Join Mark Abdelnour for an in-depth discussion in this video Create a survey, part of SharePoint Tips and Tricks.
- [Voiceover] At some point, you may find yourself in a situation where you may need to collect feedback from internal employees or external clients. Surveys are a great way of accomplishing this task and it can all be done from within SharePoint 2013. Let's take a look here for Explore California and their marketing team. The manager of this team wants to survey her employees to find out if they're interested in working from home. Here's how we go about setting up a survey.
First, we click on the Settings icon in the top right corner. From here, we click on Site Contents. Over here on the left side of this window, we have the option to Add an App and then in the list of apps, we scroll through until we find the one called Surveys. In here under the apps you can add, see an option for survey. I'll go ahead and click on that. The first field to complete is the name of the survey. I'll go ahead and type Marketing Survey and then click Create.
Now, we should see a new icon in our Site Contents. Here it is. Marketing Survey. You can see the green icon telling us it's new. What we'll need to do is open it so I'll just go ahead and click on it and now we are in the marketing survey. Now, there are no questions listed for this survey so the first step is to actually start creating questions. So as I mentioned earlier, this is a survey to find out if employees are interested in working from home so this will be fairly simple. Just two questions. So to start creating questions, we click on the Settings drop down and then we click on Add Questions and here we are.
Question one. I'm going to go ahead with would you like to work from home? Very simple straightforward question. Now, I could leave them the option of typing freely in a line of text or I can give them a bigger box to type in so multiple lines of text or I could force options from a choice menu which is the one I'm going to go with so I currently have it enabled. I'm just going to scroll down in this window. The next question that's being asked is do we want to require a response to this question so in other words, do we want this to be a mandatory question? I'm going to leave it as no and I'm going to scroll down a little bit further to this next box where it says type each choice on a separate line.
This is what's going to appear in the drop down menu. So I'm going to start with yes and then I'm going to hit Enter and that means this will be a separate line and a separate choice within the drop down and I'll go ahead and type no and then I'm going to add one more. I'll say, maybe - please contact. Now that I've listed my three options, I have choices as to how I want it to appear. I can have it appear as radio buttons or a drop down menu or you'll notice here are check boxes which allows for multiple selections.
Now, if you look at these three options, multiple selections wouldn't make sense. Radio buttons is an option but I do prefer to go with the drop down menu view and then for the rest of these I'll leave as is then I can either click Finish if I've done the survey or go onto a new question so I'm going to go ahead and click on Next Question and it returns us to the same screen and here I can type in the second question. List home computer equipment. So within this field, I want them to actually enter all the home equipment that they have so instead of a choice, I may go with multiple lines of text.
Now, this allows them to type freely and it gives them a lot of space. So I'm just going to scroll down a little bit more. Do I want to make this a required response? I'm going to leave this one on no and here where it says number of lines for editing, I'm going to increase this to 10 just to give them a little bit more space and then last but not least, specify the type of text to allow so I could leave it as plain text or we could use rich text which allows them to include pictures, tables and that type of thing. I'm going to go ahead and enable enhanced rich text and then from there I'm going to click Finish.
I've now completed my two question survey. The next part involves sharing the survey with the team. As an important aside though, all recipients of this survey must have contribute or editor rights to the survey in order for them to complete it. So assuming they have this access, we must click on the survey name here in the bread crumbs. This takes us to the survey home page. From here, I need to copy this web address for the survey.
The best way to do that is to click to select it and then right mouse click and select Copy then what I can do is load up an email, piece the link into the email and then send it off to the team. Now, when someone receives the email, they're going to click on the link and this is what they're going to see. The actual survey itself. First question, would you like to work from home? And they may respond yes and then where it says list home computer equipment, within this box you'll notice they have a lot of space to type but as well the Office ribbon bar's updated to provide all sorts of rich text formatting tools.
Once they've completed this box, they just go ahead and click Finish. To close, I'd also like to mention that there are excellent reporting capabilities built in to the survey tool. This allows for complete listing and graphical representations of all the survey results.