Form filling is a standard part of daily operations in every organization. From vacation requests and purchase orders to employee feedback and online quizzes, forms are everywhere. Fortunately, digital form builders have transformed this process. Today, approvals can be submitted online, leading to faster decision-making and more efficient workflows. Even better? Ditching paper forms enhances your company’s environmental credentials.
If your business uses Microsoft 365 or SharePoint, Microsoft Forms is an obvious, fully integrated choice. This cloud-based app simplifies the process of collecting responses and analyzing data, whether you’re managing HR forms, customer surveys, or internal polls.
Part of the Microsoft 365 suite, Microsoft Forms is a browser-based app that’s used in businesses, schools, and even for personal projects across the globe. In today’s guide, we cover everything you need to know about using Microsoft Forms effectively for your organization.
What Is Microsoft Forms Used For?
There’s no doubt that Microsoft Forms is a versatile data collection tool. It allows users to quickly create forms, quizzes, and surveys to gather feedback or register attendees for events. Whether for internal team use or external customer insights, it streamlines how you gather and analyze information.
You can use it to create:
- Learning and development quizzes
- Employee suggestion boxes
- New hire onboarding forms
- Demographic surveys
- Incident and accident reports
- Customer satisfaction or employee feedback surveys
In short, it’s an essential form builder for any modern office toolkit.
How Do I Access Microsoft Forms?
Accessing Microsoft Forms is easy and flexible. It’s included in most Microsoft 365 commercial, education, and government licenses. Users with a Microsoft 365 Personal subscription can also use it through the Microsoft portal.
You can access Microsoft Forms on a desktop or any mobile browser. Recipients can fill out forms from virtually any device, making it a perfect tool for remote and hybrid teams.
Is Microsoft Forms Free?
Microsoft Forms is free for users with eligible Microsoft 365 accounts. Business and educational users can create up to 400 forms and collect up to 50,000 responses. Each form can include up to 200 questions.
For personal Microsoft 365 accounts and US government plans, the limit is 200 forms. These limits make it a great option for both high-volume enterprise use and everyday business needs.
How Does Microsoft Forms Work?
Microsoft Forms includes a library of ready-to-use form templates to help you get started quickly. Choose from a variety of question types to match your data collection goals:
- Multiple choice questions
- Open-ended text responses
- Net Promoter Score (NPS)
- Ratings (e.g., star or number)
- Likert scales for agreement levels
- Date selectors
Simply select a template and begin customizing by adding questions. Drafts are automatically saved in the Microsoft Forms app, so you can edit or update at any time. The platform also includes built-in analytics, such as number of responses, average completion time, and response status (active/inactive).
For deeper analysis, survey data can be exported directly to Excel, ideal for HR teams, managers, or marketing professionals looking to process large datasets.
How Do I Create a Microsoft Form?
Creating a form is simple and intuitive:
- Log in to the Microsoft 365 portal and scroll to the Forms app.
- Select “New Form” or “New Quiz”.
- Add a name and short description to help others find the form easily.
- Choose your preferred question types: multiple choice, text, rating, or more.
- Customize the look by selecting a form theme or uploading your own image.
- Navigate to the “Questions” tab and start entering your content.
You can also add branching logic to guide users through different paths based on their responses, ideal for advanced surveys or conditional follow-ups.
Before sending, use the preview button to review the form on desktop and mobile views. When ready, click the “Send and collect responses” tab. Microsoft will generate a shareable link that you can distribute via email, instant message, or embed on a webpage.
To stop collecting responses, simply go to the Share tab and delete the live link using the trash icon.
Why Microsoft Forms Is One of the Best Form Builders
Whether you’re in HR, education, customer service, or IT, Microsoft Forms is a user-friendly, powerful platform that saves time and improves data collection. With its intuitive design, flexible sharing options, and seamless integration with the Microsoft ecosystem (like Excel, Teams, and SharePoint), it’s easy to see why it’s a top choice for businesses and schools worldwide.
Want to see it in action? Watch this short demo: Microsoft Forms Overview.
Can I Attach Files To A Microsoft Form?
Yes, Microsoft Forms allows file uploads, but with limitations. The file upload feature is only available for internal group forms within your organization. External users, like customers filling out a public-facing survey, won’t be able to upload documents or media.
To enable file uploads in Microsoft Forms:
- Edit your form and click ‘Add New’.
- Select ‘More question types’, then choose ‘File upload’.
Each form can accept up to ten files, and supported file types include Word, Excel, PowerPoint, PDF, images, videos, and audio formats. This is a convenient way to collect supplementary documents or media alongside survey responses.
Can I Use Microsoft Forms With Microsoft Teams?
Absolutely! Microsoft Forms integrates seamlessly with Microsoft Teams. Whether you’re conducting a quick pulse survey, collecting training feedback, or running an employee engagement quiz, Forms enhances collaboration right inside your Teams workspace.
You can add a Microsoft Form as a tab in a Team channel, collect responses, and even discuss the results with your team, all in one place. It’s a great way to boost productivity and engagement in remote or hybrid teams.
Alternatives to Microsoft Forms
Google Forms
Google Forms is a free, cloud-based alternative from the Google Workspace suite. All you need is a Google account to get started. It works similarly to Microsoft Forms and allows organizations to create customized online forms and surveys with a wide range of question types.
Google Forms offers flexible templates and supports branching logic, guiding users to different questions based on their answers. However, when it comes to design and visual customization, Microsoft Forms leads the way with richer themes and branding options.
Intranet Digital Forms
Looking for more than just data collection? Intranet digital forms offer an all-in-one solution that goes beyond basic surveys. With platforms like MyHub, you can create advanced workflows, automate approval processes, and capture employee insights, all without needing coding skills.
MyHub’s intranet form builder is intuitive, fully integrated, and included in your subscription at no extra cost. It’s ideal for businesses wanting to streamline operations and improve team collaboration.
Common use cases include:
- Automated workflows & approval requests
- Employee feedback and engagement surveys
- New hire onboarding forms
- Internal polls, quizzes, and data collection
- Mobile-ready forms for field staff
Key Features Of Intranet Digital Forms
- Drag-and-drop form builder: Design simple or complex forms with multiple field types, no coding required.
- Instant notifications: Automatically send alerts via email or chat when workflows are updated.
- Status tracking: Monitor form progress and identify bottlenecks at a glance.
- Custom branding: Add your company logo and colors for a polished, professional look.
- Pre-built templates: Save time with ready-to-use forms from MyHub’s template library.
- Data export: Easily export responses to Excel or Google Sheets for analysis.
- Permission control: Assign access by role, view, edit, approve, or design.
- Conditional fields: Show or hide fields based on user input for a personalized experience.
- Automatic routing: Route completed forms to the right person or department for action.
- Advanced search: Find any form or entry instantly with powerful intranet search tools.
- Cloud-based storage: All forms are stored securely in the cloud, available anytime, anywhere.
Microsoft Forms: Final Thoughts
Online forms and surveys are essential tools for modern business operations. Microsoft Forms and Google Forms are excellent choices for creating polls, quizzes, and feedback forms.
However, intranet digital forms go further, offering streamlined workflows, centralized storage, and team collaboration in a single platform. They eliminate the need to juggle multiple tools and simplify your digital workplace.
Not using an intranet yet? Now’s the perfect time to explore your options. Sign up for a free demo or 14-day trial of MyHub. Discover how to connect your people, improve decision-making, and simplify forms management, all without writing a single line of code.
FAQ Section
What is Microsoft Forms used for?
It’s used to create quick online forms like surveys, quizzes, polls, event registrations, employee feedback, or incident reports—accessible on any device.
Do I need a license to use Microsoft Forms?
It’s included with most Microsoft 365 business, educational, and personal subscriptions, supporting up to 400 forms and 50,000 responses per user.
What’s the difference between Microsoft Forms and intranet-based forms?
Microsoft Forms is great for data-gathering and surveys, while intranet forms add workflow features—like approvals, notifications, permissions, and better internal integration.
