With multiple survey tools managed by WashU IT, it is sometimes difficult to know which to choose. The guidance below will help cut through the confusion.
Microsoft Forms is included in the Microsoft 365 suite at no extra cost, while Qualtrics has a fixed cap on total responses. Exceeding that cap can lead to significant overage fees for the university. Using Forms for simpler needs, such as taking a lunch order for an upcoming meeting, helps preserve Qualtrics responses for projects that truly require its advanced capabilities.
When to use each tool
Qualtrics for sensitive data (https://washu.qualtrics.com/)
- Always use Qualtrics when collecting sensitive data.
Qualtrics for Sensitive Data includes built-in protections and screening for specific data types. Refer to InfoSec’s guidance for details on what qualifies as sensitive.
Qualtrics for general use (https://wustl.pdx1.qualtrics.com)
- Use Qualtrics when you need:
- Advanced question types (e.g., side-by-side questions, pick/group/rank, matrix tables).
- Survey distribution via SMS or personal links—common in research contexts.
- Access control for collaborators (Forms gives equal access to all collaborators).
- Customizable visualizations and reports without relying on Excel.
Microsoft Forms (https://forms.office.com)
- Best for general surveys that do not require advanced features or sensitive data handling.
- Ideal for quick polls, feedback forms and internal questionnaires.
- Helps conserve Qualtrics response limits for projects that need its specialized functionality.
Check out these helpful resources
- Watch the Microsoft Forms training recording.
- Explore a Qualtrics vs. Forms comparison.
- Sign up for hands-on Forms training in February.
- How to access Qualtrics and Forms: Both can be accessed through One.WashU.edu:
