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Custom invoice forms for Product quality

Microsoft forms is another excellent component that is included in Microsoft 365. with forms it can help improve your business processes systemize your business and even reduce paperwork and that is a topic for today's video but before we start my name is Jonathan Edwards from integrality in the UK we help businesses all over the world with their Microsoft 365 and the cyber security Now Microsoft Farms is one of those underused applications that is built into Microsoft 365. if you are paying for a Microsoft 365 license the chances are you're paying for Farms now forms is a little bit like those third-party applications like SurveyMonkey on typeform so if you are using those applications you could save some money by using forms but even if you're not using those applications in your business you should consider using Microsoft phone because it can just improve your business so what kind of scenarios are there that you could use Microsoft forms in your business well firstly there's surveys how do you currently get feedback from your existing customers Savvy business owners are constantly getting feedback from their clients if you're doing a good job great but if you're not doing a good job a feedback form provides an opportunity for you to turn it round and what about internal surveys how do you know that your team are happy how do your team feedback to you on ways that you can improve your service in both these examples you could create a Microsoft form to improve that process in your business and then there are questionnaires you can build Microsoft forms to improve your business processes for example in our business we have a Microsoft form to onboard new customers we know all the questions we need to ask we know all the information we need to gather so we've built that into a Microsoft form and it makes new customer onboarding really seamless and there's lots more examples of questionnaires that you can use things like recruitment when you're wanting to add to your team you could have a form for your recruitment process you could ask all the candidates certain questions and you could also have a form for logging IT issues how do you currently log it issues in your business well you could build a Microsoft phone so there's lots of examples how you can use Microsoft forms in your business what I'm going to do now though is Jump onto that computer behind me and give you a full demo as how Microsoft forms works so the first thing is how do you access Microsoft forms well the first part is you've got to log into the Microsoft 365 portal you can see I'm logged in here and I've got my apps down the left hand side now I can't see Microsoft form so I'll just go to the top where it says at launcher and more applications will appear you can see I've got forms there so I can click on there and it will open Microsoft forms or I can go to a web browser and I can just type in forms.office.com that will take me to the Microsoft forms home page if you like now the first thing I want to talk about are template so if I click on view all you can see that Microsoft have built some form templates already so you can use these straight away or you can just use as the starting point because you can edit these to suit your own business let's just look at a couple as an example so if I scroll down here we've got one called an IT device request so if I open that this is the form that Microsoft have created so you can see all the sections in here if you're not happy with any of them you can simply click into one and you can change them more about that when we start creating our own forms what you can also do though is you can click on preview and that'll show you how the form looks on a computer so if I click to start this form how this looks on a computer and how this looks on a mobile as well so that's handy you can see your finished form so what I'll do I'll click on back and I'll click on just close this window here there's also some some fun forms there's a holiday party invitation as well you can use you can pretty much do what you want with these templates but what we want to do is we want to start and create our own form so I'm just going to click on back here and then I'm going to click on new form now this will create us just a blank form now this form is going to be for my IT services business and it's going to be a client on boarding form so we can send this form to new clients to quickly get them onboarded with our service so just before I do that let's look at a few more options we've talked about preview but you can also style this form if I click on here Microsoft have got lots of different styles that you can use for your form or you can use solid colors so you can create a blue one if you want or if you click on the plus icon here there's a couple more options you can upload images if I click on that I can search Bing for images so if I typed in computer I could use one of these images as my background or if I've got some images in OneDrive or on my computer I can upload those too but I'm just going to click click on back plus we've got a hex color so if your brand uses a particular hex color you can put that in there so the form matches your brand colors okay so just click on that there and also you can have some background music so you can switch that to on and you can choose some background music so there's some music when people are filling out the form that's a bit of a fun feature okay but I'm going to turn that off now I'm going to start building out our form so this is going to be called the it on boarding form so there's my form name but I'm also going to add a little bit of a description in here and now I'm ready to start adding my questions so you can see this Banner here these are the types of questions that you can ask so you've got multiple choice you've got a text you've got a rating you've got a date and if you just click on this Arrow here we've got more options here and I will be going through that in this video the first question I want to know is what is the person's name what is their first name so obviously that's going to be a text question so I'll add the question here so once I'm out of the question I've got some more options if I'm not happy I can delete it or I can copy this question to the next one which makes things maybe a bit easier if you click on this little icon here you can add images to this question you can insert videos into this question so you could have a how-to video you could ask a specific question and there's a how-to video on how to answer that question so they're pretty useful as well plus I've got these options here so I want this to be a required answer so what that means is this person has to answer this question before they can submit the form so I definitely want to know what their first name is there's some more options here that we're going to talk about later in this video so the next question I want to know is what is the person's surname okay and the next one is also a text one is what is your email address now the next question isn't going to be a text question it's going to be a multiple choice one I want to know if this person is the right person to send invoices to so I click on choice and then I can enter my question in here and what you can see is I've got the options here so in these boxes I can easily amend the answers plus if I need more than two options I can simply click on ADD option add option I can have lots more options I don't need that many so I can simply click on the bin plus I can add other option so sometimes you're asking people to choose from a list but also you might want to include other and they can then fill in that with their own answer plus there's another thing here you can do Microsoft is suggesting some fails so to save a little bit of time I could simply click on add all and it would enter those suggested Fields now I don't need maybe because the answer to this is simply yes or no so I can delete that one now let's add a few more text questions so if this person isn't the right person to send invoices to who is and then I'll be able to also show you another feature called branching so let me just add a few more questions so what is the name of the person we should send invoices to what is their email address now the next question I'm going to show you is a net promoter score so you can see here so let's add this one in here now this question is going to be how would you rate your current it setup so they've got to rate their current ID setup now as you can see these answers not at all likely extremely likely they're not the right answers so again I can easily change these really bad fantastic so they're better answers now I promised you I would show you branching so let's just go back a few more questions so here we asked if this person was the right person to send our invoices to if this person says yes I am we then don't want to ask them what is the name of the person we should edit send invoices to that person is gonna get frustrated so for things like this we can use something called branching so if I click onto this question here click on these little three dots here and I can click on ADD branching so as you can see here are you the right person to send our invoices to if the answer is yes I basically want to skip these out so please go to question seven if the answer is no then we want to ask these questions so please go to option five so that is branching it's a really clever way to design your forms once we're happy click on back and then we can continue with our form so the next question I want to ask them is a day answer okay click on date when would you like your new IT service to start again they can then click on that and they can put a date in now the next type of question I want to show you is called a like it okay so let's enter that one now you can see we've got lots of different options so what am I going to add into here so my question is this how would you rate your business ID in these following areas now again Microsoft is suggesting some answers which would go along the top of here so I could click on ADD so it's added those here we can add more if we want to and then we've got the statements here so I can click into there and I can click enter some options it's a Microsoft 365 usage cyber security add a statement business collaboration add a statement system performance add a statement Hardware quality okay so once that's done I can simply click off there so what we're asking them to do is just rate their business ID in these areas and when we get that form we know what we need to concentrate on and the next and final question I want to ask them is how they rate our performance so far so I'm going to choose a rating one so my question is finally how satisfied have you been with our onboarding service so far so we can choose how many stars so how many levels I think five is good I think if you start doing any more for this type of question people are going to get confused so we can use a star symbol a number we can use Hearts if we want so we've got different things we can do smiley faces I like the star system okay so that is the final question I'm going to ask them okay I'm pretty happy with this form so let's Now preview it so this is what it's got like on a computer on a mobile I'm now ready to start collecting responses so let's click click on there now we've got some options so firstly who do we want to be able to fill out this form so for me it says at the moment only people in my organization well this is for clients so this is for people outside of our organization so I click on there I've got a link to this form so I can just copy this link and I can send it to people I can share the form like this into a name a group or chat or something like that I've also got a QR code so you maybe take that to events or something like that and people can just scan that QR code and they'll be taken straight to this form and also I can embed this form on a website so that's a nice idea too so if I just want to copy the link and I opened this in a private browser you can see this is the form here so what I'm going to do now I'm going to fill this in okay scroll down now we'll see if this works so am I the right person no I'm not so then it's going to bring up this so I can continue filling that in how would you rate your current it setup well at the moment it's not very good so I click on there we'd like this to start as soon as possible so let's go with first of August now let's look at these areas here so we're very good at that that's not very good that's really poor system performance is is good Hardware quality well everything is new and actually it's been really good the onboarding so I'll click on that and I click on submit okay it says thanks you're responsible submitted so if I go back to my form a couple of things to show you on there if I just go to these three little dots click on settings what we can do here is we can customize the thank you message okay so you can see your response was submitted that's exactly what it says there but we can customize that that's just a bit of a side issue you can see now I've got one response so I can go into there and I've got this little table here so I can view the results at these forms I can go back and it gives me just a little bit of data in terms of our form so that is Microsoft forms I hope that's been a good intro so I hope you've enjoyed this video I'm sure it's got your creative juices flowing I look forward to seeing you again soon