Use Microsoft Forms for in-person audience polls
Apr 12, 2024
Present allows your event audience share their thoughts using their mobile devices
Reading time: 3 minutes
Microsoft has made further enhancements to Forms, including updates to the ‘Present’ feature that first appeared last year.
Collecting live thoughts and feedback from participants during an event is a powerful way to add interaction. It demonstrates you are open to ideas and that there is a collaborative listening culture.
Polls are easy online in Teams, but what about an in-person event or office meetup?
There are some tried and tested products on the market, that let your audience use their own mobile devices to share their views. Did you know you can do this in Forms too?
Let’s be honest, some of the other apps do provide a premium experience, but there are advantages to trying Forms Present mode. Things like:
- It’s free!
- You don’t need to onboard another app.
- Information is collected directly into your OneDrive.
How does it work?
You can create your Forms survey in the usual way, but instead of pressing ‘Collect responses’ click ‘Present’.
An online results page is displayed that you can have on a large screen in your meeting space. A QR code is included for your audience to scan to take part using a phone.
You can easily ask people to fill word clouds, select options or give ratings.
So, what are the snags? Here are our thoughts.
Look and feel
The general look and feel of the Present screen is clean and modern, but it can’t be branded or customised. You can theme your form, but those changes will be reflected on your audiences’ devices only.
Live updates
The present screen quickly updates to reflect that latest information submitted using the shared forms. However, the updates don’t happen until the whole form is submitted. You might need to consider the number of questions you ask to keep people involved.
Lacks control
Unlike some of the paid-for apps, your audience work through the form at their own pace (see comment above about survey length). You don’t have the ability to move people on, or present specific questions at points in time during your presentation.
An obvious workaround is to have multiple Microsoft Forms during your event, your audience would however need to scan a new QR code each time. Not terrible but lacks the slickness of an event wide QR code that other tools offer.
So, with those reflections out of the way we can focus on the positives which we think are:
Cost
If this type of activity is something you do rarely, then not having to pay for an additional tool is clearly attractive.
Familiar
If you are already using Forms, you can have Present running in no time without having to learn how a new system works.
Secure
There’s a couple of security bonuses here. Firstly, your data is collected straight into your OneDrive, it is not held on a third-party server. Secondly, you can make sure only people in your organisation can take part in the survey (see top tip below).
Next time you are hosting an event, why not give it a try?
Top tip: If you choose that only people in your organisation can respond, it will need everyone who takes part to use a device that is allowed to connect to your IT. If it is not important to know who took part (probably isn’t), you might create a better experience by selecting that anyone can respond. This will make sure any device can join in.
Published: 12 April 2024
New to Microsoft Forms?
Don't worry you’ll be an expert in no time by watching our YouTube tutorials:
How to use Microsoft Forms for surveys
Using Copilot within Microsoft Forms
About us
We created Your 365 Coach, to do one important thing, help you become productive with the tools you already have.
With our latest On-Demand Masterclasses deep-diving into SharePoint, Teams, Planner, and more, we have the knowledge to quickly pass on to you, to achieve more. Not only that, but we also have Consulting & Coaching opportunities, meaning we can work with you, to focus on your problems and find innovative solutions.
So why not become one of our over 15,000 subscribers on our YouTube channel or follow us on LinkedIn?
Or follow our journey by joining our Monday Motivation mailing list and find out about for free eBook full of actionable tips, best practices, and hidden features that will supercharge your Microsoft 365 experience.
