Creating and Integrating Microsoft Forms into PowerPoint Slides

Overview

At Sault College, all users have automatic access to Microsoft Forms, making it easy to create and integrate interactive surveys, quizzes, and feedback forms into PowerPoint presentations. This feature enhances engagement and interactivity during presentations, unlike Mentimeter, which had a limited number of licenses.

When building a MS Form you can choose from various question types like Choice, Text, Rating, Date, Ranking, Likert, or Net Promoter Score. Once your form is ready, you can embed it directly into your PowerPoint slides using the Forms button in the toolbar.

This integration allows for real-time interaction and feedback, making your presentations more dynamic and engaging.

Target Audience

Faculty

High Level Instructions

Steps to Build a Form in Microsoft Forms:

• Open Microsoft Forms: Go to https://forms.office.com
• Login with your college credentials
• Start a New Form:
  • Click New Form to create a blank form or New Quiz for a quiz format.
  • See section below called "What is the difference between a New Form and a New Quiz"
• Add Questions:
  • Click Add New to insert a new question.
• Choose Question Type:
  • Select from the options mentioned in the below section called "Creating Questions in Microsoft Forms".
• Configure the Question: Add your question text, choices, or settings (e.g., multiple answers, required field).
• Preview: Once your form is built, click Preview to test it.  
• Share your form. 
  • See section Presenting the form

Presenting a Microsoft Form

You can manage and present your forms through the Microsoft Forms add-in for PowerPoint or at the Microsoft Forms website - https://forms.microsoft.com or by using the . Here are the primary methods:

1. QR Code in PowerPoint Add-in:

   • How to Use: Insert the form into your PowerPoint slide, and the QR code will be displayed automatically.

2. Send and Collect Responses:

   • How to Use: Use the “Send and collect responses” option on the Forms website to send the link via email or Teams.

3. Present on the Website:

   • How to Use: Navigate to your form on https://forms.microsoft.com, click “Present,” and share the provided URL or QR code.

4. Embed in a Website:

   • How to Use: Select “Share,” then “Embed,” and copy the iframe code to insert into your webpage.

5. Share a Short URL:

   • How to Use: Go to “Share” on the Forms website and copy the short URL provided.

How to integrate an Individual Microsoft Form into PowerPoint

When adding an existing form to a PowerPoint presentation, you can only see and add individual forms directly from the Forms panel.  See steps to add a Group form below.

1. Open PowerPoint: Start by opening your PowerPoint presentation and selecting the slide where you want to insert the form.
2. Insert Tab: Go to the Insert tab on the PowerPoint ribbon.
3. Forms Button: Click on the Forms button. If you don't see it, ensure your PowerPoint is updated and that the Forms add-in is enabled.
4. Sign In: If prompted, sign in with your Microsoft 365 credentials.
5. Create or Select a Form:
   • New Form: Click +New Form or +New Quiz to create a new form or quiz.
   • Existing Form: Select an existing form from the list under My Forms.
6. Insert the Form: Hover over the form or quiz you want to insert and click Insert. The form will be embedded into your slide.
7. Adjust Size and Position: Resize and position the form on your slide as needed.
8. Preview and Test: Use the Preview feature to test the form and ensure it works correctly within your presentation.
9. Present and Collect Responses:
   • Live Presentation: During your presentation, attendees can fill out the form directly within the slide.
   • Offline Collection: If you prefer, set the form to collect responses offline for later review.

How to integrate a Group Microsoft Form into PowerPoint

1. Open Microsoft Forms: Go to the Microsoft Forms website and open the group form you want to add.
2. Collect Responses: Click on Collect responses and copy the form's URL.
3. Open PowerPoint for Web: Go to office.com and open PowerPoint for Web.
   1. Open or Start a new PowerPoint
4. Insert Forms: In the search bar, search for "Forms" and select the Forms add-in.
5. Paste the URL: Paste the copied URL into the Forms window and click Insert.

This method allows you to embed group forms into your PowerPoint presentation, ensuring that the entire group can access and manage the form

Flexibility and Best Use Cases

• PowerPoint Add-in: Best for live presentations and instant data sharing.
• Website: Ideal for detailed data analysis and customization.

By understanding these differences and the strengths of each platform, you can choose the best tool for your specific needs, ensuring a smooth and effective presentation or data collection process.

Detailed Instructions

What is the difference between a New Form and a New Quiz

• New Form:

  • Purpose: Used for general data collection, such as surveys, feedback forms, or sign-ups.
  • Features: Does not include scoring options. It’s more about gathering information without evaluating responses.

• New Quiz:

  • Purpose: Designed for assessments and evaluations.
  • Features: Includes scoring options and the ability to provide instant feedback. Ideal for educational purposes where you want to grade responses.

So use a New Form for collecting information and a New Quiz for assessments that require scoring and feedback.

How to Create Questions in Microsoft Forms:

1. Add New Question:
   • Click Add New.
   • Select the type of question you want to create from the following options:
     • Choice: Enter your question and add options. To allow multiple selections, toggle the Multiple answers option.
     • Text (Short/Long Answer): Type your question. For longer responses, toggle the Long answer option.
     • Rating: Set the scale (e.g., 1-5 stars or numbers). Optionally, provide labels for low and high ratings (e.g., Poor/Excellent).
     • Date: Type your question (e.g., “What is your birthdate?”).
     • Ranking: Type the question and enter the items to rank.
     • Likert: Enter a statement, and then set a scale (e.g., Agree/Disagree). Add multiple rows for different statements.
     • Net Promoter Score (NPS): The question defaults to “How likely are you to recommend [organization/product] to a friend or colleague?” Customize if needed.

You may see either of the below menus when adding a new question

Components of these Multiple-Choice Question in Microsoft Forms

Common Components 

1. Question Text: The main text of the question that you want to ask.
2. Answer Options: The possible answers that respondents can choose from. You can add multiple options and even allow for an “Other” option where respondents can write their own answer.
3. Multiple Answers: An option to allow respondents to select more than one answer.
4. Required: A setting to make the question mandatory to answer before submitting the form.
5. Shuffle Options: Randomizes the order of the answer options each time the form is displayed.
6. Drop-down: Displays the answer options in a drop-down menu instead of a list.
7. Subtitle: Additional text that can be added below the question for more context or instructions.
8. Media: You can add images or videos to the question to make it more engaging.

Additional Components for Quiz Forms

1. Correct Answer: You can mark the correct answer(s) for the question. This is used for automatic grading.
2. Points: Assign points to the question for scoring purposes.
3. Feedback: Provide feedback for each answer option, which can be shown to respondents after they submit the quiz.

Components of Text (Short/Long Answer) Questions

Common Components

1. Question Text: The main text of the question that you want to ask.
2. Response Box: The text box where respondents can type their answers. For short answers, the box remains a single line, while for long answers, it expands to accommodate more text.
3. Required: A setting to make the question mandatory to answer before submitting the form.
4. Subtitle: Additional text that can be added below the question for more context or instructions.
5. Media: You can add images or videos to the question to make it more engaging.
6. Character Limit: You can set a maximum number of characters for the response. The default limit is 4,000 characters¹².

Additional Components for Quiz Forms

1. Points: Assign points to the question for scoring purposes.
   1. Feedback: Provide feedback for the response, which can be shown to respondents after they submit the quiz

Components of Rating Questions

Common Components

1. Question Text: The main text of the question that you want to ask.
2. Rating Levels: The scale on which respondents can rate. You can choose the number of levels, typically ranging from 2 to 10.
3. Symbols: The visual representation of the rating scale. By default, it uses stars, but you can change it to numbers, hearts, ribbons, thumbs up, smiley faces, flags, lightbulbs, trophies, or checkmarks.
4. Required: A setting to make the question mandatory to answer before submitting the form.
5. Subtitle: Additional text that can be added below the question for more context or instructions.
6. Media: You can add images or videos to the question to make it more engaging.
7. Rating Labels: Labels to indicate what each end of the rating scale represents, such as “Poor” to “Excellent”.

Additional Components for Quiz Forms

1. Points: Assign points to the question for scoring purposes.
2. Feedback: Provide feedback for the response, which can be shown to respondents after they submit the quiz.

Components of Date Questions

Common Components

1. Question Text: The main text of the question that you want to ask.
2. Date Picker: A calendar interface that allows respondents to select a date.
3. Required: A setting to make the question mandatory to answer before submitting the form.
4. Subtitle: Additional text that can be added below the question for more context or instructions.
5. Media: You can add images or videos to the question to make it more engaging.

Additional Components for Quiz Forms

1. Points: Assign points to the question for scoring purposes.
2. Feedback: Provide feedback for the response, which can be shown to respondents after they submit the quiz.

Components of Ranking Questions

Common Components

1. Question Text: The main text of the question that you want to ask.
2. Options: The items that respondents need to rank in order of preference. You can add up to 10 options.
3. Required: A setting to make the question mandatory to answer before submitting the form.
4. Subtitle: Additional text that can be added below the question for more context or instructions.
5. Media: You can add images or videos to the question to make it more engaging.

Additional Components for Quiz Forms

1. Points: Assign points to the question for scoring purposes.
2. Feedback: Provide feedback for the response, which can be shown to respondents after they submit the quiz.

Components of Likert Questions

Common Components

1. Question Text: The main text of the question that you want to ask.
2. Statements: The items that respondents will rate. Each statement is a row in the Likert scale.
3. Scale Options: The scale used for rating, such as “Strongly Agree” to “Strongly Disagree”. These are the columns in the Likert scale.
4. Required: A setting to make the question mandatory to answer before submitting the form.
5. Subtitle: Additional text that can be added below the question for more context or instructions.
6. Media: You can add images or videos to the question to make it more engaging.

Additional Components for Quiz Forms

1. Points: Assign points to the question for scoring purposes.
2. Feedback: Provide feedback for the response, which can be shown to respondents after they submit the quiz.

Components of Net Promoter Score (NPS) Questions

Common Components

1. Question Text: The main text of the question that you want to ask, typically something like “How likely are you to recommend our product/service to a friend or colleague?”
2. Rating Scale: A scale from 0 to 10 where respondents can rate their likelihood of recommending.
3. Labels: Descriptions for the endpoints of the scale, such as “Not at all likely” for 0 and “Extremely likely” for 10.
4. Required: A setting to make the question mandatory to answer before submitting the form.
5. Subtitle: Additional text that can be added below the question for more context or instructions.
6. Media: You can add images or videos to the question to make it more engaging.

Additional Components for Quiz Forms

1. Points: Assign points to the question for scoring purposes.
2. Feedback: Provide feedback for the response, which can be shown to respondents after they submit the quiz.

The Net Promoter Score (NPS) is a widely used metric to gauge customer loyalty and satisfaction. It measures how likely customers are to recommend a company's product or service to others. Here's a breakdown of how it works:

How NPS is Measured

NPS is determined by asking customers a single question: "How likely is it that you would recommend [Company/Product/Service] to a friend or colleague?" Respondents rate their likelihood on a scale from 0 to 10.

Categories of Respondents

Based on their ratings, customers are categorized into three groups:

• Promoters (9-10): Loyal enthusiasts who will keep buying and refer others, fueling growth.
• Passives (7-8): Satisfied but unenthusiastic customers who are vulnerable to competitive offerings.
• Detractors (0-6): Unhappy customers who can damage your brand and impede growth through negative word-of-mouth.

Interpreting NPS

• Above 0: Good
• Above 20: Favorable
• Above 50: Excellent
• Above 80: World-class

Why NPS Matters

NPS is a valuable metric because it provides a clear indicator of customer loyalty and potential for growth. Companies with high NPS scores are likely to have strong customer relationships and positive word-of-mouth marketing