Overview
Microsoft Forms is a web-based survey and questionnaire tool developed by Microsoft as part of the Microsoft 365 suite of productivity tools. It allows users to create and distribute surveys, quizzes, polls, and forms to gather information, opinions, and feedback from individuals or groups.
Key features:
User-Friendly Interface:
Microsoft Forms offers an intuitive and user-friendly interface that makes it easy for users to create forms and surveys without requiring advanced technical skills.
Form Types:
Forms: General-purpose forms for collecting various types of information.
Quizzes: Create quizzes with automatically graded questions.
Polls: Quickly gather opinions or preferences from respondents.
Question Types:
Microsoft Forms supports a range of question types, including multiple-choice, text, rating, date, and more.
You can add branching logic to create conditional questions based on respondents’ answers.
Collaboration:
Multiple users can collaborate on a single form or quiz, making it suitable for group projects or team assessments.
Templates:
Microsoft Forms offers a variety of pre-designed templates to help users get started quickly. These templates cover common use cases like event registration, customer feedback, and employee surveys.
Response Collection:
Responses are collected in real-time and can be viewed in a summary or detailed format.
Export responses to Excel or other formats for further analysis.
Sharing and Distribution:
Forms can be shared via email, a link, or embedded in a webpage or SharePoint site.
You can also set up anonymous surveys to gather feedback without requiring respondent identification.
Security and Privacy:
Microsoft Forms is integrated with Microsoft 365’s security and compliance features, ensuring data protection and privacy.
Integration:
Microsoft Forms can be integrated with other Microsoft 365 applications like Excel, SharePoint, and Teams.
Forms can also be embedded in PowerPoint presentations.
Accessibility:
Microsoft is committed to making its products accessible, and Microsoft Forms is designed with accessibility in mind to ensure a positive experience for all users.
Real-Time Results:
Quiz results are calculated in real-time, making it suitable for educational assessments.
Scoring and Feedback:
For quizzes, you can assign points to questions and provide feedback to respondents.
Mobile-Friendly:
Microsoft Forms is accessible on mobile devices, making it easy for respondents to complete forms and quizzes on smartphones and tablets.
Automated Notifications:
Receive email notifications when respondents submit their forms or quizzes.
Microsoft Forms is commonly used in various scenarios, including employee feedback surveys, customer satisfaction surveys, educational assessments, event registrations, and much more. It provides a convenient and efficient way to collect and analyze data from a wide audience.
Interface of Microsoft Forms:
Microsoft Forms is designed to be accessible to individuals who use screen readers and other assistive technologies. Here’s an overview of the interface and structure of Microsoft Forms from the perspective of a screen reader user:
Sign In or Sign Up:
When you access Microsoft Forms, you will typically be prompted to sign in with your Microsoft 365 account or create a new account if you don’t have one. Screen readers will guide you through this process.
Dashboard:
After signing in, you’ll arrive at the Microsoft Forms dashboard, where you can see a list of your forms and surveys. Screen readers will announce the form titles and provide navigation options.
Create New Form:
To create a new form, locate and activate the “New Form” button or link. Screen readers will announce this option, and you can typically navigate to it using the Tab key.
Form Editor:
The form editor is where you create and edit your forms and surveys. You can use your screen reader to add questions, change question types, and customize form settings.
Question Types:
Microsoft Forms offers various question types like multiple choice, text, rating, and more. Your screen reader will provide information about each question type as you navigate through them.
Accessibility Features:
Microsoft Forms includes accessibility features like alternative text for images and labels for form elements to ensure compatibility with screen readers.
Preview and Test:
You can use the “Preview” option to test how your form will be experienced by respondents using screen readers and other devices.
Sharing Options:
Once you’ve created your form, you can share it with others. Your screen reader will provide information about sharing options, including email, links, and embedding.
View Responses:
When people respond to your form, you can view and analyze their responses on the “View Responses” page. Screen readers will guide you through the response data.
Accessibility Settings:
Microsoft Forms allows you to enable or disable certain features like autocomplete, and you can configure settings to improve accessibility.
Export Data:
You can export form responses to Excel for further analysis. Screen readers will assist you in exporting data.
Settings and Options:
Within the form editor, you can customize various settings, such as requiring sign-in, limiting responses, and more.
Accessibility Documentation:
Microsoft provides documentation and resources for using Forms with screen readers and other assistive technologies. You can find guidance on the Microsoft website.
Navigation in Microsoft Forms Using Screen Readers:
Navigating Microsoft Forms using a screen reader involves understanding the structure of Forms and the commands or shortcuts supported by your screen reader. Here’s a general guide on how to navigate Microsoft Forms using a screen reader:
Access Microsoft Forms:
Start by opening a web browser and signing in to your Microsoft account.
Navigate to Microsoft Forms:
Go to the Microsoft Forms website (forms.office.com).
Dashboard:
After signing in, you’ll land on the Forms dashboard. Screen readers will announce the list of your forms and surveys.
Form Selection:
Use your screen reader’s navigation commands (e.g., arrow keys, headings navigation) to select a specific form or survey in your list.
Opening a Form:
Once you’ve selected a form, press Enter or use the appropriate screen reader command to open and edit it.
Form Editor:
Inside the form editor, navigate between different elements:
- Use headings navigation to move between sections like questions, settings, and design.
- Use your screen reader’s commands to interact with form elements, including adding questions, modifying question types, and changing form settings.
Question Types:
When adding or editing questions, your screen reader will provide information about the available question types and guide you through the question creation process.
Preview Form:
To test how your form will appear and function to respondents, use the “Preview” option. Your screen reader can assist you in reviewing the form’s appearance and behavior.
Form Settings:
You can access form settings, such as enabling/disabling sign-in requirements and adjusting access permissions. Your screen reader will help you navigate these settings.
Sharing and Distribution:
Explore the options for sharing your form with others, including generating a shareable link and embedding the form. Your screen reader will provide information about these options.
View Responses:
Access the “View Responses” page to review and analyze respondent data. Your screen reader will assist you in navigating the response data and exporting it if needed.
Accessibility Features:
Microsoft Forms includes accessibility features like alternative text for images and labels for form elements, making it more accessible for screen reader users.
Exit or Save Changes:
When you’re done editing the form, use your screen reader’s commands to exit the form editor or save any changes you’ve made.
Logout:
If you’re finished using Microsoft Forms, navigate to the logout option or close your web browser as needed.
Creating Microsoft Form Using Screen Reader:
Creating a form in Microsoft Forms using a screen reader involves several steps. Here’s a step-by-step guide:
Access Microsoft Forms:
Open your web browser, sign in to your Microsoft account, and go to the Microsoft Forms website (forms.office.com).
Create a New Form:
On the Microsoft Forms homepage, navigate to the “New Form” button or link. Use your screen reader’s navigation commands to find and activate it.
Form Title:
After selecting “New Form,” you’ll be prompted to give your form a title. Use your screen reader to input a descriptive title for your form.
Add Questions:
To add questions to your form, navigate to the “Add New” button or link and activate it. This will allow you to create a new question.
Question Types:
Choose the question type you want to add (e.g., Multiple Choice, Text, Rating). Your screen reader will announce the available options.
Follow the prompts to enter the question text and any additional details, such as answer choices for multiple-choice questions.
Customize Questions:
Customize each question as needed by using your screen reader to navigate through the question settings, such as making a question required or adding branching logic.
Add More Questions:
Continue adding questions by repeating steps 4-6 until you have created all the questions you need for your form.
Preview Your Form:
To preview how your form will appear to respondents, use the “Preview” option. Your screen reader can assist you in reviewing the form’s appearance and functionality.
Form Settings:
Navigate to the form settings to configure options such as requiring sign-in, limiting responses, and adjusting access permissions. Your screen reader will help you navigate these settings.
Save and Exit:
After creating and configuring your form, save your changes and exit the form editor.
Share Your Form:
To share your form with others, use the sharing options provided by Microsoft Forms. You can generate a shareable link, send the form via email, or embed it in a webpage. Your screen reader will guide you through these options.
Test Accessibility:
Before sharing your form widely, test it for accessibility by using a screen reader to interact with it. Ensure that all questions and options are read aloud correctly.
Collect Responses:
Once your form is shared, you can start collecting responses. Use your screen reader to check the “View Responses” page to review and analyze respondent data.
Viewing Responses in Microsoft Forms Using Screen Reader:
Viewing responses in Microsoft Forms using a screen reader involves navigating the form’s response summary page. Here’s how you can do it:
Access Microsoft Forms:
Open your web browser, sign in to your Microsoft account, and go to the Microsoft Forms website (forms.office.com).
Select Your Form:
Navigate to the form for which you want to view responses. Use your screen reader’s navigation commands to find and select the form from your list of forms on the homepage.
View Responses:
Once you have selected the form, navigate to the “Responses” tab or button, which is typically located at the top of the form’s editing interface. Activate this tab to access the response summary page.
Review Responses:
On the response summary page, you’ll find a list of all the responses submitted to your form. Your screen reader will announce the responses as you navigate through them.
Navigation and Details:
Use your screen reader’s navigation commands to move between individual responses.
To view the details of a specific response, activate that response. This will typically open a window or page with the respondent’s answers and additional information.
Export Responses:
If you want to export responses for further analysis, locate the “Export” or “Download” button on the response summary page. Activate this button to choose a format (e.g., Excel) and save the response data to your computer.
Access Individual Questions:
Depending on your form’s settings, you may be able to access individual questions within each response to review the answers in detail. Use your screen reader’s navigation commands to explore the questions and answers.
Back to Form Editing:
To return to the form editing interface, look for a “Back” or “Edit Form” button, which is usually available on the response summary page. Activate this button to exit the response view and return to form editing.
Settings in Microsoft Forms Using Screen Reader:
Microsoft Forms offers various settings that allow you to customize your forms to meet your specific needs. Here’s an overview of some of the key settings in Microsoft Forms and how to adjust them using screen readers:
Form Title and Description:
Set the form title and description to provide context for respondents. To set the form title, go to the form’s editing interface, use your screen reader to locate the title field, and edit it as needed.
Theme and Background Image:
Customize the theme and background image to match the look and feel of your form. Access these settings in the form editor, typically found in the “Theme” or “Design” section. Use your screen reader to select and modify theme and background options.
Required Sign-In:
Decide whether you want respondents to sign in before they can submit responses. In the form settings, look for the “Settings” or “Options” section, and use your screen reader to toggle the “Sign in required” option.
Access Permissions:
Control who can respond to your form by specifying permissions settings. Find access permissions settings in the “Settings” or “Options” section of the form editor and adjust them using your screen reader.
Response Collection Limitations:
Limit the number of responses your form can collect or specify a date and time when responses will be closed. Navigate to the “Settings” or “Options” section to configure response collection limitations with your screen reader.
Notification Settings:
Configure notification settings to receive email notifications when respondents submit the form. Find notification settings in the “Settings” or “Options” section and set up email notifications using your screen reader.
Submission Messages:
Customize the messages respondents see after they submit the form. In the form settings, look for options related to submission messages and modify them with your screen reader.
Quiz Settings:
If your form is a quiz, configure quiz-specific settings such as scoring and correct answers. Access these settings in the form editor, often in the “Settings” or “Options” section, and adjust them with your screen reader.
Show Progress Bar:
Decide whether to show a progress bar to respondents as they complete the form. Find this option in the form settings and enable or disable it using your screen reader.
Branching Logic:
Add branching logic to questions to direct respondents to different sections of the form based on their answers. Configure branching logic within the form editor by selecting the question and specifying the logic conditions using your screen reader.
Accessibility Settings:
Microsoft Forms includes accessibility features to improve the experience for all users, including those with disabilities. Explore accessibility settings, such as enabling autocomplete, to enhance accessibility for respondents using screen readers.
To adjust these settings using a screen reader, use your screen reader’s navigation commands (e.g., arrow keys, headings navigation) to move through the form editor interface. When you encounter the settings you want to change, use appropriate screen reader commands to interact with the settings and make adjustments as needed.
Shortcut Key Commands in Microsoft Forms:
Microsoft Forms doesn’t offer a wide range of keyboard shortcuts like some other Microsoft Office applications. However, there are some basic keyboard shortcuts that can help improve your efficiency when using Microsoft Forms in a web browser. Here are a few commonly used shortcuts:
- Ctrl + N: Create a new form.
- Ctrl + S: Save changes to the current form.
- Ctrl + Shift + S: Save a copy of the current form.
- Ctrl + Shift + C: Copy the selected question or section.
- Ctrl + Shift + V: Paste a copied question or section.
- Ctrl + X: Cut the selected question or section.
- Ctrl + Z: Undo the last action.
- Ctrl + Y: Redo the last undone action.
- Ctrl + Up Arrow: Move a selected question or section up.
- Ctrl + Down Arrow: Move a selected question or section down.
- Ctrl + D: Delete the selected question or section.
- Ctrl + E: Edit the selected question or section.
- Ctrl + Shift + L: Insert a new question at the current location.
- Tab and Enter: Use standard web navigation to move through the form elements and interact with them.