How to create an MS Form

Part 1 - Create a patient questionnaire and collect responses

How to create an MS Form

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NHS dental contractors do not by default have access to Microsoft (MS) Forms as part of their NHS Office 365 account.

If you do not have access to MS Forms via your NHS Office 365 account, you can use a personal Microsoft account such as Outlook or Hotmail which will also give you access to MS Forms. You may also use an alternative platform such as Google Forms.

Please note that depending on your account, the appearance of the platform may vary from the screenshots below.

Step 1: Access Microsoft Forms

Open your web browser and navigate to Microsoft Forms.

Once logged in, you’ll be directed to the Forms dashboard.

Step 2: Start a New Form

On the Forms dashboard, select "New Form" button to start a blank questionnaire.

A new blank form will open. You can start by giving your questionnaire a title.

Form Title: Change the default title text from “Untitled form” to "Patient Questionnaire".

Depending on your account, the appearance of this dashboard may vary. If the ‘new form’ box does not appear, you can select ‘Feedback’ to create a new form

Step 3: Adding Questions to Your Form

Complete the required fields using the pre-written questions.

Patient Questionnaire - Questions ( Download, 24 KB)

Step 3a: Add a new question

As soon as you open the form, you will see a question type. The only options we will be using are 'Choice' and 'Text'.

Step 3b: Selecting the question type

Creating a Multiple Choice Question

Questions 1 and 9 requires multiple choice (select "Choice" then fill in the question and answers)

Please ensure “Required” is selected

Creating a Text Response Question

Questions 2 and 10 requires a free text box (select "Text" from the Question Menu then add your text)

Please ensure “Long Answer” and “Required” is selected

Creating a Multiple Choice Question where multiple options can be selected

Questions 3,4,5,6,7 and 8 requires “Multiple Options” can be selected (select "Choice" from the question menu then fill in the question and answers)

Please ensure the “Multiple answers” and “Required” is selected

IMPORTANT - Adding an “other" option box

Questions 3,4,5 and 7 require ‘other’ as an option. This should be selected via clicking on the ‘Add “Other” option’ button. This button creates an other option with a text box to allow patients to include a description. If this option is not selected and other is typed into the option box then patients will be unable to include a description.

Screen shot of Copy Question, Trash Question, Move up Question, Move Down Question

Useful info

To copy a question use the copy button
If you select the wrong question type you can delete the question by selecting the trash icon
To change the order of the questions use the arrows

Step 4: Check your form before you make it live

Preview: You can preview your form for both desktop and mobile devices by selecting “Preview” (top right).

When you are ready to share your questionnaire, select “Collect responses” (top right).

Step 5: Share Your Form

Screenshot of "Collect Responses" options

It is essential that you select, “Anyone can respond” on the left.

On the right of screen, tick the box to "Shorten URL", then select “Copy Link”

You can now use this copied link to share via email, text, or to create a QR code*.

* - Creating a QR Code

QR Code Button on Collect Responses on a Microsoft Form Screenshot

To create a QR code, you have the option to select the generate a QR code from within Microsoft forms.

You may instead wish to use an alternative service to generate a QR code. There is more information on sharing your form on the previous page in section 1d.

Step 6: Review Responses

To review responses, go back to your form’s main page and select the “View Responses” button.

This will take you to a summary of responses, including graphs and charts for multiple-choice questions. You can also click on "Open results in Excel" to download responses as an Excel file for more detailed analysis.

Screenshot of View Responses Button on an MS Form

Screenshot of "Open results in Excel" Button on an MS Form

Unpublishing Form

To unpublish or stop accepting responses to your Microsoft Form:

Select Settings: Look for the "Settings" icon (three dots) and select it.
Disable "Accept responses": Locate the "Accept responses" checkbox and uncheck it.
Optional Message: You can optionally add a custom message to explain why the form is no longer accepting submissions.
Confirm Changes: The changes will be saved automatically.