How to use Microsoft Forms offline

For many organizations, online forms are a crucial part of operations, allowing them to collect data, gather feedback on processes, and organize information that makes it more accessible.

Online forms require an internet connection, but in some cases, you may need to collect data without internet access. That’s where offline forms come into play. Keep reading for information about how offline forms work, what Microsoft Forms’ offline capabilities are, and how to improve offline data management for your organization in other ways.

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The difference between online forms and offline forms

Although it may seem like everyone has constant access to the internet, that’s not always the case. Luckily, offline forms provide a way to collect data when you find yourself in a spot where internet service isn’t available, such as in remote areas, on construction sites, and at sales conventions, to name a few.

With offline forms, you can download them onto a desktop or mobile device and edit them without a consistent internet connection. Then, ideally, these forms can still provide data to the centralized system once you get back online, syncing the information and ensuring nothing gets lost in the process.

The key is to find a form builder that allows you to continue collecting information when you’re offline and then syncs that information when you reconnect to the internet. The best tools ensure that users can connect, upload, and act on offline data as soon as possible.

Microsoft Forms’ offline capabilities

Unfortunately, Microsoft Forms doesn’t offer an offline version. In the Microsoft support forum, a representative has stated that while there aren’t currently plans to create an offline version, users can request this feature through their feedback portal.

So if you can’t access Microsoft Forms offline, what other options do you have to collect data when you don’t have internet access?

Alternatives to Microsoft Forms for offline use

Depending on your organization’s needs, the inability to access Microsoft Forms offline may not be the only roadblock the program presents to your operations. Other form builders might be better suited and more nimble for different use cases. With Jotform, for example, users can tap into a suite of interconnected data collection tools that make data management seamless and easy.

There are a multitude of options when it comes to form builders that can collect data offline. Some of those options include

Jotform Mobile Forms is specifically designed to handle offline data collection, allowing you to easily manage any type of form from your phone, tablet, or laptop. Submissions are automatically recorded in Jotform Tables when internet access is restored.

With Jotform, you can collect different kinds of data, from voice recordings to e-signatures. You can also use Jotform Mobile Forms to access advanced features like QR codes, kiosk mode, geolocation, and advanced form fields that significantly improve your data collection process.

The right offline form tool for your needs

Offline forms are essential for organizations that have employees who are working remotely or on the go, allowing them to collect important data that will sync when internet access is restored. 

You may decide to use Microsoft Forms online or look for another form builder with offline capabilities like Jotform. The important point to remember is the right solution should make the collection and management of information as seamless as possible.

Frequently asked questions

Does Microsoft Forms work offline?

No, Microsoft Forms doesn’t currently offer offline capabilities.

Is it possible to track results in real time with Microsoft Forms?

Yes, Microsoft Forms offers real-time analytics with an internet connection.

What devices can Microsoft Forms be used on?

You can access Microsoft Forms on Windows, macOS, Android, and iOS devices, as well as on web browsers.

Photo by Christina Morillo

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