How To Create A Survey On SharePoint?
Learn how to create a survey on SharePoint to effortlessly gather valuable feedback and data within your organization. This guide provides a step-by-step approach to designing, deploying, and analyzing surveys directly within your SharePoint environment, making data collection simpler and more efficient.
Understanding SharePoint Surveys
SharePoint offers a built-in survey feature that enables users to collect data from internal and external stakeholders. Unlike complex third-party survey tools, SharePoint surveys are integrated directly within your existing SharePoint infrastructure, providing a centralized and secure platform for data collection. This integration offers several benefits, including streamlined workflows, enhanced security, and simplified administration.
Benefits of Using SharePoint Surveys
Choosing SharePoint for your surveys offers several distinct advantages:
- Centralized Data Storage: All survey responses are stored within SharePoint lists, ensuring data integrity and easy access.
- Security and Compliance: Leverage SharePoint’s robust security features to protect sensitive data and maintain compliance with organizational policies.
- Integration with Existing Workflows: Seamlessly integrate survey results with existing SharePoint workflows and business processes.
- Cost-Effective Solution: Avoid the cost of purchasing and maintaining separate survey software.
- Customization Options: Tailor surveys to meet specific data collection needs with a variety of question types and formatting options.
Step-by-Step Guide: Creating a Survey
Here’s a detailed guide on how to create a survey on SharePoint:
- Navigate to Your SharePoint Site: Access the SharePoint site where you want to host the survey.
- Create a New App: Click on “Site contents,” then “New,” and select “App.”
- Choose the “Survey” App: From the available apps, select “Survey.” If you do not see the Survey app, it may need to be enabled in your site’s features.
- Name Your Survey: Provide a descriptive name for your survey. This name will be displayed to users.
- Add Questions: After creating the survey, click on it to open it. Then, click on “Settings” (the gear icon) and select “Add Question.”
- Configure Question Settings: For each question:
- Enter the question text.
- Choose the question type (e.g., single line of text, multiple lines of text, choice, rating scale, number, date and time).
- Configure additional settings, such as whether the question is required, default value, and validation rules.
- Save and Repeat: Save the question and repeat steps 5 and 6 for all desired questions.
- Customize Survey Settings: Under Survey Settings, you can customize several aspects of the survey:
- Title and Description: Edit the title and add a brief description of the survey’s purpose.
- Navigation: Control how users navigate through the survey.
- Show User Names: Determine whether to display user names with responses.
- Allow Multiple Responses: Decide if users can submit multiple responses.
- Completion Message: Customize the message displayed after a user completes the survey.
- Share the Survey: Share the survey link with the intended respondents. This can be done by copying the link and distributing it via email, instant messaging, or by embedding it on a SharePoint page.
Question Types in SharePoint Surveys
SharePoint offers a variety of question types to suit different data collection needs:
- Single line of text: For short, open-ended responses.
- Multiple lines of text: For longer, more detailed responses.
- Choice: Allows users to select from a predefined list of options (radio buttons or dropdown).
- Rating Scale: Presents a scale for users to rate an item or statement.
- Number: Accepts numerical input only.
- Date and Time: For capturing specific dates and times.
- Yes/No: A simple binary choice.
- Lookup: Populates the field with information pulled from another list or library in SharePoint.
Analyzing Survey Results
SharePoint automatically compiles survey responses into a list format. You can then:
- View Responses Individually: Browse each individual response submitted.
- Export to Excel: Export the survey data to Excel for further analysis and reporting. This is crucial for identifying trends and patterns.
- Create Charts and Graphs: Use Excel or other data visualization tools to create charts and graphs to present your findings effectively.
- Use SharePoint’s Built-in Reporting: While limited, SharePoint itself offers some basic reporting capabilities.
Common Mistakes to Avoid
When learning how to create a survey on SharePoint, be mindful of these common pitfalls:
- Unclear Questions: Ensure that questions are clear, concise, and unambiguous.
- Leading Questions: Avoid questions that steer respondents towards a particular answer.
- Overly Long Surveys: Keep surveys concise to maintain respondent engagement.
- Insufficient Testing: Thoroughly test the survey before deployment to identify and fix any issues.
- Ignoring Feedback: Actively solicit feedback on the survey design and make necessary adjustments.
- Neglecting Accessibility: Ensure your survey is accessible to all users, including those with disabilities.
Accessibility Considerations
When creating surveys, consider accessibility to ensure everyone can participate. Here are some key points:
- Use clear and concise language.
- Provide alternative text for images.
- Ensure sufficient color contrast.
- Use appropriate heading structure.
- Test with assistive technologies.
Table Example: Question Type vs. Use Case
| Question Type | Use Case | Example |
|---|---|---|
| Single line of text | Gathering short text responses | “What is your department?” |
| Multiple lines of text | Collecting detailed feedback or comments | “Please provide any additional comments or suggestions.” |
| Choice (Radio Buttons) | Allowing users to select one option from a limited set | “What is your preferred method of communication? (Email, Phone, In-Person)” |
| Rating Scale | Measuring agreement or satisfaction on a scale | “On a scale of 1-5, how satisfied are you with our service?” |
| Number | Collecting numerical data | “How many years of experience do you have?” |
Can I create anonymous surveys on SharePoint?
Yes, you can. Within the survey settings, there is an option to “Show user names with their responses?”. If you set this to “No”, responses will be recorded anonymously. It’s crucial to understand your organization’s privacy policies before implementing anonymous surveys.
How do I limit the number of responses to a survey?
SharePoint surveys don’t offer a built-in feature to directly limit the total number of responses. A workaround involves using a SharePoint Designer workflow or Power Automate flow to monitor the number of responses and disable the survey once the desired limit is reached.
Can I embed a SharePoint survey on another website?
While direct embedding isn’t supported, you can create a link to the survey and share it on other websites. Ensure the website visitor has the necessary permissions to access the SharePoint site.
How can I send automated reminders to those who haven’t completed the survey?
You can use Power Automate (formerly Microsoft Flow) to create a flow that sends reminder emails to users who haven’t completed the survey after a specified period. This requires identifying users who haven’t submitted responses, which can be slightly complex depending on your setup.
Is it possible to pre-populate survey fields with user data?
Yes, this is possible using techniques like query string parameters in the survey link. You can append user information (e.g., employee ID, department) to the URL. A custom solution (e.g., using JavaScript) would then need to extract this information and populate the corresponding survey fields.
What are the limitations of SharePoint surveys compared to dedicated survey tools?
SharePoint surveys lack the advanced features of dedicated survey tools like SurveyMonkey or Qualtrics. Limitations include limited reporting capabilities, complex conditional logic, and advanced question types. Consider a dedicated tool if you require these features.
How do I ensure the survey is mobile-friendly?
While SharePoint surveys are generally responsive, test them on various mobile devices to ensure optimal viewing. Simplify the survey design and use shorter questions for better mobile usability.
Can I use SharePoint surveys with external users?
Yes, you can share the survey with external users by providing them with guest access to the SharePoint site. However, carefully manage permissions to ensure external users only have access to the survey and not other sensitive data.
How can I track who has completed the survey?
If you don’t enable anonymous responses, SharePoint automatically tracks the user name and timestamp for each submission. This allows you to easily identify who has completed the survey.
What do I do if I accidentally delete a survey question?
Unfortunately, there’s no built-in “undo” feature for deleting survey questions. Your best bet is to recreate the question. It’s always a good idea to back up your site or survey regularly.
Are there version control capabilities for SharePoint surveys?
No, SharePoint surveys do not have version control. Therefore, plan your survey structure carefully before adding questions and customizations. It is always better to test a design first before committing to changes.
Where can I find help and support for SharePoint surveys?
Microsoft offers extensive documentation and support resources for SharePoint, including tutorials and troubleshooting guides for surveys. Also, the SharePoint community forums are a great place to ask questions and get help from other users.