we want to ask for, it's suggested
middle name again, but I don't want that. We just want a text field because all I
want is an email address, but let's not require that one because some people
might not feel comfortable giving that out. What that does it it increases
the chance of this getting sent back because someone can just skip that
question. Now let's add another question and we're going to ask people
how was their service. We'll act like this is a customer service survey. We'll say, "How
was our service?" It defaults to a star system that you can do. You can control
the amount of levels and you can control if it's stars or numbers. We'll
just leave it as stars from now. I want to make that require because that's
the whole point of sending this out. So we have that one done. We'll see how that
flows in the spreadsheet in just a second. Let's add a few more questions so
you can see some other options. We want to know when
we can contact these people. If they give us two stars and we want to find
out why, we want to have someone get on the phone, but we're going to send this
out to hundreds of people so let's just give them a few options on how to
respond. Someone can say "When can we contact you?"
We're going to just give daytime nighttime and we're going to add an
other option but I want them to click one of these and only one of these
because I want to get most of them back with one of two options. Then I can
have someone do the calls during the day and someone during the night and we can
sort the list when it comes back. So, leave multiple answers off. We're not
going to require this one because if someone doesn't want to fill it out, we
still want to contact them. That one's done. We'll just do a few more question
types here. There is a date field and this date field is important. Let's say,
"What day should we call you?" I'm going to preview this. It makes it easier on the
user to input it. When they left click on this field, they get a calendar date
picker where they just left click on the date. What that prevents is someone
typing in February 9th with the th on the end of the 9, 2019 and it's not a
valid date. The spreadsheet would accept it, but you can't sort by that because
Excel want to know that that was a date. But, this type of date field will only
accept valid dates. That can be really handy when you're working with the data.
Let's go back. There's a couple of other types here. They're going to return
mostly numeric values and I just wanted you to see that they're available. I
don't think that we really need to go over them because they're going to
behave in a similar way when they get into the spreadsheet. Let's act like
we're ready to send this out. First, we're going to go to the three dots
before the share menu for some settings. Go down to settings. For this one,
let's act like anyone can respond. What that does is, instead of this survey
being behind a username and password wall, it just makes it accessible to
anyone with the link. In a minute here, we're gonna show you how
to distribute that link. Let's open up the survey right away, so I have a check
mark in Accept responses. You can schedule one to start and end it. If
it is only supposed to last one day, but you might not get to it for a while, you can
set an end date on it. You can do your own little thank you message and you can
control some other things as well. This is the meat and potatoes of it.
These are the important parts. We've gone through the settings. Let's left
click on share now. We already chose that anyone with the link can respond.
This is the link here, so you can left-click in it and copy it or you can
just use this button, I guess, to make your life a little bit easier. That's
showing because the link option is highlighted here. If you had that link,
you could email it to someone, you could send them a Skype message, do whatever
you want with it. Here are some other interesting ways to send this out.
You can get a QR code, you can download this, you could put it on your website
for someone to just scan with their phone, or you could print this out and maybe
a hanging on your bulletin board at your shop to get a survey results. You can
also embed it. This would be the code that you would put on your website. You
would embed this in a little window in your website. If I click preview, this
is what the users would see on your page. It would be surrounded by, perhaps the
menu and the image of your website, but this would just be embedded right there.
If you look at the mobile preview, this is what it would look like mobile.
Let's go back into share and then there's the option to just email it.
You have to be careful with this option though because this will launch your
default email program. If you're using Outlook on your desktop, you're fine
because you left click on this it'll just bring up Outlook. It'll have a
little sentence in there with the link already. But, if you use an email program
on the web, maybe you use Gmail, Hotmail just come back here and use
Link. Put that in your message and just write it out. If you wanted to send it
through email, you don't have to use this button. That's mostly it for sending
it out. I've left it on a boring theme, right? So, we should touch on this quickly.
If you want to send it out to users and you want to make it look not lame, you can
select one of these preset options or you can add your own. Last, I'm
going to act like I'm one of the people that got this survey. Let's go to
preview. We're going to see what happens and how it flows into the sheet. Of
course my service was great, and call me during the day, and call me today if I
left click on submit it says thanks this is the response that you could have
customized if you wanted to and your user now is done with this Form. If we
go back to Excel, let's see what that looked like. We'll go to survey results
and here it is already. It recorded the time that I did it. It had me as
anonymous because I'm not in the same account. These are the fields that I
filled out and it's nice and easy. I'm going to put a few more in here and
we're going to circle back in a second. Okay, I've gone back and I've put some
responses in there so that we can see it. Let's go back to the Excel
spreadsheet and I wanted to show you what you can do. If you just had a few
options in here nighttime daytime and you can filter in short by this and have
all the daytime people at the top, nightime at the bottom. If you had just left that as
an open text field, you would have four different responses. You could use this
to collect hours for payroll from different employees, right? The survey
could be when you start, when you stop. You send that to a hundred employees and
get it back in. It would be timestamped, so you would have some validation to it. If
you want to see how to treat that info when it comes in, I have a video here
that you could watch. That is basically all. I hope that was helpful.
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