Microsoft Forms

Microsoft Forms passes GDPR compliancy, with Microsoft hosting data held in forms within UK / EU Datacentres as of May 2018.  Our Information Security team have approved Microsoft Forms for Nexus365 users, while emphasising the University's rules for retention and disposal of any personal data gathered using the app.

You can create up to 200 forms within the Microsoft Forms hub or within your own OneDrive for Business or Excel online areas.

Quizzes allow you to add an extra layer of correct answers to each question in the form, and a number of points to be kept in a tally as your users fill in their answers.  Several answers can be included in each question and Microsoft Forms will use these as the basis for scoring.  In comparison, forms do not allow scorekeeping but request either Choice, Text, Rating Date inputs using a date picker or a ranking.

Not currently, though Microsoft have had requests for it.  Each response is considered 'standalone / one-shot' so Microsoft Forms is unsuitable for scenarios where you may need people to edit or part-complete their entries.

Microsoft Forms is not meant to be a direct replacement for more complex forms solutions such as those offered by Nintex or via Infopath (offered as part of the current On-Premises Nexus SharePoint Service).  However, there are cases where Microsoft Forms can be used in place of 'flat' forms (forms that do not need file attachments or complex rules or validation.  For example, you could use Forms to gather quick survey or poll data to be exported to Excel or a spreadsheet hosted in your OneDrive for Business.

From December 2019, Microsoft will be rolling out an additional "File Attachment" question type, with rollout due to complete by January 2020.  This will allow Microsoft Form creators to handle attachments of a specific type, file size and number - with files (by default) saved to the person's OneDrive (you can also have them saved to a Team's Channel file area if the forms are created there).

Microsoft Forms Pro is a separately priced product and is not available under Nexus365 as it is a 'per user' subscription cost.

Microsoft Forms are normally created against an individual's user account but business-critical forms can be moved to a Team or Office365 Group to ensure that the form continues functioning after a user leaves. 

See the Microsoft Help Page on moving a Microsoft Form to a Group or Team - Move your form to a group (microsoft.com)

Form responses will be 'moved' to the Team or Group site, appearing under a folder in Apps > Microsoft Forms > The Name of your form. 

Attachment data will NOT be moved (you will need to move this yourself) but any new responses with attachment data will also be surfaced in your Group or Team SharePoint Site in the same location, marked with the name of the person submitting the data. Consider setting up forms against groups or teams BEFORE gathering responses to ensure that dara is located in one place, rather than spread between the original Form owner's OneDrive for Business instance or a group / team). 

Note: All Group / Team Members will have access to the form to see responses and to change / edit the form, so ensure that you only move Forms to a Team or Group where you want all members to have that level of access (consider setting up a group or team specifically to manage Microsoft Forms in your unit to facilitate this).