7 surprising ways businesses use Microsoft 365 Forms

1. Onboarding new starters without the chaos

Forget the spreadsheets and email chains. You can build an onboarding form that captures all the important stuff in one go: start date, job title, equipment needed, contact info and even coffee preferences. You can connect it to Power Automate so requests go straight to the right people. No one gets missed, and your new team member feels welcomed.

Copilot prompt:

Create an onboarding form to collect a new starter’s details, including name, start date, role, equipment required and emergency contact.

2. Booking desks, meeting rooms or car park spaces

Hybrid working has made desk space a bit of a juggling act. With Microsoft Forms, your team can book desks or meeting rooms in seconds. Combine it with a SharePoint calendar or Power Automate, and you’ll have a DIY booking system that’s easier than shouting across the office.

Copilot prompt:

Build a desk booking form that asks for the date, time and location, and includes an option to select parking.

3. Taking lunch orders without the 14-reply email thread

We’ve all seen the chaos of a team lunch order. One person wants Thai, someone else is gluten-free, and Sharon wants something with no sauce. Instead of chasing replies across Teams, send out a Microsoft Form with lunch options, dietary requirements and delivery preferences. It’s tidy, trackable and no one’s lunch gets forgotten.

Copilot prompt:

Create a form to collect lunch orders, including menu options, allergies and preferred delivery time.

4. Collecting Microsoft 365 training needs (and spotting who’s stuck)

Not everyone in your business uses Microsoft 365 the same way. Some are whizzes in Excel, others still email themselves files instead of using OneDrive. Use a simple form to find out who needs help with what – from Outlook rules to Teams channels, or even “What on earth is Copilot?”

It’s a great way to tailor future training and stop those “quick questions” piling up.

Copilot prompt:

Create a form to collect staff training needs on Microsoft 365, including skill level, specific apps they struggle with and preferred learning formats.

5. Getting anonymous feedback that people actually give

Whether you’re testing a new hybrid policy or just want to know how the team is feeling, anonymous forms are great for encouraging honesty. You can set up wellbeing check-ins, quick polls or suggestion boxes without making it awkward.

Copilot prompt:

Generate an anonymous employee feedback form to gather honest thoughts about a recent change at work.

6. Managing RSVPs with reminders built in

For team socials, client events or training sessions, Forms can handle your RSVPs easily. Ask who’s coming, get dietary info, and use Power Automate to send a nudge to anyone who hasn’t replied by the deadline.

Copilot prompt:

Create an RSVP form that asks for name, attendance, dietary needs and includes a follow-up reminder if no response is submitted.

7. Tracking training sign-offs and policy confirmations

Need to know if everyone has read the new cyber security policy? Or completed their annual training? Use Forms to collect digital sign-offs, then store the responses in SharePoint or export to Excel. You can even add a quick quiz to check understanding.

Copilot prompt:

Create a form to confirm that employees have read the latest IT policy and include a short quiz to check understanding.

Quick tips to get more from Microsoft Forms

• Use branching so people only see questions that are relevant
• Connect Forms to Power Automate for smart follow-ups
• Collect responses in Excel for easy analysis
• Use restrictions like one response per person to keep things tidy

So, why don’t more businesses use Forms?

Probably because it seems too simple. But that’s its superpower. It solves everyday problems without needing new software, complicated setup or extra training.

If you’ve already got Microsoft 365, then you already have this tool. Let’s help you use it properly.

FAQs

What is Microsoft Forms used for?

Forms is a tool for creating surveys, quizzes, polls and data collection forms. It’s great for internal and external use.

Is it included in Microsoft 365 Business?

Yes. Most Microsoft 365 Business and Education licences include it.

Can it trigger workflows or follow-ups?

Yes. Use it with Power Automate to send alerts, populate Excel sheets or remind someone to reply.

Can I see who submitted what?

Yes, unless you choose to make the form anonymous.

Is Microsoft Forms secure?

Yes. It follows Microsoft’s cloud security standards and you can restrict access to specific users.

Need help making Microsoft 365 actually work for your business?

Most businesses are only using a fraction of what Microsoft 365 can do. If you’re still drowning in spreadsheets and chasing lunch orders over email, it’s time to upgrade your workflow.

Book a chat with our team and we’ll show you how to make Forms, Copilot and the rest of Microsoft 365 work harder for you.

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