This guide explains how University staff can use Microsoft Forms to collect information via web pages, including how to create, share, and analyse forms.
What is Microsoft Forms?
Microsoft Forms is part of the Microsoft 365 suite used across the University and available to all staff. It allows you to quickly create online forms for:
- Enquiry forms
- Event registration
- Application forms
- Quizzes
- Polls
- Surveys
- And more
Responses are automatically collected and organised, making it easy to analyse data or export results to Excel.
Because Forms is cloud-based, staff and students can complete forms on any device – laptop, tablet, or smartphone.
You can see an example of a form used by our team to process T4 training requests here
Why use Microsoft Forms?
Key reasons for using Forms on a University web page are:
- Quick to create: Build a functional form within minutes.
- Easy to add to a webpage: A link to your form can be copied from the MS Forms admin area.
- Secure within the University environment: Forms can be restricted to people within the University if required.
- GDPR compliance: Data is stored within Microsoft 365, which complies with University data governance policies.
How do I access Microsoft Forms?
Log in to Microsoft 365 and navigate to the forms app, or you can access MS Forms directly from this link.
Creating a form
When you login you will see a homepage that displays your forms and those shared with you. If you want to create a group form that can be shared with colleagues in your team, look under the ‘My groups’ heading and select your group.
Click the ‘New Form’ or ‘New Group Form’ button to start, then add questions, adjust settings (such as who can respond), and preview your form before sharing.
Adding your form to a web page
Once your form is ready:
- Click ‘Collect responses’
- Select ‘Copy link’
- Paste the link into your web page (T4 or WordPress)
There is a guide to creating links in T4 available to staff on SharePoint here.
Analysing feedback
Responses are automatically stored in Microsoft Forms and can also be opened in Excel via SharePoint.
To view responses:
- Open your form (in admin area)
- Select ‘View responses’
- Under ‘Insights and actions’, open the linked Excel file for detailed analysis
Further information
Some Microsoft Forms guides are available on the Digital Hub SharePoint site: