Qualtrics Survey Tool

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1 Qualtrics Survey Tool

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3 Table of Contents Overview... 5 Uses for Qualtrics Surveys:... 5 Accessing Qualtrics... 5 My Surveys Tab... 5 Survey Controls... 5 Creating New Surveys... 7 Adding New Questions to a Survey... 7 Editing Survey Questions... 9 Changing the Question Type... 9 Changing the Question Text... 9 Multiple Choice Question Options Text Entry Question Options Required Questions Adding Page Breaks Advanced Survey Editing Question Validation Using Skip Logic to Skip Questions Using Display Logic to Display or Hide Selected Questions Using Quotas to Limit Answers to Questions Using Smart Text Distributing a Survey to Respondents Distributing Surveys Using Survey Invitations Distributing Surveys Using the Survey Link Distributing a Survey Using Survey Invitations Step 1: Activate Your Survey Step 2: Set Up Your Panel Step 3: the Survey Invitations to your Respondents Distributing a Survey Using the Survey Link Step 1: Activate Your Survey Step 2: Get the Survey Link and distribute it to your Respondents Viewing Survey Results Qualtrics Libraries Sharing Surveys with Other Qualtrics Users Qualtrics Groups To Create a New Group To Join an Existing Group Accessing Surveys in a Group Adding Surveys to a Group Accessing Panels in a Group Accessing Libraries in a Group Checking Your Account Limits For More Information... 36

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5 Overview Qualtrics is a web-based software program for creating online surveys. Qualtrics allows you to create surveys, distribute them to your respondents via or the web, analyze responses and download those responses to Excel. Qualtrics is built around a point-and-click editing system that is designed to be user friendly. Uses for Qualtrics Surveys: Online registration forms for events Gather feedback from attendees of your event Query potential users for input before launching a new program Gather feedback for existing programs Classroom Quizzes Manage registrations Create online versions of paper forms Accessing Qualtrics You can access your Qualtrics account through the Chicago Booth Portal: 1. Open a web browser and point it to: 2. Log in to the Portal using your Booth username and password. 3. Click on the Survey Tool (Qualtrics) link. 4. You will be logged in to Qualtrics automatically. My Surveys Tab Note: The only way to access your Qualtrics account is through the link on the Portal. You do not have a username and password to access Qualtrics from Please open a new browser just before clicking on the link as there is a timeout feature in our portal. If you receive an invalid token, close your browser window and open a new one. When you log in to Qualtrics for the first time, this tab will be empty. Once you create a survey, your new survey will be listed in the My Surveys tab automatically. All future surveys that you create in Qualtrics will also be listed in the My Surveys tab. For each survey on the My Surveys tab, Qualtrics will list the date that the survey was last modified and the number of people who have responded to the survey. Survey Controls You can use the buttons to the right of each survey to edit the survey, view results, send the survey to others, preview the survey, collaborate on the survey with other Qualtrics users, copy or delete the survey. Qualtrics Survey Tool 23-Aug-12 Page 5 of 36

6 Edit Takes you to the Edit Survey tab for that survey. Results Takes you to the View Results tab for that survey. Send Takes you to the DIstribute Survey tab for that survey. View Takes you to a preview of your survey, which allows you to see how your survey will look to respondents. Note: The Preview Survey button takes you to a fully functional version of your survey. Any answers that you enter into a survey preview will be recorded in your results! Be sure to exclude the test answers from your survey preview when you analyze your results later (see Viewing Survey Results, below). Collaborate Allows you to share your survey with another Qualtrics user (see Sharing Surveys with Other Qualtrics Users, below). Copy Creates a copy of your survey. Note: The Copy button will only copy the questions from the original survey. It will not copy the responses from the original survey. Delete Deletes your survey, including all responses. Qualtrics Survey Tool 23-Aug-12 Page 6 of 36

7 Creating New Surveys By default, all users of Qualtrics at Chicago Booth can create 20 surveys in their account. All new surveys will be saved in the My Surveys list, found under the My Surveys tab. To create a new survey: 1. Click on the Create Survey tab. 2. Click on the Quick Survey Builder field. 3. In the Survey Name: field, type in a name for your survey. 4. Click on the Create Survey button. 5. You will be moved to the Edit Survey tab with a blank survey on the screen. To copy an existing survey: 1. Click on the Create Survey tab. 2. Click on the Create from Copy box. 3. In the Survey to copy: dropdown, select the survey that you wish to copy. 4. In the New Survey Name: field, type a name for the survey. 5. Click on the Create Survey button. 6. The Edit Survey tab will display the new empty survey. To create a survey from an existing survey template: 1. Click on the Create Survey tab. 2. Click on the Survey Library box. 3. In the Please select a library: dropdown, select Global Library: Qualtrics Library. 4. In the Category: dropdown, select the category for the type of survey that you wish to create. 5. In the Survey: dropdown, select your desired survey template. 6. In the New survey name: field, type in a name for your new survey. 7. Click on the Create Survey button. 8. The Edit Survey tab will display the new empty survey. Adding New Questions to a Survey Qualtrics can create a wide variety of questions for online surveys. There are also a number of ready-to-use questions that have been created by Qualtrics for common subjects (such as marital status, state/country, etc.). To create a new question: 1. Click on the Create a New Question link at the bottom of the survey window. Qualtrics Survey Tool 23-Aug-12 Page 7 of 36

8 2. A new blank question will appear at the bottom of the survey. To use an existing question from the Qualtrics library: 1. From the Edit Survey tab, click on the Copy Questions From link at the bottom of the survey window. A list of Libraries will appear on the screen. 2. In the Libraries list, click on the Qualtrics Library link. 3. Click on the Question Library link. 4. Click on a category for the question type that you want. 5. Move your mouse over the question list on the left side of the window to see a preview of the question on the right. 6. Click on a question in the list to select it. Click on the question again to deselect it. 7. When you have selected the desired question or questions, click on the blue Add X Questions button at the bottom of the window, where X is the number of questions you have selected to import. 8. The selected questions will be added to your survey. Note: You can use the same steps to copy questions from other libraries, such as questions that you save to your own personal library or questions stored in any group libraries that you have access to (see Qualtrics Libraries, below). To delete an existing question: 1. Move your mouse over the question that you want to delete. 2. Click on the red Remove Question ( ) button that appears to the right of the question. The question is moved to the Trash list, located at the bottom of the survey. Note: If you later decide to return the question to your survey, click on the Restore link next to the question in the Trash list. Qualtrics Survey Tool 23-Aug-12 Page 8 of 36

9 Editing Survey Questions Qualtrics survey questions are very flexible. Once you select a basic question type, you can click on any text in the question to edit it. A menu bar on the right side of the question offers additional options specific to each question type. Changing the Question Type Qualtrics has many question types in addition to multiple choice questions. The most common question types are multiple choice questions, text entry questions and text/graphic questions (for writing instructions for the user). To change the question type: 1. From the Edit Survey tab for your survey, click on a question. A blue menu bar will appear to the right of the question. 2. To change the basic question type, click on the green Change Question Type button at the top of the menu bar. 3. Move your mouse over a basic question type on the list on the right. An example of the question type will be shown in the window on the left. 4. Click on the question type to select it. Your question will be automatically changed to the new format. Note: If you want to write some instructions for the user, choose the Text/Graphic question type. This question type omits a field for user input, making it ideal for adding blocks of text to your survey. Changing the Question Text Almost all text in Qualtrics survey questions is editable. Most text can be edited by clicking on the text and typing. To edit question text: 1. From the Edit Survey tab, click on a question. 2. Move your mouse over the question text that you want to edit. Editable text will be highlighted in yellow. Qualtrics Survey Tool 23-Aug-12 Page 9 of 36

10 3. Click on the question text to edit it and a text box will appear. All text edits are saved automatically. 4. If you want to change the formatting of the text, click on the Rich Text Editor link at the top of the text box. 5. A text editing window will appear with formatting buttons along the top. Use the text editing window to format the question text as desired. 6. When you are done editing the text, click anywhere outside the text editing window to close it. Any changes that you made to the question text will be saved automatically. 7. Next, move your mouse over the question choice text that you want to edit. Note: Some questions, like dropdown boxes, require you to click on a link in order to edit the question choices. For these questions, click on the Click here to edit choices link and then click on the choice text to edit it. Qualtrics Survey Tool 23-Aug-12 Page 10 of 36

11 8. Click on the question choice text to edit it and a text box will appear. All text edits are saved automatically. 9. To change the order of a question choice, click on the blue arrow to the right of the text box and choose Move Up or Move Down to move the question choice up or down in the choice list. Changing the position of a question in your survey: 1. Move your mouse over the question. 2. Click on the up and down arrows that appear to the left of the question to move your question up or down in your survey. Qualtrics Survey Tool 23-Aug-12 Page 11 of 36

12 Multiple Choice Question Options There are several options available for customizing multiple choice questions in Qualtrics. You can change the number of options available or have Qualtrics write the question choices for you automatically. To change the number of available choices: 1. From the Edit Survey tab, click on a question. A blue menu bar will appear to the right of the question. 2. In the Choices field, enter the number of choices that you want for the question. You can also click on the + and buttons to add or remove choices from the question. To have Qualtrics write the question choices for you: 1. Check the Automatic Choices checkbox. A grey choice box will appear beneath the checkbox. Qualtrics Survey Tool 23-Aug-12 Page 12 of 36

13 2. Click on the grey box beneath the Automatic Choices checkbox. A list of premade question choices will appear. 3. Click on the desired question choices. Click on the grey abc button ( ) to have all the choices listed on your question. Click on the grey button ( ) to have only the first and last choices listed in your question. 4. Check the Reverse Order checkbox at the top of the list to reverse the order of the question choices. To allow users to select more than one choice in a question: 1. Click on the Multiple Answer radio button. The radio buttons next to the question choices will turn into checkboxes, allowing the respondent to choose more than one answer from the question choices. Qualtrics Survey Tool 23-Aug-12 Page 13 of 36

14 To display the question choices across the screen: 1. Click on the Horizontal radio button in the blue menu bar. The question choices will arrange themselves across the screen. 2. To display the question choices vertically again, click on the Vertical radio button. To create a dropdown list: 1. Click on the More link, located below the Answers list in the blue menu bar. 2. Click on the Dropdown List radio button. The question choices will be replaced by a dropdown list. Note: To edit the question choices for a dropdown list, click on the Click here to edit choices link and then click on the choice text to edit it. Text Entry Question Options There are several options available for customizing text entry questions in Qualtrics. To change the size of a text box: 1. From the Edit Survey tab, click on a question. A blue menu bar will appear to the right of the question. 2. Click on the Single Link radio button in the blue menu bar to create a text box that is one line tall. 3. Click on the Multi Line radio button to create a text box that is three lines tall. 4. Click on the Essay Text Box radio button to create a text box that is six lines tall. File Upload Question Options File upload questions allow users to upload a file which is independent of any question on the survey. To add a file upload question: 1. Click on the Create a New Question link. 2. Under Change Question Type, click on the Green Button on the right. 3. Click on the Show All Question Types link at the bottom. 4. Scroll all the way to the bottom of the page and click on the File Upload question type. 5. Click on the text Click to write the question text to edit the question text. Downloading the files: The uploaded files can be downloaded one at a time or can be downloaded all at once. Download one at a time 1. Click on the View Results tab. 2. Click on the Responses button. 3. Click on the response ID 4. Scroll to the Upload question and click on the file listed. 5. Open/Save as necessary. Qualtrics Survey Tool 23-Aug-12 Page 14 of 36

15 Download results with a URL to the file 1. Click on the View Results tab. 2. Click on the Download Data button. 3. Set the criteria to download. 4. Click on the CSV format for the data. 5. The column for the file upload will have an URL in it. Download all files at once 1. Click on the View Results tab. 2. Click on the View Reports button. 3. Click on the initial report. 4. Click on the Next Page button until you get to the Upload question. 5. Click on the Click here to download all files link. Required Questions Qualtrics can create questions that the survey respondent is required to answer. If the respondent does not answer the question Qualtrics will display an error message telling the respondent to provide an answer to the required question. To require the respondent to answer a question: 1. From the Edit Survey tab, click on a question that you want to require the user to answer. A blue menu bar will appear to the right of the question. 2. Check the Force Response checkbox in the blue menu bar. 3. A red asterisk ( ) will appear next to the question. 4. To make responding to the question optional again uncheck the Force Response checkbox. Adding Page Breaks If there are a lot of questions in the survey, split the survey up into multiple pages by adding page breaks. When respondents take the survey, the questions after a page break will appear on a separate page. To add a page break: 1. From the Edit Survey tab, select a location where the page break should be added and click on the question just before that location. 2. In the bottom of blue menu bar on the right-hand side, click on the Add Page Break link. 3. A page break will be added to the survey. Qualtrics Survey Tool 23-Aug-12 Page 15 of 36

16 4. Click on the Preview Survey button to see how the page break affects the appearance of questions in the survey. Note: The Preview Survey button takes you to a fully functional version of your survey. Any answers that you enter into a survey preview will be recorded in your results! Be sure to exclude the test answers from your survey preview when you analyze your results later (see Viewing Survey Results, below). To remove a page break: 1. Click on the page break in the survey. 2. Click on the red Remove Question ( ) button that appears to the right of the page break. The page break will be removed. Advanced Survey Editing Qualtrics has many advanced features that can be used to create complex surveys that check answers and even adapt and change depending on the choices that your survey respondents make. Question Validation Depending on the question type, Qualtrics can automatically check a respondent s answers to make sure that they meet certain requirements. You can set different requirements for each question in your survey. To set validation options for a question: 1. From the Edit Survey tab, click on a question. A blue menu bar will appear to the right of the question. Qualtrics Survey Tool 23-Aug-12 Page 16 of 36

17 2. If validation is available for that question type, it will be listed under Validation Type in the menu bar. 3. Click on a radio button under Validation Type to have Qualtrics check a respondent s answer for the selected requirement. 4. If additional options exist for the selected requirement, they will be displayed under Validation Options in the menu bar. Using Skip Logic to Skip Questions Adding Skip Logic to a question changes the way that a user will move through your survey. Skip Logic will cause the respondent to jump forward to another question or skip to the end of the question block based on their selected answer. To add Skip Logic to a question: 1. From the Edit Survey tab, click on the question that will cause the user to skip ahead in your survey. 2. Click on the Advanced Question Options ( ) button. 3. Click on the Add Skip Logic link. A black Skip Logic field is added to your question. 4. In the If dropdown, select the response that will cause the user to skip. 5. In the Is dropdown, select what user action will cause the skip to happen. In most cases, select Selected. 6. In the Then Skip To dropdown, select the question that the user will to skip to when the desired answer is selected. 7. Click on the Done link. Note: You can repeat the steps above to add multiple skips to the same question. You can also delete any skips by clicking on the button. Note: Questions that are skipped or not displayed will still be shown in the responses for that user. However, the responses to those questions will be empty. Qualtrics Survey Tool 23-Aug-12 Page 17 of 36

18 Using Display Logic to Display or Hide Selected Questions Adding Display Logic to a question changes the way that a user will move through your survey. Display Logic is the inverse of Skip Logic. Display logic will cause the user to see the selected question when the user responds to a prior question in a certain way, and hide the question the rest of the time. To add Display Logic to a question: 1. From the Edit Survey tab, click on the question that you want to hide. 2. Click on the Advanced Question Options ( ) button. 3. Click on the Add Display Logic link. A large field will appear in the center of your screen. 4. In the If dropdown, select question. 5. In the Select Question dropdown, select the question that will be used to cause this question to display. 6. In the Select Choice dropdown, select the question response that will cause this question to display. 7. In the Is dropdown, select what user action will cause the question to display. In most cases, select Selected. 8. If you want to add additional conditions to the Display Logic, click on the button and repeat steps 4 through Click on the Save button. A blue Dsiplay Logic field is added to your question. Note: You can have only one Display Logic per question. You can delete any Display Logic by clicking on the button. To add Display Logic to a single question choice: 1. From the Edit Survey tab, click on the question choice in your survey that you want to add Display Logic to. 2. Click on the blue arrow that appears next to the question choice. 3. In the menu that appears, click on the Add Display Logic menu choice. A large field will appear in the center of your screen. Qualtrics Survey Tool 23-Aug-12 Page 18 of 36

19 4. In the If dropdown, select question. 5. In the Select Question dropdown, select the question that will be used to cause this choice to display. 6. In the Select Choice dropdown, select the question response that will cause this choice to display. 7. In the Is dropdown, select what user action will cause the choice to display. In most cases, select Selected. 8. If you want to add additional conditions to the Display Logic, click on the button and repeat steps 4 through Click on the Save button. A blue Display Logic arrow is added to your question choice. Qualtrics Survey Tool 23-Aug-12 Page 19 of 36

20 To remove Display Logic from a question choice: 1. Click on the question choice in your survey that you want to remove Display Logic from. 2. Click on the blue arrow that appears next to the question choice. 3. In the menu that appears, click on the Remove Display Logic menu choice. The blue Display Logic arrow will be removed. Note: Questions and choices that are skipped or not displayed will still be shown in the responses for that user. However, the responses to those questions will be empty. Using Quotas to Limit Answers to Questions Quotas can count whenever a specified event happens in your survey (for example, whenever a respondent selects a certain choice for a question) and can perform certain pre-set actions once a specified count has been reached. If you want to limit the total number of responses to a given question, you can use a quota to count how many respondents have selected a given choice in a question. Once the quota is met, you can have Qualtrics hide the question or even deactivate the entire survey. Note: Limiting the total number of responses to a given question can be surprisingly useful. For example, if you are using a Qualtrics survey to record event registrations, you can have Qualtrics remove questions once registrations exceed the available space. To set up a quota for a question: 1. From the Edit Survey tab, click on the Advanced Options button. 2. In the menu that appears, click on the Quotas menu choice. 3. In the window that appears, click on the Add a Quota link. 4. In the If dropdown, select question. 5. In the Select Question dropdown, select the question that will be counted by the quota. 6. In the Select Choice dropdown, select the question choice that will be counted by the quota. Qualtrics Survey Tool 23-Aug-12 Page 20 of 36

21 7. In the Is dropdown, select which user action will be counted by the quota. In most cases, select Selected. 8. If you want to add additional conditions to the quota, click on the button and repeat steps 4 through In the Quota Limit: field, enter a number for the limit. Note: Once the quota s count reaches the set quota limit, the quota is met and the actions that you have set for the quota take place. 10. In the Quota Name: field, enter a descriptive name for your quota. 11. Click on the Choose an Action link. 12. In the dropdown that appears, select an action that you want to occur once the quota is met. 13. If you want Qualtrics to stop displaying a question or block, select the question or block in the next dropdown that appears. 14. Click on the Finish Editing link. 15. Click on the Save Quotas button. To remove a quota: 1. From the Edit Survey tab, click on the Advanced Options button. 2. In the menu that appears, click on the Quotas menu choice. 3. Click on the Delete button next to the quota that you want to remove. 4. Click on the Save Quotas button. Using Smart Text You can use Smart Text to customize the text of a question to match the respondent. For example, you can import the selected choice from a prior question into your current question text. If you are using panels to distribute Survey Invitations (see Distributing a Survey Using Survey Invitations, below), you can use Smart Text to add the respondent s name to the question text. To add a prior question choice to your current question text: 1. From the Edit Survey tab, click on a question that you want to add Smart Text to. 2. Click on the question text to edit it. A text box will appear, allowing you to edit the text. 3. Click on the Rich Text Editor link at the top of the text box. Qualtrics Survey Tool 23-Aug-12 Page 21 of 36

22 4. A text editing window will appear with formatting buttons along the top. Use the text editing window to edit and format the question text as desired. 5. Click on the spot in the question where you want to insert the question text. 6. Click on the Insert Smart Text ( ) button. 7. In the menu that appears, select Survey Question. 8. Choose the prior question that you want to import text from. 9. Choose Selected Choices to import the text from the user s selected choice in that question. 10. Some computer code will be added to the text of your question. Note: The code begins with a $ and ends with a }. Do not change this text or else the Smart Text will not work. 11. Click outside the text editing window to close it and save your new question text. 12. Add a Page Break between this question and the question that you are importing text from. Note: If you do not have a page break between this question and the question that you are importing text from, the Smart Text will not work. To add a panel respondent s name to your current question text: 1. From the Edit Survey tab, click on a question that you want to add Smart Text to. 2. Click on the question text to edit it. A text box will appear, allowing you to edit the text. Qualtrics Survey Tool 23-Aug-12 Page 22 of 36

23 3. Click on the Rich Text Editor link at the top of the text box. 4. A text editing window will appear with formatting buttons along the top. Use the text editing window to edit and format the question text as desired. 5. Click on the spot in the question where you want to insert the question text. 6. Click on the Insert Smart Text ( ) button. 7. In the menu that appears, select Panel Field. 8. Choose Recipient First Name or Recipient Last Name to import the respondent s name into that question. 9. Some computer code will be added to the text of your question. Note: The code begins with a $ and ends with a }. Do not change this text or else the Smart Text will not work. 10. Click outside the text editing window to close it and save your new question text. 11. When you send the Survey Invitations, the individual panel members will see their name at the selected location in the question. Distributing a Survey to Respondents Once you have created your survey and are ready to collect responses, you have two major options for distributing the survey to respondents. You can use the built-in Qualtrics program to send Survey Invitations to respondents or you can create a link to the survey which you can then place on a website or send to respondents using your own program. Distributing Surveys Using Survey Invitations Survey Invitations are sent through the internal Qualtrics program. The Qualtrics program sends each respondent a Survey Invitation containing a unique link which they can use to take the survey. Survey Invitations are not anonymous. If you send Survey Invitations to respondents, you will be able to track each survey respondent and see how they answered your survey questions. Qualtrics Survey Tool 23-Aug-12 Page 23 of 36

24 The advantages of Survey Invitations You can view the answers from each respondent who completed your survey. Each set of answers will be linked to the respondent s name and address. You can control who takes your survey and who does not. Anyone who does not receive a Survey Invitation cannot take the survey. If survey respondents do not respond to the Survey Invitation, you can send them a follow-up reminder to take the survey. If a survey respondent exits the survey before finishing it, they can click on the link from your Survey Invitation to continue where they left off (provided you turned on the Save and Continue option, below). The disadvantages of Survey Invitations Survey responses are not anonymous. If you do not want to know who responded to your survey and what their individual answers are, you should not use Survey Invitations. To use Survey Invitation, you must know who you want to send the survey to and you must have an address for each respondent. Survey Invitations are not usable in situations where you do not know who will respond to your survey (for example, when you are creating a registration form for an event that is open to the public). Distributing Surveys Using the Survey Link In addition to using Survey Invitations, surveys can be sent to users using the Survey Link. Surveys sent to users using the Survey Link are anonymous, meaning that you cannot track the identity of survey respondents. The advantages of using the Survey Link You can use your own program to send the survey link to respondents. You do not have to the survey link to respondents. You can place the Survey Link on a website instead. If you place the Survey Link on a website, then anyone who can get to the link can take the survey. This is useful for creating surveys that are open to the general public or when you don t have the address for every respondent. Survey responses are anonymous. If you do not want to know who responded to your survey and what their individual answers are, use a Survey Link. Respondents can forward the containing the survey link to other people without corrupting the survey results. The disadvantages of using the Survey Link Survey responses through the Survey Link are anonymous. You will not know who filled out your survey unless you ask for the respondent s name and address in the survey. (Even then, there is no way to ensure that the respondent answered truthfully. You are relying on the respondents to be honest.) If a survey respondent exits the survey before finishing it, they cannot continue where they left off. If they click on the Survey Link again, they will have to start over. Qualtrics Survey Tool 23-Aug-12 Page 24 of 36

25 Distributing a Survey Using Survey Invitations If you have the addresses for your desired respondents, you can distribute your survey using Survey Invitations. Step 1: Activate Your Survey Before you can send your survey out to respondents, you must first activate your survey. All surveys are inactive when they are first created. No respondents can access or take an inactive survey. Activating your survey makes the survey visible online and allows respondents to take your survey. To activate your survey: 1. From the Edit Survey tab, click on the Survey Options button near the top. 2. In the Survey Protection section, click on the By Invitation Only radio button. 3. In the Survey Experience section, check the Back Button and Save and Continue checkboxes. 4. If you want the survey to be accessible only between certain dates, click on the This survey is valid from: radio button and enter the start and end dates for the survey. 5. Click on the Save Changes button at the bottom of the Survey Options window. 6. If you have not done so already, click on the Spell Check button near the top. This will check your survey for spelling mistakes. Qualtrics Survey Tool 23-Aug-12 Page 25 of 36

26 7. To try out your survey before activating it, you can click on the Preview Survey button. This will allow you see how your survey will look to respondents. Note: The Preview Survey button takes you to a fully functional version of your survey. Any answers that you enter into a survey preview will be recorded in your results! Be sure to exclude the test answers from your survey preview when you analyze your results later (see Viewing Survey Results, below). 8. When you are done reviewing your survey, click on the Launch Survey button. You will be brought to the Distribute Survey tab. 9. Click on the Activate your survey to collect responses link. Your survey will be activated. 10. Active surveys will have a green check mark next to them on your My Surveys tab. To deactivate a survey, click on the green check mark next to the survey you want to deactivate. Step 2: Set Up Your Panel The Panel feature in Qualtrics allows you to your survey to a lot of respondents at once. You can place the respondents names and addresses in an Excel file, import the file into Qualtrics, then use that list of names and addresses to the Survey Invitations. To set up an panel: 1. Click on the Panels tab at the top of Qualtircs. 2. Click on the green Create New Panel button near the top of the window. Qualtrics Survey Tool 23-Aug-12 Page 26 of 36

27 3. In the Panel Name field, enter a descriptive name for your new panel. 4. Click on the blue Import/Update Panel Members button near the top of the window. 5. Click on the Import/Update From a File button. 6. Click on the Example Document icon on the right hand side. 7. When prompted, save the file to your computer. 8. Double-click on the file to open it in Excel. 9. In the first three columns of the Excel spreadsheet, type the first name, last name and addresses of your desired respondents. 10. Save the file in its original.csv format. When prompted by Excel to keep the.csv format, click Yes. 11. Return to Qualtrics. 12. Click on the Browse button at the bottom of the Import/Update From a File window. 13. Navigate to the file that you just updated. 14. Click on the Open button. 15. Click on the Import button. 16. When the import is completed, click on the Close button. 17. The addresses will now appear in the panel that you created. Step 3: the Survey Invitations to your Respondents Once you have activated your survey and created your panel, you are now ready to send out the Survey Invitations. To send out the Survey Invitations: 1. On the Distribute Survey tab, click on the Survey button. 2. Click on the Survey Mailer tab. Qualtrics Survey Tool 23-Aug-12 Page 27 of 36

28 3. In the When to send (s) dropdown, choose when you want the Survey Invitations to be ed. 4. In the Who to send to section, click on the Panel radio button. 5. In the Library: dropdown that appears, select your name. 6. In the Panel: dropdown, select the panel that you just created. 7. In the Subject: field, edit the subject as you see fit. 8. Click on the Create a Message radio button. 9. In the Library: dropdown that appears, select your name. 10. In the Name: field, give this message a name. Note: The name that you give this message will not be seen by your respondents. The message that you write will be stored in the Message Library section of the Library tab, in case you wish to use this message for a future mailing. 11. In the text editor field, enter your message. Note: Do not change any lines in the message that are below the Follow this link to the Survey line! 12. When your message is complete, click on the Schedule Mailing button at the bottom to send your Survey Invitations. Distributing a Survey Using the Survey Link If you do not have an list of desired respondents, want to keep your survey results anonymous or you want to post a link to the survey on a web page, you will need to distribute a survey using the Survey Link: Step 1: Activate Your Survey Before you can send your survey out to respondents, you must first activate your survey. All surveys are inactive when they are first created. No respondents can access or take an inactive survey. Activating your survey makes the survey visible online and allows respondents to take your survey. To activate your survey: 1. From the Edit Survey tab, click on the Survey Options button near the top. Qualtrics Survey Tool 23-Aug-12 Page 28 of 36

29 2. In the Survey Protection section, click on the Open Access radio button. 3. In the Survey Experience section, check the Back Button checkbox. 4. Clear the Save and Continue checkbox. 5. If you want the survey to be accessible only between certain dates, click on the This survey is valid from: radio button and enter the start and end dates for the survey. 6. Click on the Save Changes button at the bottom of the Survey Options window. 7. If you have not done so already, click on the Spell Check button near the top. This will check your survey for spelling mistakes. 8. To try out your survey before activating it, you can click on the Preview Survey button. This will allow you see how your survey will look to respondents. Note: The Preview Survey button takes you to a fully functional version of your survey. Any answers that you enter into a survey preview will be recorded in your results! Be sure to exclude the test answers from your survey preview when you analyze your results later (see Viewing Survey Results, below). 9. When you are done reviewing your survey, click on the Launch Survey button. You will be brought to the Distribute Survey tab. Qualtrics Survey Tool 23-Aug-12 Page 29 of 36

30 10. Click on the Activate your survey to collect responses link. Your survey will be activated. 11. Active surveys will have a green check mark next to them on your My Surveys tab. To deactivate a survey, click on the green check mark next to the survey you want to deactivate. Step 2: Get the Survey Link and distribute it to your Respondents Once you have activated your survey, you are now ready to distribute the link to your survey. 1. On the Distribute Survey tab, click on the Survey Link button. Your survey link will be shown in the yellow field. 2. Highlight the Survey Link with your mouse. 3. Copy and paste the link into the body of an message or onto a web page. Viewing Survey Results Once your respondents have had a chance to fill out your survey, you can view the aggregated results in Qualtrics and download individual responses to Excel. Note: The Preview Survey button in Qualtrics takes you to a fully functional version of your survey. Any answers that you enter into a survey preview will be recorded in your results! If you have previewed your survey earlier and want to exclude your preview answers from the survey results, you can do so from the View Results tab. Qualtrics Survey Tool 23-Aug-12 Page 30 of 36

31 To delete survey previews from your survey results: 1. Click on the View Results tab. 2. Click on the Responses button. 3. Click on the Advanced Options button above and to the right of the response list. 4. Click on the Delete Survey Previews menu option. 5. Click Delete. To view the aggregated results: 1. Click on the View Results tab. 2. Click on the View Reports button. 3. Click on the Initial Report link. In the Initial Report appears. 4. Click on the question text on the left hand side of the window to view the aggregated results on the right. To download individual responses to Excel: 1. Click on the View Results tab. 2. Click on the Download Data button. 3. Under Representation:, click on the Answers as Labels radio button. 4. If you only want to see results for certain dates, enter a start and end date into the Date range: fields. 5. Click on the large CSV icon ( ) to download the responses. 6. When prompted, save the file to your computer. 7. Double-click on the file to open it in Excel. Note: Downloading the data does not remove the responses from Qualtrics. Qualtrics Libraries Qualtrics libraries are used to store custom messages, survey messages, questions, graphics and even entire surveys for later use. As a Qualtrics user at Chicago Booth, you will automatically have access to two libraries: Qualtrics Library The Qualtrics Library contains pre-set questions and messages from Qualtrics. You cannot change the contents of the Qualtrics Library. My Library In Qualtrics, your own personal library is listed with your name. Your personal library is where you can store any items that you want to keep for future use. Qualtrics Survey Tool 23-Aug-12 Page 31 of 36

32 Note: If you are a member of a Group, you may see additional libraries listed here (see Qualtrics Groups, below). Each library contains four sub-libraries which can store different kinds of content: Survey Library This library holds entire Qualtrics surveys. You can copy any survey that you have access to into this library. Surveys stored in this library can be used as the basis for new surveys that you create (see Creating New Surveys, above). Question Library This library holds individual survey questions. You can copy any question that you have access to into this library. Questions stored in this library can be copied into your surveys (see Adding New Questions to a Survey, above). Graphics Library This library holds graphics, such as logos, that you can add to survey questions. Graphics need to be uploaded into this library prior to being used. Once uploaded, you can use the Insert Image button in the Rich Text Editor to add the library image to your survey. Message Library This library holds customized messages used in Survey Options and by the Survey Mailer. New messages that are created in Survey Options or the Survey Mailer can be automatically stored in the Message Library. You can also create new messages and add them directly to the library. To access a Library: 1. Click on the Libraries tab at the top of the Qualtrics window. 2. In the Current Library: dropdown, select your desired library. 3. Click on one of the library buttons (Question Library, Message Library, etc.) to manage the contents of that library. To add an item to a library, click on the green button at the top-left corner of that library. To view an item, click on it. You can also click on the buttons next to an item to copy it, delete it or edit its properties. Sharing Surveys with Other Qualtrics Users You can share surveys that you have created with other users of Qualtrics at Chicago Booth. This helps users collaborate together on survey projects. To share a survey with other Qualtrics users: 1. Click on the My Surveys tab. 2. Click on the Collaborate icon ( ) next to the survey that you want to share. 3. In the Type Username or field at the top of the window, type in the first name and last name of the Qualtrics user at Chicago Booth that you want to collaborate with on your survey. Note: Click on the User and Group Address Book link if you are having trouble finding the user that you want to share your survey with. The person must already be a user of Qualtrics in order for you to share a survey with them. 4. Click on the Add ( ) button. 5. Check the desired survey permission checkboxes. Qualtrics Survey Tool 23-Aug-12 Page 32 of 36

33 Note: Sharing will give the user access to your survey. They will be able to modify your survey based on the permissions that you give them. You may want to first make a copy of the survey and then share the copy with the user, rather than sharing the original survey. 6. Click on the Save button. To stop sharing a survey with other users: 1. Click on the My Surveys tab. 2. Click on the Collaborate icon ( ) next to the survey that you want to stop sharing. 3. Click on the red X ( ) next to the name of the user that you want to stop sharing your survey with. Note: If you want to remove some of the permissions that a user has to your survey, but keep sharing the survey, you can clear the desired checkboxes next to the user s name. 4. Click on the Save button. Qualtrics Groups A Qualtrics Group is a collection of shared surveys, panels and libraries for use by departments and faculty at Chicago Booth. Surveys, panels and libraries placed within a group are automatically shared with all other members of that group. To Create a New Group Have your department director the Computing Services Help Desk (helpdesk@chicagobooth.edu) and request a Qualtrics group for your department. To Join an Existing Group Have your department director the Computing Services Help Desk (helpdesk@chicagobooth.edu) and request for you to be added to your department s Qualtrics group. They must specify the name of the Qualtrics group that you wish to be added to. Accessing Surveys in a Group If you have been granted access to a group, the surveys from that group will be visible in your My Surveys tab. Scroll down until you see a grey bar with the group name listed on it. All surveys in the group are listed below the grey bar. Surveys that are in a group can be viewed and edited just like any other survey. Qualtrics Survey Tool 23-Aug-12 Page 33 of 36

34 Note: If you have been granted access to a group but do not see it listed in your My Surveys Tab, click on the Show All Surveys link at the bottom of the My Surveys list. In addition, your group will not be shown in your My Surveys tab until it has at least one survey stored in it. Note: You cannot share surveys that are already in a group with people that are outside of your group. Only members of the group have access to the surveys within the group. You can also access your group surveys from the other tabs in Qualtrics. To do so, click on the Current Survey button at the top-left of the Qualtrics window. You can select any survey from your personal account or from the groups that you have access to. Adding Surveys to a Group To add a survey to a group, you must first create the new survey in your own Qualtrics account. When you are done creating the survey, you can then share the survey with the group. To share a survey with a group: 1. Click on the My Surveys tab. 2. Click on the Collaborate icon ( ) next to the survey that you want to share with the group. 3. Click on the User and Group Address Book link. 4. Under Groups in my brand, select the name of the group you wish to share the survey with. Click on the Add Selected button. 5. Check the desired survey permission checkboxes. Note: Sharing will give the entire group access to your survey. They will be able to modify your survey based on the permissions that you give them. 6. Click on the Save button. Note: The shared survey will appear twice in your account: once in the My Surveys section, and once in your group section. While the survey appears twice, the original survey remains stored in your account. If you delete the survey from your My Surveys section, the survey will be deleted from both your My Surveys section and from the group. Accessing Panels in a Group Panels stored in a group can be accessed through the Panels tab. To access a panel: 1. From the top-left of the Qualtrics window in the Current Panel Library dropdown, select your group. 2. With your group selected as the Current Panel Library, you will see all panels currently stored in your group. Qualtrics Survey Tool 23-Aug-12 Page 34 of 36

35 3. Add new panels to the group by clicking on the Create New Panel button. Accessing Libraries in a Group The group libraries can be accessed through the Library tab. To access a library: 1. At the top-left of the Qualtrics window in the Current Library dropdown, select your group library. Note: Each group has its own Survey library, Question library, Graphic library and Message library. 2. With your group selected as the Current Library, you can view items in the library by clicking on the appropriate library button. 3. Add new items to a group library by clicking on a library type and then pressing the Create button near the top of the page You can use items from a group library in many places throughout Qualtrics. For example, to use a thank you messages form a Library: 1. Click on the My Surveys tab. 2. Click on the Edit icon next to a survey. 3. At the top, click on the Survey Options button. 4. From the Survey Termination section, click on the End of survey message from a library button. 5. In the Library: dropdown, select your group library. 6. From the End of Survey Message: dropdown, select the end of survey message that you would like to use. 7. Click on the Save Changes button. Qualtrics Survey Tool 23-Aug-12 Page 35 of 36

36 Checking Your Account Limits Qualtrics users at Chicago Booth have a default account limit of 20 surveys and 5,000 survey responses. When you reach these account limits, you will no longer be able to create surveys or receive survey responses. To see your account limits: 1. Click on the Account Settings link at the top-right of the Qualtrics window. 2. Click on the Restrictions button. 3. Your account restrictions are shown next to your current usage numbers so that you can see how close you are to your account limits. For More Information Note: If you have reached your survey limits, you have a few options. First, save the results from your survey if you wish to keep them. Then, delete the survey or archive the survey to your personal library. Click on the Copy button next to the survey that you want to archive, enter a category name and copy the survey to your personal library. You can use surveys saved in your personal library as templates for new surveys. To find Qualtrics training videos and help documents, click on the Help and Tutorials link at the top of the Qualtrics window. The Help and Tutorials section in Qualtrics is quite thorough and includes webinars and help for the latest features added to Qualtrics. You can also contact the Help Desk at helpdesk@chicagobooth.edu if you have any additional Qualtrics questions. Qualtrics Survey Tool 23-Aug-12 Page 36 of 36