1 Surveys in SharePoint (631) 632-9602 TLT Student Consultant Help Desk email@example.com Stony Brook University http://tlt.stonybrook.edu/StudentServices In this document, you will learn how to: • Create a Survey in SharePoint • Learn about and design output for RSS feeds • Distinguish questions and answer types • Create an E-mail alert for you and your colleagues • Go back and finish a survey that you saved • Export data into a Spreadsheet • Access and manipulate the survey settings • Delete data • Modify or Delete a question • Save a survey template • Implement Branch Logic (jumping) into your survey • Create a new survey from a Template • Make surveys anonymous so users do not have to sign in • Delete a survey template About SharePoint Surveys: SharePoint allows you to create public, as well as private, surveys, forms and quizzes. Data can be exported neatly and easily into an Excel sheet. Branching logic, alerts and RSS are easily implemented. Create a Survey in SharePoint 1. Log into your SharePoint site (mysite, student, courses, web, teams, etc). 2. Click on Site Actions > Create 3. Under Tracking choose Survey 4. Give your Survey an appropriate name. This name will become part of the survey’s URL. 5. According to your preferences, configure Survey Options and Navigation (Navigation is only available with site templates that have a Quick Launch). 6. Click Next. 7. Fill out the New Question: Survey_Name form. Read the form carefully. If your question doesn’t come out the way you want it, you can revise it later by following the instructions for “Modify or Delete a Question” below. Question and Type Choose the type of answer to your question: • Single line of text • Multiple lines (essay type answers) • Choice (Multiple Choice: A, B, C, etc.) • Rating Scale (Strongly Disagree ---- Strongly Agree) • Number (i.e. How many classes are you currently taking?) • Currency (i.e. How much money do you spend on coffee per week?) • Date and Time (for example, you can add Today’s Date as the default value) • Lookup (You can choose a list that was previously created on your site) ☺ To create a list, go to Site Actions > Customs Lists: Custom List. ☺ Give it a name and hit Create ☺ Add new items to the list by clicking New > New Item • Yes/No (check box) • Person or Group (Allows respondents to type in a name from a group previously created) ☺ To create a group on your site go to Site Actions > Site Settings > Users and Permissions: People and Groups ☺ Click New > New Group ☺ If you do not want to create a new group, you can simply create a Custom List of names instead • Business Data (Information for this must be preloaded) Modified: 6/25/2009 2 • Page Separator (Is your survey long? Users can save and finish later) ☺ Anonymous access will not work with this. Permissions must be set so that a user must sign before taking the survey. How to Finish a Survey Once it is Saved You can only go back and finish a survey if the survey was designed that way. Respondents should be made aware of the following instructions to complete saved survey. 1. Click on Show all responses: 2. Then click on View Response #... next to their name 3. Click on Edit Response 4. And then click the Next button until they find a section that is not completed. Modified: 6/25/2009 3 Sample Survey (types of answers) This is the name of the Survey: Single Line of Text: Multiple Lines of Text: Choice: Rating Scale: Number: Currency: Date and Time: Look up: Yes/No: Multiple lines of Text: The user hits Finish when done: Modified: 6/25/2009 4 Survey (List) Settings Once you are done entering questions and hit Finish, you will be brought to the Customize List Name page (Surveys, Document Libraries, Picture Libraries are all LISTS in SharePoint). Here you can modify the settings, manipulate the permissions, add question and more. If you ever need to get back to the Customize page (the Survey Settings page), go to: • Site Actions > Site Settings > Site Administration: Site libraries and lists. Then click on the name of your survey. • Or type in the Web Address of the survey and click on the name of the survey. There are 5 sections on the Customize List_Name page 1. List Information 2. General Settings 3. Permissions and Management 4. Communications 5. Questions (on other lists this is the Columns section) The main features of the are highlighted below. 1. List Information Name • the current title of the list (survey) Web Address • copy and paste this into e-mail or your web pages for the respondents 2. General Settings Title, description, and • You can change the name of your survey (but this will NOT change the URL) navigation: • Survey Options: You can show the respondents names if they have to sign in to take the survey. You can also designate multiple responses here. Advanced settings • Change the respondents “read” and “edit” access Enable Target Audience • Use this option to target a specific group who have permission to take the survey (or to see the list) 3. Permissions and Management Delete this survey • Deletes the list, including the data Save Survey as a • You can save the survey to reuse and/or to modify it. You can also export Template the template file (.STP) to other sites. There is a limitation to this. You can only import an STP from other sites of the same base URL (teams, courses, student, web, mysite). So, you can only move the template file from one Teams site to another Teams site Permissions for this survey • Change the permissions so that the survey is not inheriting user permissions from the parent (your main site) Workflow settings • Create a workflow to this list Information management • Define a policy policy settings • Use another site’s policy • No policy 4. Communications RSS • Enable RSS and how the feed should look when you or others subscribe to it 5. Questions Question • View and edit questions • Add questions to the Survey • Change the order of the questions Modified: 6/25/2009 5 Modify or Delete a Question 1. Go to the Survey Settings: • Site Actions > Site Settings > Site Administration: Site libraries and lists. Then click on the name of your survey. • Or type in the Web Address of the survey and then click on the name of the survey. 2. In the “Customize Survey_Name” form, under the “Questions” section, click the question you want to modify or delete. 3. In the “Edit Question: Survey_Name” form, either modify the question by revising the form or delete the question by scrolling to the bottom of the page in hitting the “Delete” button. Add Branching Branching Logic allows questions to be skipped based on a response. The Branching Logic function can be found in the Survey Settings after you’ve entered your questions. To enable Branching: 1. Go to the Survey Settings: • Site Actions > Site Settings > Site Administration: Site libraries and lists. Then click on the name of your survey. • Or type in the Web Address of the survey and then click on the name of the survey. 2. Under the “Questions” section, click on the question that will initiate the Branching. This will allow you to edit the question. 3. At the bottom of the “Edit Question: Survey_Name” form is the Branching Logic Function. From each of the possible answers select the question to which the survey must jump. Survey Permissions Note Your survey generally inherits the users from the site it lives on. To learn more about SharePoint site permissions please see our documentation on the “Add Users” page: https://web.stonybrook.edu/sharepoint/ Anonymous Surveys If all or part of your site is open to the public (Anonymous Access is enabled – see step I), you can give public access to your survey so that respondents do not need to sign in with a Stony Brook NetID. Base URLs that do NOT have Anonymous Access capability are Teams and Courses. HOWEVER, all Stony Brook students, faculty and staff have a MySite account (mysite.stonybrook.edu) where they can create a sub site that can be accessed anonymously. *** To create a sub site off of your mysite see the appendix page *** The base URLs that DO allow Anonymous Access are: student, web, and mysite. Modified: 6/25/2009 6 Enable Anonymous Access on a Survey (or any List) To turn on Anonymous Access on a survey so no one has to authenticate (sign in) to take it, you must first turn on Anonymous Access on the SharePoint site itself and THEN turn on anonymous access onto your survey. I. Enable Anonymous Access on your SharePoint site 1. For our purpose the TEST_Survey_Vacations survey lives in the site tltworkshop: https://student.stonybrook.edu/tltworkshop/Lists/TEST_Survey_Vacations [ https://baseURL.stonybrook.edu/SiteName/Lists/Survey_Name ] 2. To enable Anonymous Access on the tltworkshop site, go to Site Actions > Site Settings > Users and Permissions: Advanced permissions > Settings > Anonymous Access. 3. Make sure “Entire Web site” is selected. II. Now, enable Anonymous Access on the survey 1. Go to the Survey Settings: • Site Actions > Site Settings > Site Administration: Site libraries and lists. Then click on the name of your survey. • Or type in the Web Address of the Survey and then click on the name of the survey. 2. Click on Permissions for this survey, under Permissions and Management 3. In the “Permissions: Test_Survey_Vacations” page, click Settings > Anonymous Access 4. Only check off: • Add Items • View Items * if you enable “Edit Items” or “Delete Items” then unknown users can manipulate your data! 5. Click OK 6. To test this survey: • Copy the URL • Close your browser and reopen • Paste the URL into the Address Bar • Make sure you are not signed in • Take the survey Modified: 6/25/2009 7 Where is My Survey? This depends on where you are on your SharePoint site when you hit Site Actions > Create. If you are on the main page of your site when you go to create your survey, you will see a “snap shot” on the main page: What if you do not want the snap shot on your main page? You can manipulate this snap shot just like you would a web part. You can click the down-pointing arrow to close or modify it. You can drag and drop this view into another web zone just like a web part. You can add this to another page in the same fashion as you would a web part. Additionally you can click on the title of the survey to access the survey settings (the “Customize Survey_name” form). The URL of your survey will follow this template: https://baseURL.stonybrook.edu/SiteName/Lists/SurveyName If your survey is located on a sub site (child site) of your main site, the URL will follow this template: https://baseURL.stonybrook.edu/SiteName/SubSiteName/Lists/SurveyName And finally if you can’t find your survey, you can always locate it by going to: Site Actions > Site Settings > Site Administration: Site libraries and lists Then click on the name of your survey. Create an E-mail Alert for You and/or Your Colleagues 1. Type in the URL or click on the name of your survey (this feature works for any other lists and libraries as well) and then click on the Actions button (You will only see the Actions button when you are signed in!): 2. Click on Alert Me: 3. Read the New Alert form carefully. Give the Alert Title a meaningful name. Add users (recipients of this alert) quickly by typing in their NetIDs and hitting enter after each one. Another way to enter users is to look them up using the book icon . Note the type of alerts and when you want the alert to be sent. If you are expecting many responses you may only want alerts sent weekly. 4. Hit OK when you are finished. Modified: 6/25/2009 8 Export Data into a Spreadsheet 1. Type in the URL or click on the name of your survey (this works for other lists and libraries as well) and then click on the Actions button (If you do not see the Actions button make sure you are signed!). 2. Click on Export to Spreadsheet 3. You will be prompted to save a .iqy file. Download the file and open it up in Excel. *You’ll notice each record is horizontal (in rows). If you prefer to look at each record as a column, you will need to copy each column and “special” paste it into each row on another sheet using Excel’s Transpose function. Delete Data It is not always necessary to recreate a new survey. Sometimes you can just delete the old data and reuse the survey on another group of respondents. 1. To delete data, type in the URL of the survey. 2. Click on Show all Responses. 3. To delete, mouse over a response, click the down-pointing arrow and hit Delete Response. Modified: 6/25/2009 9 RSS Wouldn’t you like to have a list of your favorite sites with notification that the site has been updated in bold? ..When a blog site has a new post? ..When your survey has been taken? When you click on a Web site in your Feeds list you will see the latest posting first. To subscribe, simply click on the RSS logo on any site that allows RSS technology. *You will notice that MOST SharePoint sites allow RSS. You can modify what users see when they subscribe to your site. Modify List RSS Settings 1. Go to the Survey Settings: • Click on Site Actions > Site Settings > Site Administration: Site Lists and Libraries. Then click on the name of your survey. • Or type in the Web Address of the survey and then click on the name of the survey. 2. On the “Customize Survey_Name ” page, click RSS settings 3. The “Modify List RSS Settings: Survey_Name ” page will allow you to manipulate the output of the RSS feed. Components of the Modify List RSS Settings page List RSS Enable or disable RSS for this list (survey) RSS Channel This stuff may already be filled out. You can change the information here depending on what Information you want shown on the feed. You can also delete the Image URL to save space! Columns Any field is considered a column. This includes all survey questions and other fields like the survey “Title”, “Created by”, “Modified by”, date “Modified”, etc. You can designate what is seen and in what order. Item Limit You designate the number of items on each feed and the number of days. Modified: 6/25/2009 10 Example of a feed (what the subscriber sees) Save the Survey as a Template You can copy a survey to reuse on another site or to just modify it. In the SharePoint Help guide , this is known as “Copying or Moving a SharePoint List” or “Managing list templates” (because a survey is merely a list in SharePoint). 1. Go to the Survey Settings: • Site Actions > Site Settings > Site Administration: Site libraries and lists. Then click on the name of your survey. • Or type in the Web Address of the survey and then click on the name of the survey. 2. On the “Customize Survey_Name ” page, click on Save survey as template under the Permissions and Management section. 3. Give the template a File name. The Template name can be the same as the File name. Enter a description to avoid any confusion. Check off “Include Content” if you want to retain the survey answers in the Template. 4. Hit OK. Create a New Survey from a Template 1. Click on Site Actions > Create. 2. The name of your Survey template will be found under the Tracking section. Delete a Survey Template (.STP) Your survey templates are located in the List Template Gallery. 1. Go to Site Actions > Site Settings > Galleries: List Templates 2. Click on the Edit Icon next to the File name. 3. In the “List Template Gallery: List_name” page, click Delete Item Modified: 6/25/2009 11 Cheat Sheet! Create a Survey: Site Actions > Create > Tracking: Survey Finish a Saved Survey: Show all Responses > look for the survey with your name attached Survey Settings: Site Actions > Site Settings > Site Administration: Site Libraries and Lists > click on the name of the survey Modify a Question: Go to Survey Settings > click on the question Delete a Question: Go to Survey Settings > click on the question > Hit the Delete button on the bottom of the page Add Branching: Go to Survey Settings > click on the question > Branching feature is near the bottom of the page Enable Anonymous Access (site): Site Actions > Site Settings > Users and Permissions: Advanced permissions > Settings > Anonymous Access Enable Anonymous Access (survey): Go to Survey Settings > Permissions and Management: Permissions for this survey Create an E-mail Alert: Type in the URL or click on the name of the survey > Actions > Alert Me Export Data: Type in the URL or click on the name of the survey > Actions > Export to Spreadsheet Delete Data: Type in the URL or click on the name of the survey > Show all Response > mouse a response, click the down-pointing arrow > Delete Response Modify RSS Settings: Go to Survey Settings > Communications: RSS Settings Save the Survey as a Template: Go to Survey Settings > Permissions and Management: Save survey as template Create a New Survey from a Template: Site Actions > Create > Tracking: Your_Survey_Template_File_Name Delete a Survey Template: Site Actions > Site Settings > Galleries: List Templates Modified: 6/25/2009 12 Create a Sub site Off of Your MySite (631) 632-9602 TLT Student Consultant Help Desk firstname.lastname@example.org Stony Brook University http://tlt.stonybrook.edu/StudentServices SharePoint is new technology that focuses on virtual online collaboration. You may find your next place of employment, a club you want to join or taskforce you are invited to is already implementing this new technology. Here is your chance to get a head start… You can create a sub site off of your MySite to use as a workspace. Students, Faculty and Staff receive 100MB of storage space on the SharePoint server. Parent site Child Site Log on to MySite using your NetID: mysite.stonybrook.edu Everyone who has a NetID has a MySite. Use Internet Explorer. SharePoint works best with IE. Your username is: sunysb.edu\NetID (Don’t forget to use the slash above the Enter key) Use your NetID password Create a Sub site 1. Go to Site Actions > Site Settings > Site Administration: Sites and workspaces. 2. Hit Create. 3. Give the site a name. 4. Give it a URL that will make sense. 5. In Template Selection, under the Collaboration tab, select a appropriate template, we like Document Workspace. 6. In the Permissions section, choose Use unique permissions If you select Use same permissions as parent site, then this sub site will be inheriting the permissions of your MySite, which means you will have to break this bond later and change the permissions for access. 7. Hit the Create button. 8. Next, the Set Up Groups for this Site form will appear. Make sure Create a new group is selected for Visitors, Members and Owners of this site. Then click OK. You can enter in the users to the appropriate groups later. The URL of your Sub site will be: http://mysite.stonybrook.edu/sites/NetID/site_name *** Use a TinyURL (tinyurl.com) if it is too long. *** Create a NETWORK PLACE (XP) or Map the Drive (Vista) using the URL of your document library on your personal computer. ***Place this URL in the File name field on any MS 2007 document to save files directly to your Library---this feature does not work with Macs. Extra Help: Click for MySite Help. This is located at the top right of every SharePoint page. In your MySite, click on the SharePoint Tutorial tab for at-your-own-pace tutorials, articles and demos. student.stonybrook.edu/tltworkshop web.stonybrook.edu/SharePoint Modified: 6/25/2009
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