Outlook - Send a survey or questionnaire by email Tutorial

Discover how to easily create and send polls or questionnaires via email using Outlook. Gather structured feedback, conduct satisfaction surveys, and make collective decisions with colleagues or contacts. Learn to customize polls, control respondent visibility, and share aggregated results. Utilize Outlook's polling feature to simplify decision-making and improve collaboration.

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Available in Microsoft365

Objectifs :

The objective of this document is to provide a comprehensive written guide on creating a poll in Outlook. The guide will include step-by-step instructions, visual descriptions, practical examples, and real-world applications of using polls to gather opinions and make decisions effectively.

Chapitres :

Introduction to Creating a Poll in Outlook
Creating a poll in Outlook is an efficient method for swiftly gathering opinions and making decisions with colleagues or contacts. This guide will walk you through the process of creating and sending a poll or questionnaire via email, providing clear and concise instructions for each step.
Step-by-Step Guide to Creating a Poll
1. Create a new message in Outlook. 2. Navigate to the 'Insert' tab and select 'Poll'. 3. A window will appear below the email, allowing you to choose the type of poll you want by scrolling through the list. 4. For example, the multiple choice option enables you to gather structured feedback and conduct satisfaction surveys in a measurable way. 5. The rating option allows you to quickly and visually evaluate the quality or performance of a product, service, or employee on a scale of 1 to 5 stars. 6. Let's choose the multiple choice question. 7. Ask your question in the provided field and enter the answer choices. 8. You can insert images into each field by clicking on the designated icon. 9. To allow multiple selections, toggle the switch. 10. Add more answer options by clicking 'Add an option'. 11. Add more questions if necessary by accessing the settings. 12. In the settings, you have two options: a) Record the names of respondents visible only to the creator, allowing the poll creator to see who responded without sharing this information with other participants; b) Share aggregated poll results with respondents, enabling sharing the overall poll results with all participants without revealing individual responses. 13. Click on 'Preview' to review the poll before sending the email. 14. Choose your answer by checking it and then click 'Submit'. 15. After sending the email, view the recipients' responses by clicking on the arrow and then on 'Export Results'. 16. The results will be exported to an Excel file. 17. Once all participants have completed voting, you can close the poll and export it again to obtain the final result.
Benefits of Using Polls in Outlook
Utilizing polls in Outlook significantly facilitates the process of gathering opinions and making collective decisions. It allows for efficient data collection and provides a structured approach to obtaining feedback and evaluating performance.

FAQ :

How do I create a poll in Outlook?

To create a poll in Outlook, follow these simple steps: create a new message, go to the insert tab, select 'Poll', choose the type of poll you want, ask your question, enter the answer choices, and configure the settings as per your requirements.

What are the different types of polls available in Outlook?

Outlook offers different types of polls, such as multiple choice questions for structured feedback and satisfaction surveys, as well as rating options for quick and visual evaluation of quality or performance.

Can I add images to the poll options in Outlook?

Yes, you can insert images into each poll option by clicking on the designated icon, allowing for a more visually engaging poll experience.

How can I share poll results with participants in Outlook?

In Outlook, you have the option to share aggregated poll results with all participants without revealing individual responses, providing a transparent overview of the poll outcomes.

What happens after sending the poll in Outlook?

After sending the poll via email, you can view the recipients' responses, export the results to an Excel file, and then close the poll once all participants have completed voting.

Quelques cas d'usages :

Employee Feedback and Satisfaction Surveys

In a professional setting, Outlook polls can be used to gather structured feedback from employees, conduct satisfaction surveys, and evaluate the overall sentiment within the organization.

Product or Service Evaluation

Outlook polls enable quick and visual evaluation of the quality or performance of products, services, or individual employees, providing valuable insights for improvement and decision-making.

Transparent Decision-Making

By using polls in Outlook, organizations can facilitate transparent decision-making processes, allowing participants to express their opinions and contribute to collective decisions effectively.

Glossaire :

Poll

A method of gathering opinions or making decisions by presenting a question or set of questions to a group of people and collecting their responses.

Multiple Choice

A type of question that allows respondents to choose from a list of predefined options as their answer.

Rating

A method of evaluating the quality or performance of a product, service, or individual on a scale, often represented by stars or numerical values.

Toggle

A switch or button that can be used to turn a feature on or off, or to switch between two different options.

Aggregated Poll Results

The overall summary of poll responses, without revealing individual answers, that can be shared with all participants.

Export Results

The action of saving or transferring the poll responses to an external file, such as an Excel spreadsheet, for further analysis or record-keeping.

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quickly with your colleagues or contacts to send a poll or questionnaire via email.

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Follow these simple steps,

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create a new message.

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Go to the insert tab and select pole.

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A window will appear below the email.

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You can choose the type of pole you want by scrolling through the list.

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For example,

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the multiple choice option allows you to gather structured

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feedback and conduct satisfaction surveys in a measurable way.

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The rating option allows you to quickly

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and visually evaluate the quality or performance

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of a product service or employee on a scale of 1 to 5 stars.

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Let's choose multiple choice question,

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ask your question in this field and enter the answer choices.

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You can insert images into each field by clicking on this icon

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to allow multiple selections, toggle this switch

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to add more answer options, click, add an option,

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add more questions if necessary. By clicking here

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in these settings, you have two options,

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record the names of respondents visible only to the creator.

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This option allows the poll creator to see who

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responded without sharing this information with other participants.

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Share aggregated poll results with respondents.

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This option allows sharing the overall poll results with all participants.

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Without revealing individual responses,

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you can now click on preview to check the poll before sending the email,

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choose your answer by checking it and then click submit.

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After sending the email,

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you can view the recipients responses by clicking

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on this arrow and then on export results.

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The results will then be exported to an Excel file.

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Once all participants have completed voting,

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you can close the poll and export it again to obtain the final result.

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Using polls in outlook,

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greatly facilitates gathering opinions and collective decisions.

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