Unleash the Power of Polling: A Deep Dive into Creating Polls in Outlook

Want to gather quick feedback, schedule a meeting with the least amount of back-and-forth, or simply gauge opinion on the next office pizza flavor? Outlook polls, a powerful and often underutilized feature, are your answer. Let’s unlock their potential.

How to Create a Poll in Outlook: The Definitive Guide

Creating a poll in Outlook is surprisingly straightforward. You essentially have two primary methods depending on the Outlook version you’re using and your Office 365 subscription: using the built-in Poll feature directly within Outlook (New Outlook only) or using the Microsoft Forms integration. While the precise steps might vary slightly, the core process remains consistent.

Method 1: Using the Built-in Poll Feature (New Outlook Only)

This method, available in the new Outlook for Windows and Outlook on the web, offers a streamlined poll creation experience directly within your email composition window.

1. Start a New Email: Begin by composing a new email message. This is the foundation upon which your poll will be built.
2. Locate the “Insert” Tab: In the email ribbon at the top, find the “Insert” tab. This is where you access tools for adding various elements to your message.
3. Select “Poll”: Within the “Insert” tab, look for the “Poll” option. It might be grouped with other options like “Attachment” and “Picture.” Click on it.
4. Compose Your Question: A sidebar will appear on the right side of your screen. In the designated field, type your poll question clearly and concisely. A well-worded question ensures you get the specific feedback you’re after.
5. Add Your Options: Below the question, you’ll find fields to enter your poll options. Type each option into its respective field. Click “Add option” to add more choices. Aim for options that are distinct and cover the range of likely responses.
6. Customize Settings (Optional): Some polls may have configuration options.
   • External voters: Allows you to create a poll that users outside your organization can participate in.
   • Multiple answers: Allows users to select more than one option.
   • Anonymous: If enabled, the results will be anonymized.
7. Add to email: Once you are done setting up your poll, press the “Add to email” button.
8. Send Your Email: Once you’ve inserted the poll, simply send the email as you normally would. Recipients will be able to vote directly from the email.
9. Check the results: To do this, press the “Insert” tab. Select “Poll” then “View Results”.

Method 2: Using Microsoft Forms Integration (Classic Outlook)

If you’re using the classic version of Outlook, or simply prefer a more robust poll creation experience, the Microsoft Forms integration is your go-to solution.

1. Access Microsoft Forms: Open your web browser and navigate to the Microsoft Forms website (forms.microsoft.com). You’ll need to sign in with your Microsoft account (the same one you use for Outlook).
2. Create a New Form: Click on the “+ New Form” button to start a blank form. Forms offers various question types, but for a poll, you’ll primarily use the “Choice” question type.
3. Compose Your Question: In the form editor, type your poll question at the top. Make it clear, concise, and easy to understand.
4. Add Your Options: Add your poll options as choices for the question. Click “+ Add Option” to add more choices as needed.
5. Adjust Settings (Important): Before sharing the poll, review the settings.
   • “Anyone with the link can respond”: Crucial for external participants.
   • “Only people in my organization can respond”: Limits responses to internal users.
   • “One response per person”: Prevents users from voting multiple times.
   • Customize “Thank You” message: Add a message the participants will see when they submit the form.
6. Get the Sharing Link: Click the “Share” button. Choose the sharing option that suits your needs (link, QR code, embed code, or email). Copy the generated link.
7. Compose Your Email: Open Outlook and start a new email.
8. Paste the Link: Paste the Microsoft Forms link into the body of your email. Add a brief explanation or instructions for the recipients.
9. Send Your Email: Send the email as usual. Recipients will click the link to access and complete the poll.
10. View the Results: Return to the Microsoft Forms website to view the poll results. Forms provides real-time data and visualizations.

Frequently Asked Questions (FAQs) about Outlook Polls

Here are some common questions and answers to help you master the art of creating and using polls in Outlook:

1. Can I create a poll in Outlook mobile?

Yes, but functionality may be limited. The new Outlook Mobile app often supports basic poll creation, similar to the new Outlook desktop version. Check your app’s “Insert” options. Microsoft Forms integration (via sharing a link) will always work in Outlook Mobile.

2. Can external users (outside my organization) participate in Outlook polls?

Yes, but it depends on the method used and the settings selected. With the new Outlook “Poll” feature, you can select “external voters”. With Microsoft Forms, ensure the sharing settings are set to “Anyone with the link can respond”. Be mindful of data privacy policies when collecting data from external users.

3. How do I view the results of an Outlook poll?

With the built-in Poll feature, you’ll find a “View results” option. With Microsoft Forms, navigate back to the Forms website and open the specific form to see a real-time summary of the responses.

4. Can I make an Outlook poll anonymous?

Yes, both methods typically offer an “Anonymous” option. Enabling this prevents you from identifying individual respondents and their answers. This encourages more honest feedback.

5. Can I limit participants to only one vote in an Outlook poll?

Yes. In Microsoft Forms, the “One response per person” setting achieves this. While the built-in Outlook poll might not have this directly, it usually requires users to authenticate, preventing multiple submissions from the same account.

6. What types of questions can I ask in an Outlook poll?

With the built-in Poll feature, you’re generally limited to multiple-choice questions. Microsoft Forms offers a wider variety of question types, including text, rating, Likert scales, and file uploads, making it suitable for more complex surveys.

7. Can I customize the appearance of my Outlook poll?

The built-in Poll feature offers limited customization. Microsoft Forms provides more options for customizing the look and feel of your form, including themes, colors, and background images.

8. Is there a limit to the number of options I can include in an Outlook poll?

Yes, typically there is a practical limit to the number of options. The built-in Poll feature usually has fewer options than Microsoft Forms. Generally, aiming for around 5-7 well-defined options is a good practice to avoid overwhelming participants.

9. Can I export the results of an Outlook poll to Excel?

Yes. Microsoft Forms provides an easy “Open in Excel” option, allowing you to download the raw data for further analysis and reporting. The built-in Poll feature, while potentially less direct, may allow you to copy and paste the results into a spreadsheet.

10. My Outlook poll isn’t working. What should I do?

First, ensure you have a stable internet connection. If using the built-in feature, confirm that your Outlook version supports it. Clear your browser cache and cookies if using Microsoft Forms online. Finally, double-check that the sharing settings are correctly configured.

11. Are Outlook polls secure?

Yes, Microsoft Forms and Outlook polls are generally considered secure, leveraging Microsoft’s robust security infrastructure. However, always be mindful of the information you’re collecting and how you’re using it, especially when dealing with sensitive data or external users.

12. Can I edit an Outlook poll after it has been sent?

Unfortunately, you generally cannot edit a poll after it has been sent. This is a limitation of both the built-in feature and Microsoft Forms when used in this context. Therefore, carefully review your question and options before sending the email. If necessary, you can create a new poll and send a follow-up email.