How to use Microsoft Lists

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This manual describes the different uses for Microsoft Lists and how to create your lists.

Microsoft List is an app in Microsoft 365 that helps you sort your information and organize your work. In Lists you can see favorites, recently worked lists, search all your lists, create new lists, customize colors and icons for the lists titels as well as add comments.

Access Lists through Microsoft 365

You can get started with Microsoft 365, Microsoft Teams or SharePoint. When you’re signed in to office.com, click on the app window. If you can’t find Lists, you can search for Lists in the search-bar. Now you have access to Lists. You can see your existing lists and your favorites, select and uncheck, and create new lists.

Create a list

  1. Click +New List in the middle of the screen.
  2. You can choose to start with a template, an Excel file or from scratch. If you start with a template you can choose among a lot of different ones. If you start with an excel file you can easily convert an existing file. And if you start from scratch, choose Blank list.
  3. If you clicked Blank list, you can write a title, describe what the list is for and select an appropriate color and icon.
  4. Under Save to, you can choose where you want to save the list. Select My lists to either keep the list private or just share it with a few people. To automatically save the list to a team or SharePoint-site, you can select it here and the list will then be saved in that team or site.
  5. Click Create when you’re done with the settings.

To create a new favorite list:

  1. Hold the mouse over the list.
  2. Click on the star in the right corner.

New item to list

Your list has been created and you want to fill the list with items.

  1. Go to the list you just created.
  2. Select a new item in the left corner to create an item for the list.
  3. Fill in the title of the issue (mandatory). You can formulate a problem description, choose to set a priority, assign a person or team, add images and so on. When you’re feeling done, click Save.

    Inside the list, you can get different views by clicking All items. Here you can filter problems grouped by the person that’s assigned, by priority or by date.

Assign content to attendees

How to create the content before you share it.

  1. Click Share in the meny for your list.
  2. Fill in the email adress or name of the ones you want to share the list with, and choose if they will be able to edit or just view.
  3. Choose if they should receive a notification about the sharing in the box Notify people.
  4. Click grant access to share the list.

Add rules

You can create rules for automating processes based on your list data to simplify your work. You can divide yourself of others when something changes in the list by creating a rule. You can choose to send an alert as e-mail to you or others when a column changes, or when a new item is created or deleted.

  1. Open your list.
  2. Click Automate on the right of your list.
  3. Click Create a rule.
  4. A new box opens with different options for rules. You can choose to have a notification sent to you or others when changing a column, when a column value changes, when a new object is created or when an abject is deleted. Click on the type of rule you want to create.
  5. Select a condition that triggers the rule and what action to perform in the rule. You will get different options depending on the type of rule you’ve chosen. For example you can customize the condition bu selecting a column, the value in the column, and who to notify. Click Create when done.

Templates

When you use templates in Lists, you get lists of predefined formats that you can customize to your work. To see what the templates till be used for and which headings/columns are in the template – click on one of the templates to create a new list.

Desciption of some of the templates:

  1. Issue tracker: With this template, you can follow up, manage and close cases. Set the priority and keep track of the progress of a case in the status column. Keep your team’s productivity going by sending notifications when they’re assigned cases.

2. Event itinerary: Gather all important event information in a single place for successful event planning. Track speaker names and email addresses, start and end times, room capacity, and more.

3. Employee onboarding: The checklist helps manage the onboarding of new employees and helps them succeed during their first few weeks at work. New employees can get tips on relevant contacts and resources.

Frequently asked questions about Forms

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How do I find Microsoft Forms?

  1. To access Forms go to www.m365.umu.se.
  2. Sign in with your Umu-ID.
  3. Select Forms in the left menu. If you cannot find it there, select All applications and then Forms.

What is the difference between a form, quiz, and poll?

A form is a traditional survey where you collect data on people’s opinions and experiences.

A quiz reminds of a survey but allows you to choose right or wrong answers for the questions.

A poll consists of shorter questions that can be used before, during or after a Teams meeting (Link to “Make a planned poll in a Teams meeting” & “Make a spontaneous poll in a Teams meeting”)

What is a group form?

A groupform is when a form is created within an already existing group (team) and is handled in the same way as if it was your own forms portal. This provides the possibility of easy editing and work within a group.

What is preview?

The purpose of a preview is to see what your form/quiz looks like before you share it. When previewing the form, you can try to fill it out to make sure it looks and works the way you want.

See manual: Preview and share a form

What is branching and how can I use it?

With branching you can add a subsequent dependency on the previous answer. If you were to branch question 1 in your form to question 3, it would mean that the respondents who answered question 1 would be moved to question 3. Question 2 will in turn be skipped.

You can add branching to all questions, but also to sections or options in a question.

What is a section?

Sections are used to group your questions in categories or themes such as work environment, equality, and safety. Sections are useful when you are creating a large form with many questions.

What questions can I use in a form or quiz?

There are 8 different types of questions:

  1. Choice is used to give the respondents predetermined answer options. You can use it for a yes or no question but also add over 100 options.
  2. Text is used to let respondents write an answer to the question.
  3. Rating is used to let respondents rate a statement. You can choose levels from 1-10.
  4. Date is used to let the respondents answer the question by choosing a date.
  5. Ranking is used to let the respondents evaluate answer options against each other and rank them in the order they want.
  6. Likert is used to measure attitudes and opinions from a predetermined scale.
  7. File upload is used to let the responded answer the question by uploading a file. The files will be gathered in a folder in your OneDrive. The accepted file types are Word, Excel, PPT, PDF, video, and audio.
  8. Net Promoter Score is an index that ranges from 1-10. It is most often used as a standard proxy by organizations to measure customers’ willingness to recommend their products or services to other. (Similar to rating).

See how to create questions in a form (survey) here: Create questions for a form in Forms

See how to create questions in a quiz/test here: Create questions for a quiz in Forms

Can I share a file in a question?

No, you can only share an image or a video. However, you can create question where the respondents upload a file to answer the question.

See how to create questions in a form (survey) here: Create questions for a form in Forms

See how to create questions in a quiz/test here: Create questions for a quiz in Forms

Can I share a form with a colleague?

Yes, you can share a form to collaborate on and as a template (copy).

See how to share a form to collaborate here: Share a form or quiz to collaborate in Forms

See how to share a form as a template here: Share a form as a template in Forms

Can my forms be answered in multiple languages?

Yes. By using the function multilingual, you can add multiple languages to allow the respondents to choose what language they want to read and answer your form in. However, you must translate the form on your own.

To translate the form, select the three dots in the main men and then multilingual. Add a language and then select the pencil to translate the form.

Can I copy an existing form?

Yes, you can copy an existing form.

See how to copy a form here: Copy, delete or move a form or quiz in Forms

You can also share the form as a template (with yourself and others). In that way, you copy the form as a template and can continue working with a new version.

See how to share a form as a template here: Share a form as a template in Forms

Can I delete a form?

Yes, you can delete a form. Select all my forms and place the pointer on the form you want to delete. Select the three dots and then delete.

See how to delete a form here: Copy, delete or move a form or quiz in Forms

Can I restore a form?

Yes, you can restore a form you have deleted. Select all my forms and then deleted forms. Place the pointer on the form you want to restore, select the three dots, and then restore.

See full decription on how to restore a form here: Copy, delete or move a form or quiz in Forms

Can I move a form?

Yes, you can move forms to different Teams or SharePoint sites. Place the pointer on the form you want to move, select the three dots, and then move. You will then see a list where you can choose where to move your team.

See full decription on how to move a form here: Copy, delete or move a form or quiz in Forms

Can someone outside of Umeå University fill out my form?

Yes, you can share your form with anyone. They do not need a Microsoft account or an Umu-ID. To share your form with anyone, go to settings and select Anyone can respond.

See full decription of forms settings here: Adjust setting in Forms

Can I change the color of my form?

Yes, you can change color on or add a theme to your form. You can also upload an image. Go to the form you want to change color on. Klick on theme in the main menu between the share buttom.

Can I use Forms for a course evaluation?

Yes, Forms is an excellent tool for creating course evaluations. Here are some benefits of using Forms:

Can I delete a question from my form?

Yes, you can delete a question by selecting the trash can. This option can be found on each question.

Can I copy a question?

Yes, you can copy a question by selecting this the copy icon between the trash can. This option can be found on each question.

Can I create mathematical questions?

Yes, you can create mathematical questions in a quiz.

  1. Create a quiz and select either the question type choice or text.
  2. Select the three dots.
  3. Then select Math.

Can I disable my form?

Yes, there are two ways to disable a form.

You can set up a start and end date to your form. This is done by selecting the three dots in the main menu. Select settings and then start date and end date.

You can end the form manually by opening settings and unchecking the box Accept answers. There you can also write a message that will be shown to those who try to open the form when it has ended.

See full decription here: Adjust setting in Forms

Add permission to external guests in SharePoint

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In this manual we describe how to invite external users from other organizations to a SharePoint site.

If you already have a team connected to your Sharepoint site, you can invite a member to a team or channel.
If you don’t have a team connected to your SharePoint site, you can add a team to your SharePoint site.

  1.  Go to the homepage of the SharePoint site and select the settings icon in the upper right corner. Then select Site permission.
  2. Select Advanced permissions settings.
  3. You have now accessed the advanced permission interface. Here you can add external users from other organizations by selecting Grant permissions. Keep in mind that the external user will be able to access the entire SharePoint site.
  4. Enter the external users email address. You can also enter multiple email addresses.
  5. Select Share. The people you have invited will now receive an email with the link to the SharePoint site.

Review results in Forms

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In this manual we show how to review results in Forms. We also show the difference between reviewing results from a form (survey) and questionnaire (test, quiz).

Review results from a Form (survey)

  1. Enter your Forms portal and select the form you want to view the results from.
  2. Select the Responses tab.Show responses in forms
  3. Select the three dots to delete all responses, print a summary, or create a summary link.
  4. Select Open in Excel to see the results in Excel. The questions will become columns and the responses will become rows.
    • Note that if you change anything in Excel, it will not change in Forms.
  5. If you want to see every result individually, you click on Check individual result.

Responses in forms

  1. Select the arrows to view another respondent’s answers.
  2. Select the three dots and then Delete response to delete the respondents answers or Print response to print them out.
  3. Select Back to return to the responses tab.
    reveiw results from a form - reveiw tab decription
  1. There you can see all questions and a summary of the answers. Select More details below each question to see a list of all the answers to that specific question.
    review results from a form - more details

Review results from a qestionnaire (test, quiz)

Here we will show the differences between reviewing a questionnaire and a form (survey).

  1. Click three dots to delete all answers, print a summary or create a summary link.
  2. Click Excel Icon to open results in Excel
    • In Excel, each question will become a column and each answer will be a row.
    • The columns show start / end times, names, questions and answers.
    • NOTE! If you change something in Excel, it is not reflected in Forms.
  3. Click Review Answers to review each person’s answers individually. (go to heading review answers)
  4. Click Post scores to select which results you want to publish. (go to the heading post scores).
    review results from a questionnare (test, quiz)
  5. Scroll down in the answer file to see all the questions and answers, in a graphical layout.
  6. Click on the link more details on each question, to see each person’s answers.
    review results in a questionnare - answer file
  7. A list of all participants’ answers to the selected question appears.
    review results from a questionnare - more details

Review results

  1. Click on questions to change the review mode from questions instead of person.
  2. Click on the arrows to change the person/question you want to check results on.
  3. Click on the chat bubble with question marks to give feedback (maximum 1000 characters) on the selected person/question.
  4. Click on the three dots and delete or print answers or publish results on the selected person / question answer.
  5. Click Back to return to the answer file.
    review results in a questionnare - induividual review

Post scores

You can only publish results if you have created a questionnaire (test, quiz).

  1. Select which person’s answer you want to publish by clicking in the checkbox.
  2. Click on preview to review the response you will send to that specific person.
  3. Click Publish scores to send the results to the person. Note: If you publish scores, respondents can view test feedback and results. The respondents can display the result with the same link that they use to start the test.
  4. Click Back to return to the answer file.
    Review results questionnare - grading

Create questions for a form in Forms

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In this manual we will show all types of questions that can be created in a form. Use a form to collect data, for example through a survey. If you want to create a quiz with right and wrong answers instead, se our manual for that. (link) 

Add a new question

  1. Open the form you want to add questions to.
  2. Select Add new to add a new question.
    create questions in a form - add new buttom
  3. You will see a panel with the options: Choice, Text, Rating, and Date. Select the question you want to add. You can also select the arrow to get more questions to choose from (Ranking, Likert, File upload or Net Promoter Score).
    select questions
  4. These settings are available for all question types:
    1. Copy the question.
    2. Delete the question.
    3. Change the order of the question (move it up or down).
    4. Insert media, you can choose an image or a video.
    5. Decide if the question requires an answer.
      features in all questions

 

Question types

In this section we describe the different types of questions you can add to a form.

Choice question

A choice question allows you to add answer options to a question. You can add more than 100 different options. Below we describe the different settings you can make when creating a question.

choice question

  1. Add your question.
  2. Add an option.
  3. Add the “Other” option.
  4. Decide if the respondents can choose multiple answers.
  5. Select the three dots to get more options: shuffle options, drop-down list, subtitle or add branching.
  6. Select Add new to save the question and add another one.
    choice question full decription

 

Text question

A text question allows the respondents to write a text to answer the question.

text question

  1. Add your question, and possibly a description/clarification.
  2. Decide if the respondents will be able to write a long answer.
  3. Select the three dots to add a subtitle, restrictions or add branching.
  4. Select Add new to save the question and add another one.
    text question full decription

Rating question

A rating question allows the respondents to rate a statement from 1 to 10.

rating question

  1. Add your question.
  2. Choose the levels, the maximum level is 10.
  3. Choose the symbol, you can choose either stars or numbers.
  4. Select the three dots to add a subtitle, label or branching.
  5. Select Add new to save the question and add another one.
    rating question full decription

 

Date question

A date question lets the respondents choose a date to answer the question.

date question

  1. Add your question.
  2. The respondent can add their answer by typing the date or choosing it from the calendar.
  3. Select the three dots to add a subtitle or branching.
  4. Select Add new to save the question and add another one.
    date question full decription

Ranking question

A ranking question allows the respondents to grade the options by dragging and dropping them.

  1. Select the arrow, and then Ranking.
    ranking question
  2. Add your question.
  3. Select Add option to add more answer options. The maximum is 10.
  4. Select the three dots to add a subtitle or branching.
  5. Select Add new to save the question and add another one.
    rating question full decription

 

Likert question

A Likert question allows the respondents to grade their perception of something.

  1. Select the arrow, and then Likert.
    likert question
  2. Add your question.
  3. Select the plus sign to the right to add more answer options. You can add a maximum of 7. Click on an option to edit or delete it.
  4. Select Add statement to add more statements (rows). You can add a maximum of 20. Click on a statement to edit or delete it.
  5. Select the three dots to add a subtitle or branching.
  6. Select Add new to save the question and add another one.
    likert question full decription

 

 

File upload question

A file upload allows the respondents to upload a file as an answer to the question.

  1. Select the arrow, and then File upload.
    file upload question
  2. Add your question.
  3. Select the arrow next to File number limit to decide how many files the respondent can upload. The maximum is 10 files.
  4. Select the arrow next to Single file size limit to decide the size limit (10MB, 100MD or 1GB).
  5. Select the tree dots to add a subtitle or branching. You can also choose the allowed file types (see picture).
  6. Select Add new to save the question and add another one.
    file upload qustion full decription

 

Net Promoter Score question

A Net Promoter Score question allows the respondents to grade a statement from 1 to 10.

  1. Select the arrow, and then Net Promoter Score.
    net promoter score question
  2. Add your question.
  3. Select Not at all likely and Extremely likely to change the text.
  4. Select the three dots to add a subtitle or branching.
  5. Select Add new to save the question and add another one.
    net promoter score question full decription

Create a form or quiz in Forms

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In this manual we decribe how to create a form or quiz in Forms. 

  1. Open your browser, go to www.m365.umu.se and sign in with your Umu-id.
  2. Select Apps in the menu to the left.
  3. Forms should be in the list of apps, you might have to click on “All apps” to see it.
  4. At the top you have three buttons: New Quiz, New Form and Quick Import.
    For a new quiz: Click on the button “New Quiz”
    For a new form: Click on the button “New Form”
    Quick import: Upload a word document or pdf that can be converted into a form.
    Image showing how to create a quiz or form
  5. A new window will open. Click on the text in the title to change the title of the form.
    For quick import there is a link “see import guide” to see how your document should be formatted.

Get started with your new form

  1. To give your new form a name click on Nameless form and add a description for the form. If you create a new quiz there will instead be written Nameless quiz.
  2. Choose a template if you want with the button on the left.
  3. Click on “Quick start with” to get started on you questions.
  4. In the menu on the top right you can change Settings and edit format of your form.
  5.  When you are done you can click on Collect answers. There will be a last windows to change how the form should be sent out.

Group forms

You can also create group forms, that can be connected with a group (team). This makes it possible to edit and work within a group.

  1. When you are inside the Forms app, scrool down to my groups. Here you will see all groups (teams) you are a member of and the amount of forms that exists within that group.
  2. If you cannot se your group, click on show more.
  3. Choose the group you want to create or manage a form in.

Share a form or quiz to collaborate in Forms

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In this manual we show you how to share a forms or quiz to collaborate.

  1. Open the form/quiz you want to collaborate on with others.
  2. Click on the three dots in the upper right corner, then select Collaborate or Duplicate.
  3. Select Get a link to view and edit below the headline Share to Collaborate.
  4. A link will be created, but before you copy it you can select the arrow to decide the permissions.
    Share to collaborate
  5. Select who will have access to the form/quiz. The ones you choose will be able to both view and edit it.
    • Choose Users with an Office 365 work or school account can view and edit if you want to share to everyone (regardless of organization) who has an Office 365 work or school account.
    • Choose People in my organization can view and edit if you want to share to someone at Umeå University.
    • Choose Specific people in my organization can view and edit if you want to share to specific people at Umeå University. Then, you will have to enter their name, email address or a group.
      Check premissions before share to collaborate
  6. Select Copy and send the link to the people you wish to collaborate with.
    Share to collaborate - select copy

Most common Excel problems in LimeSurvey

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The following is a list of the most common problems with Excel in LimeSurvey.

Editing a .csv

It is NOT recommended to use Excel to edit .csv files becaue Excel does changes in the data structure of a .csv file which will result in a fail during your import.   It is recommended to use Libre office or some other open source program that does not make changes to the internal data source.

Export fails

If your Excel export fails when exporting a .csv file in LimeSurvey try to clear the browser cache and all cookies. Also make sure to export the file with semicolon as the separator.

Modifying your responses before you Import back into LimeSurvey

In order to do multiple changes in a document that includes responses, sometimes you want to open the file in Excel, and do the changes before import/export.  Remember never to change the top 2 lines!  It is recommended to make your changes in a text file when saving.  if you save it as a .csv file.  Excel will by default save as a comma-delimited file and that cannot be imported back into LimeSurve.  By saving your changes as a .txt file you can import them back into LimeSurvey.

Change standard method for login (MFA)

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If you want to change your standard method for login, you can change it with this method.

  1. Visit the website Microsoft Safety info.
  2. Click the menu Security info.
    Add method multi-factor authentication
  3. Click on Default sign-in method.
  4. Choose between using a code from you app or getting a notification from the app.
  5. Done!