How to Create a SharePoint Survey: Gather Feedback and Insight
Learn how to create a SharePoint survey quickly and efficiently to gather valuable feedback, opinions, and data directly within your organization’s collaborative environment. This process empowers informed decision-making and improves overall productivity.
Introduction: Leveraging SharePoint for Data Collection
SharePoint, Microsoft’s popular collaboration and document management platform, offers a built-in survey feature that allows organizations to easily collect data from their employees or other stakeholders. This functionality eliminates the need for external survey tools, streamlining the data collection process and keeping everything within the secure SharePoint environment. Understanding how to create a SharePoint survey is a valuable skill for anyone looking to improve communication and decision-making within their organization.
Benefits of Using SharePoint Surveys
Utilizing SharePoint surveys provides numerous advantages over traditional survey methods:
- Centralized Data: All survey responses are stored directly within SharePoint, ensuring data security and easy accessibility.
- Integration: Seamlessly integrates with other SharePoint features, such as workflows and lists.
- Cost-Effective: Eliminates the need for expensive third-party survey tools.
- User-Friendly: SharePoint offers a relatively intuitive interface for creating and managing surveys.
- Reporting: Provides basic reporting capabilities to analyze survey results.
- Targeted Audience: Easily share surveys with specific groups or individuals within your organization.
The Process: Step-by-Step Guide
The following steps outline how to create a SharePoint survey:
- Navigate to Your SharePoint Site: Access the SharePoint site where you want to create the survey.
- Create a New App: Click on “Site Contents” and then “New” and select “App”.
- Choose “Survey”: From the list of available apps, select “Survey”.
- Name Your Survey: Give your survey a descriptive name and click “Create”.
- Add Questions: Once the survey is created, click on the survey title to open it. Then, click “Settings” (gear icon) and select “Add Question.”
- Choose Question Type: Select the appropriate question type from the dropdown menu. Options include:
- Single line of text
- Multiple lines of text
- Choice (single selection)
- Choice (multiple selections)
- Rating Scale
- Number
- Date and Time
- Yes/No
- Enter Question Text: Type the question text in the provided field.
- Configure Question Settings: Configure additional settings such as:
- Required: Make the question mandatory.
- Column Validation: Specify rules for valid responses.
- Default Value: Set a pre-filled value for the question.
- Branching Logic: Show or hide questions based on previous responses.
- Save the Question: Click “OK” to save the question.
- Repeat Steps 5-9: Repeat the process to add all necessary questions to your survey.
- Configure Survey Settings: Click on “Settings” and select “Survey Settings” to configure options such as:
- Survey Name and Description: Edit the survey title and add a description.
- List name, Description and Navigation: Control the survey display settings.
- Advanced Settings: Manage response limitations, permissions, and attachment options.
- Share the Survey: Share the survey link with your target audience via email, announcements, or other communication channels.
Advanced Features
SharePoint surveys also offer advanced features that can enhance their functionality:
- Branching Logic: Control the flow of the survey based on user responses. This allows for personalized and more relevant surveys.
- Validation Rules: Ensure data accuracy by implementing validation rules for specific questions.
- Custom Permissions: Control who can access and modify the survey.
- Survey Expiration Dates: Set deadlines for survey completion.
Common Mistakes to Avoid
When learning how to create a SharePoint survey, keep in mind these common mistakes:
- Overly Complex Surveys: Keep the survey concise and focused to improve completion rates.
- Ambiguous Questions: Use clear and unambiguous language to avoid misinterpretations.
- Lack of Testing: Always test the survey before distributing it to ensure it functions correctly.
- Ignoring Mobile Responsiveness: Ensure the survey is accessible and user-friendly on mobile devices.
- Insufficient Communication: Clearly communicate the purpose and importance of the survey to encourage participation.
- Not Analyzing Results: Collecting data is only half the battle; thoroughly analyze the results to gain meaningful insights.
Frequently Asked Questions (FAQs)
What are the different question types available in SharePoint surveys?
SharePoint offers a range of question types, including single line of text, multiple lines of text, choice (single and multiple selection), rating scale, number, date and time, and yes/no. Choosing the appropriate question type is crucial for obtaining the desired data.
How can I make a question mandatory in a SharePoint survey?
When adding or editing a question, simply check the “Required” box. This will ensure that respondents must answer the question before submitting the survey.
Can I limit the number of responses to a SharePoint survey?
Yes, you can limit the number of responses in the “Survey Settings” under “Advanced Settings”. This is useful when you only need to collect a specific number of responses.
How can I share a SharePoint survey with users outside my organization?
By default, SharePoint surveys are typically restricted to users within your organization. Sharing with external users requires adjusting permission settings and may involve configuring external sharing options within your SharePoint environment. Consult your IT administrator for assistance.
Is it possible to export SharePoint survey results to Excel?
Yes, you can export survey results to Excel for further analysis. Simply navigate to the survey and click on the “Export to Excel” option in the “Actions” menu. This will download a spreadsheet containing all the survey responses.
How can I view the results of my SharePoint survey?
You can view the survey results directly within SharePoint. Navigate to the survey and click on the “Show a graphical summary of responses” link. This will display aggregated results in a visual format.
Can I customize the look and feel of a SharePoint survey?
While SharePoint offers limited customization options, you can modify the survey’s appearance by using themes and styles. However, significant customization may require more advanced SharePoint development skills.
How do I enable branching logic in a SharePoint survey?
When creating or editing a question, look for the “Branching Logic” or “Conditional Formatting” options. These settings allow you to show or hide subsequent questions based on the respondent’s answer to the current question.
What are the best practices for writing effective survey questions?
Write clear, concise, and unbiased questions. Avoid using jargon or technical terms that respondents may not understand. Ensure that the response options are mutually exclusive and exhaustive.
How do I prevent duplicate submissions in a SharePoint survey?
In the “Survey Settings” under “Advanced Settings”, you can choose “No – Allow multiple responses” or “Yes – Limit to one response per user.” Selecting “Yes” will prevent users from submitting the survey more than once.
Can I add attachments to a SharePoint survey question?
Yes, you can allow respondents to upload attachments by enabling the “Allow attachments” option in the “Survey Settings” under “Advanced Settings”. However, consider the potential security risks associated with allowing attachments.
How do I delete a SharePoint survey?
To delete a survey, navigate to “Site Contents,” find the survey, click the ellipsis (…) next to the survey name, and select “Remove.” Confirm the deletion. Remember that deleting a survey will permanently remove all associated data. Proceed with caution.