QUALTRICS SURVEY SOFTWARE (BlueQ 2015)

Transcription

1 QUALTRICS SURVEY SOFTWARE (BlueQ 2015) DoIT Training Course Participant s Guide

2 Table of Contents HOW TO USE THIS GUIDE... 3 OVERVIEW OBJECTIVES... 3 LOGGING INTO QUALTRICS... 5 SURVEY DASHBOARD... 6 CREATE SURVEY... 7 ADDING CONTENT TO SURVEYS CONTENT EDITING TOOLS ADDING FILL-IN-THE-BLANK QUESTIONS ADDING DIFFERENT QUESTION TYPES ADDING LOGIC TO A QUESTION EDITING SURVEY OPTIONS ACTIVATING SURVEY DISTRIBUTING YOUR SURVEY VIEW RESULTS DELETING, CLOSE, and COPY PROJECTS SUMMARY BlueQ Building a Basic Survey 2 Last updated: 4/30/2015

3 HOW TO USE THIS GUIDE This guide provides step-by-step instructions for each course. Anything that you are supposed to type or select is noted with various types and colors. WHEN YOU SEE THIS Note: Practice: Important: YOU DO THIS Important information that will assist you in using this program. These are interactive projects to be completed by the class. Step by Step procedures usually follow. Pay close attention to this as it will provide important information about the process or procedure. OVERVIEW OBJECTIVES Welcome to the New BlueQ Survey Tool Qualtrics. Overview With the implementation of Qualtrics you will immediately notice some changes in how we create surveys. The new survey tool, Qualtrics, provide wonderful features such as: A true enterprise solution. Allowing every faculty, staff and student a private user account, a Files Upload feature for survey respondents, the ability to create an SMS Text survey (with a per message fee to be paid by the initiating user/department/group), and A 2-month crossover period for users to transition from the current BlueQ (Verint) to the new BlueQ (Qualtrics), beginning in May Scalable Surveys ability to use the survey on both your computer as well as a mobile device. Objectives Training today will focus on the following key areas: A review of the new interface, BlueQ Building a Basic Survey 3 Last updated: 4/30/2015

4 How to create a basic survey, How to edit a survey, How to distribute a survey, and How to analyze the results. Upon completion of this course participants will be able to create a basic survey, publish and distribute it, then review the results. Support Should you have any problems or questions, please contact our DoIT Support Staff or the DoIT Training Team at the following numbers: Faculty and Staff Hours: Monday Friday, 8:00 AM to 5:00 PM Phone: , or , Select Option 3 servicedesk@creighton.edu Desk Location: Lower Level of Reinert Alumni Memorial Library Student Hours: Monday Friday, 9:00 AM to 5:00 PM Phone: , or , Select Option 2 doit4students@creighton.edu Desk Location: Lower Level of Reinert Alumni Memorial Library For additional questions or concerns, please check the BlueQ FAQS, or contact one of the following: Qualtrics Support support@qualtrics.com Service Desk servicedesk@creighton.edu Creighton s BlueQ web site Qualtrics University web site BlueQ Building a Basic Survey 4 Last updated: 4/30/2015

5 LOGGING INTO QUALTRICS To log into the Qualtrics Survey Tool you will need to open a web browser and enter the following web location into the address bar: 1. At the Login prompt you will be asked to enter your Username and Password. Your Username is: NetID Your Password is: BluePassword 2. Once entered press Sign In to reach the main page. Once entered you will be directed to the Survey Dashboard. Congratulations! You are now logged into Qualtrics. In our next section we will begin to explore Qualtrics Survey Dashboard, then begin to build our first survey. BlueQ Building a Basic Survey 5 Last updated: 4/30/2015

6 SURVEY DASHBOARD Now that you have logged in you will see the Survey Dashboard set up for members. In this dashboard you will notice immediately a series of tabs across the top of the page. The tabs we will cover first include: My Surveys Create Surveys Edit Surveys, and Distribute Surveys To begin with we will focus on the My Surveys tab. My Surveys Tab The My Surveys tab is your home page. You will be able to see all your surveys, determine if that survey is active or not, see responses as well as your basic tasks associated with the survey. BlueQ Building a Basic Survey 6 Last updated: 4/30/2015

7 1. Tabs The tabs across the top are used to View Existing Survey s, Create, Edit, and Distribute your Survey s. Additionally, you will also have some administrative features such as View Results, Library, Panels, and Reporting. 2. Tool Ribbon The tools in the Ribbon are associated with the specific Tab. By clicking on each Tab you will notice the tools in the Ribbon will change based on the tab. 3. Additional Features That allow you to manage and view your shared surveys. 4. Job Pane This area displays your surveys and their status, whether open, draft, etc. 5. Data Drop Down Allows you to customize your Job Pane. Add or remove columns per your requirements. 6. User Drop Down This drop down houses the Logout option and some other functions as they relate to customizing your account. In our next section we will begin the process of creating a survey and exploring some of the new features associated with Qualtrics. CREATE SURVEY Create Survey Tab Once you have clicked on the Create Survey tab you will notice the ribbon disappears. The Create Survey tab interface provides you with simple action panel layout from which to begin creating your survey. BlueQ Building a Basic Survey 7 Last updated: 4/30/2015

8 The 3 Action Panels on this page include: 1. Quick Survey Builder Allows the user to build their Survey from scratch. 2. Create from Copy Allows users the option to utilize an existing survey, copy and reuse. 3. Survey Library Allows you the ability to explore and utilize surveys from Qualtrics via an existing library of survey templates. The Qualtrics Library contains hundreds of ready-to-use surveys. At some point, the templates may also be added to this Library. To start, we will explore the Quick Survey Builder option and create a survey from scratch. Note: As a participant moving through this course you will encounter a series of activities that help you build your survey. These practice activities will help you to create your very first survey. It is important that you follow these steps exactly so that your sample survey can be utilized as an example, to help you remember how to do certain steps. BlueQ Building a Basic Survey 8 Last updated: 4/30/2015

9 Quick Survey Builder Option In the next series of steps we will start the process of creating our new survey. The Quick Survey Builder allows you to create a survey from scratch and start adding questions immediately. Practice 1 To Create a New Survey 1. Begin by clicking on the Quick Survey Builder option on this page 2. Type in the Survey Name for your new survey. For this example we will use the following survey name: Training Survey 1 Note: At this point you will not need to do this, but later down the line you may also wish to create a folder to house specific surveys. 3. Click on Create Survey BlueQ Building a Basic Survey 9 Last updated: 4/30/2015

10 Congratulations! You have now created your first training survey, Training Sample 1. Now it is time to add some content to your survey. In our next section we will begin adding content to your survey. ADDING CONTENT TO SURVEYS In this section we will begin to explore the Edit Survey tab features more in depth and begin to add content to our survey. The Edit Survey Tab Now that you have created your first survey it is time to add content. Upon initial review you will notice that your Toolbar has changed to now reflect the tools needed to further build and develop your survey. In other words now that your survey has been created you will move to the Edit Survey tab automatically allowing access to all the tools necessary to add content to your survey. The Edit Survey tab is the starting point for creating questions for your new survey. Below is a high-level overview of the functions associated with the Edit Survey tab. BlueQ Building a Basic Survey 10 Last updated: 4/30/2015

11 Look and Feel Allows you to explore and utilize the preset options for how your survey will look and feel. This includes Survey Templates, General Options, Fonts, Colors, and Additional Elements. Survey Options This allows you additional options including the Survey Experience, Survey Protection, Survey Termination, Inactive Surveys, Partial Completion, and Response Set. Survey Flow The Survey Flow allows you to customize where participants go and what they see in your survey. It also gives you a quick overview of your survey and its subpages. Print Survey Allows you to Print your survey. Spell Check Provides a basic spell check feature. Preview Survey Allows you to preview your full survey prior to launching it. Launch Survey Makes your survey live and ready for respondents to participate. Let s explore adding a simple question to your survey. BlueQ Building a Basic Survey 11 Last updated: 4/30/2015

12 Practice 2 Creating a Question 1. In the middle of the page you will also see a button to Create a New Item. 2. To begin creating your survey s content you must first click on the Create a New Item button. When you do a Default Question Block will appear. Note: This will automatically default to a multiple choice question, but this can be changed per your requirements (We will explore this later). For now just leave it. As you can see from the example you are presented with a multiple choice question containing all of the following items: Question Number Question numbers can be changed as needed. Tool Options Sprockets Both are different and offer different elements. (Please review.) Question Text Field Allows a blank field for your question text to be entered. Answer Text Fields Allows blank fields for you answer text to be entered. Up and Down Arrows Allows you to move your question up or down on the survey. Will change numbering. Plus and Minus boxes Allows you to add or delete questions quickly. BlueQ Building a Basic Survey 12 Last updated: 4/30/2015

13 Congratulations! You have now created your first content element to the survey. In or next practice we are going to begin to add more questions to this survey and explore some additional features. Now that you have created a question, you need to add some text to it. As you can see from the question added it is a Multiple Choice option. This is the default option for questions, you can and will be changing this later in this course. However, let s move into our next Practice. For this practice example you have already created this Multiple Choice question. Now we need to add text. Practice 3 1. To begin: Locate the Click to write the question text field click on and type in the following text: Did you attend this week s webinar? 2. Press Enter Note: When you press Enter you will see Qualtrics use the Automatic Choices option of Yes and No appear automatically for the answers. This new Automatic choice feature will work for a variety of different question options (See Image Below). There is also a Drop-down option to see a variety of different Automatic Choices. (Seem Image Below) Congratulations! You have just created your first actual Yes/No question. BlueQ Building a Basic Survey 13 Last updated: 4/30/2015

14 For our next section we will look at the process for changing our question type. For example: What if you wanted a Fill in the blank question, not a Multiple Choice. Let s take a look. Change Item Type Toolbar You will also notice another tool bar far to the right side. This contains the tools necessary to modify your questions and the question type. Example: If you decided to use a Fill in the blank type instead of the default, this is where you would need to begin. First you must add a new question. Then modify the existing question to meet your needs. We will explore the many options later in this course. To begin with, let s explore the Change Item Type field a bit more. Change Item Type Choices Answers Position Validation Options Validation Type Allows you to change the type of question. Default is Multiple Choice. Select Dropdown for further options. Allows you to select how many answers you are provided. Allows you to select whether you will have a single answer or multiple correct answers. Allows you to change the position of your question. Allow you to make the answer required or not. Allows you to select a custom validation. Additional Tools Provides additional tools such as Display Logic and Skip Logic with will be covered later in this manual. For our next practice we are going to add another question to our survey. BlueQ Building a Basic Survey 14 Last updated: 4/30/2015

15 Practice 4 This time we are going to continue with a multiple choice question, but we are going to use the Plus Sign or the Create a New Item button to create another question. Either will work fine and in a similar fashion. 1. Begin by creating another question. 2. Next activate the field so you can type in the following question: What is your gender? 3. You will see that the Automatic Choices has again utilized the following answers, Male and Female. Note: Automatic Choices Button This feature automatically populates answers. However, if you do not like the options provided, or wish to edit these further, you may do so by using the Drop Down on the Automatic Choices option, you will be presented with other options. Congratulations! You have now created another question. In a previous question we asked Did you attend this week s webinar?, but now we wish to find out what people thought of the webinar. In our next section we will begin to explore some of the other exciting features such as a 7 Point Scale. Adding Multiple Choices Another exciting element is adding features such as a 7 Point Scale to your question. This allows you to go from Like to Dislike and any number of combinations in between. The best thing about this is that it will default to 7 Point Scale, but you can adjust this with a simple click of the Plus or Minus sign under the Choices option. For our next practice we will create another question and add a 7 Point Scale to it. BlueQ Building a Basic Survey 15 Last updated: 4/30/2015

16 Practice 5 1. Begin by select the Create a New Item button and type in the following: How satisfied were you with this week s webinar? Note: As you can see this questions Automatic Choices feature will create a default series of answer that contains a 7 point scale. Question: But what if we want only a 5 point scale? Answer: To edit the choices simply go to the Editing Panel and reduce the number of answers in my question. Doing this will automatically adjust the scale with the appropriate answer combination. Congratulations! You have now added another question to the survey. Let s add another question while we are at it. Our next question we will create a question that does not utilize the Automatic Choices option. BlueQ Building a Basic Survey 16 Last updated: 4/30/2015

17 Practice 6 1. Select the Create a New Item button and type in the following: Which survey software do you normally use? Note: As you can see this does not automatically populate choices and you will need to add your own. 2. Adding answers you will need to click in the field Click to write Choice 1, 2, 3 Please click on the answer field and type in the following: Survey Z Surveys Inc. Survey USA Note: At this point we have run out of prepopulated answer fields. To add a new field simply click Enter and another answer field will be added. 3. Go ahead and add the following and final answer. For this answer field we will just type in the word: Other Congratulations! We have now created a multiple choice sample question. In addition, we have explored the process of adding new questions and answers, and also looked at some of the additional features located in our Editing Panel. For our next section we will explore the process for editing our questions and adding some exciting new elements. BlueQ Building a Basic Survey 17 Last updated: 4/30/2015

18 CONTENT EDITING TOOLS Editing Questions In this next section we will take a step away from adding new content to explore the process for editing our existing questions. For that we will utilize the Rich Content Editor. Let s begin by exploring this feature in more detail. Rich Content Editor To access the Rich Content Editor select the question you wish to edit and click on it. You will see the options for Rich Content Editor appear in tab format above the question. Once inside you will see a variety of tools on the toolbar. Below is an image and list of all the functions. BlueQ Building a Basic Survey 18 Last updated: 4/30/2015

19 Rich Content Editor Toolbar Options Insert Piped Text Insert Graphic Insert File Insert Video Insert Special Character Table Link Unlink Undo and Redo Alignment Tool Indent Bullet and Numbered Option Tool Remove Formatting Font Options Font Size Bold, Italic, and Underline Tool Subscript and Superscript Tool Background Color and Text Color Tool Source BlueQ Building a Basic Survey 19 Last updated: 4/30/2015

20 Practice 7 1. To begin, select a question. It can be any question, 2. Click anywhere in the field you wish to edit, 3. You will now see the tab option for the Rich Content Editor, select this by clicking on it, 4. Once the Rich Content Editor opens you will be able to edit your questions as you desire. 5. Press anywhere outside the edit field to close and review your changes. Note: You may also do the same with your answer selections. To access this you will click on the drop down next to the answer and select the Rich Content Editor option. Congratulations! You have now edited the text using the Rich Content Editor option. ADDING FILL-IN-THE-BLANK QUESTIONS While we are exploring the Editing Options for the answers. Let s return to the question where we provided the answer Other. In this example we opted to allow the survey respondent to provide their own answer. However, we did not provide a field. In this case we will use the Editing Options to do this. Practice 8 1. Begin by going to the survey software question and select the answer with Other as the choice. 2. Using the Drop Down next to the choice select Allow Text Entry from the options. This places a small text box under the option allowing the respondent to provide a small text answer to the question. BlueQ Building a Basic Survey 20 Last updated: 4/30/2015

21 Note: What if we wish to have a response excluded from analysis? This is possible using the Exclude From Analysis option. Again, using the survey question with the Other answer we will follow these steps: 1. Begin by again using the Other answer and select it. 2. When the drop down appears select to open. 3. Select the Exclude from Analysis option. Note: When you do you will notice a small red X appears next to the answer to identify that this answer has been excluded. This will keep this answer from any calculations done on the back end. BlueQ Building a Basic Survey 21 Last updated: 4/30/2015

22 Congratulations! You have explored the editing features and added some text based answers to your question. Additionally, you have also explored how to exclude answers from survey results. In our next section we will expand on adding some different question types to our survey. ADDING DIFFERENT QUESTION TYPES Change Item Type For this section you will explore how to Change Item Type. To begin let s select a question from our sample survey. When we do we will look at our Editing Options field. The top option on the panel is to Change Item Type, by selecting the drop down you can make a choice some the many options available to you. BlueQ Building a Basic Survey 22 Last updated: 4/30/2015

23 Note: When you highlight your mouse over the top of an option another field opens explaining what that option is and provides an example of what it will look like. The following is an example of what descriptions look like: For the purpose of this training we will only explore three of these choices. However, feel free to expand upon your learning by trying some other options and see what they do. The three option covered will include: Multiple Choice Already discussed. (Default Option) Matrix Table Allows you to rate your experience from one level to another Descriptive Text / Graphic Static Content BlueQ Building a Basic Survey 23 Last updated: 4/30/2015

24 For our next practice we will look at including an open-ended text option. Practice 9 1. Begin by selecting the Create a New Item and a new Multiple Choice (Default) question will appear. 2. Type in the Click to write the question text field the following information: Do you have any suggestions to help us improve our webinars? Note: Since it is apparent this is a Yes or No question, the Automatic Choices will default to these answers. However, since we want this to be an open-ended text question you will need to change the answer type. 3. To change the answer from Yes to No to Open-ended Text you will begin by clicking on the Change Item Type option from the Editing Options field. 4. Next, change the item type from Multiple Choice to Text Entry. When you do this the answer boxes will disappear and a single field will appear for Text Entry. Note: When you change to Text Entry you will notice also that the Editing Options panel will change to reflect that of Text Entry. Note: It is also through the Change Item - Type-Text Entry box that you can further establish perimeters for your answer. 5. Using the Drop Down behind the Text Entry option you will see the options for items such as: Text Type Validation Options Validation Type BlueQ Building a Basic Survey 24 Last updated: 4/30/2015

25 Important: Whenever you make a change to the question type you will always look to the Text Entry Box for further options specific to your choice. Text Type: Single Line Multiline Password Essay Form Validation Options: Force Response Request Response Validation Type: None Minimum Length Maximum Length Character Range Content Validation Custom Validation Congratulations! You have now created a Text Entry answer to your question. At this point you have learned how to add a variety of different questions and how to change their look and feel. BlueQ Building a Basic Survey 25 Last updated: 4/30/2015

26 For our next section we will explore adding Logic to your questions, specifically 2 different forms of logic including: Display Logic Skip Logic Note: These two options were selected as they represent the most common forms of logic used. There are many others, but for the purpose of this training we will only review these two options. ADDING LOGIC TO A QUESTION Display Logic Wouldn t it be nice if you could take a survey and only see the questions that are relevant to you? Display Logic is the key to creating a survey that is applicable to each respondent. When a specific question or answer choice only pertains to certain respondents, Display Logic can be used to display it conditionally, based on previous information. Note: This is different from Branch Logic in that, Display Logic is ideal for conditionally displaying answer choices or single questions. If you have a group of questions that you want to have the same logic, consider using Branch Logic instead. We will discuss Branching in the next section. Adding Display Logic To A Survey Earlier you added a question: How satisfied where you with this week s webinar?. This will be the focus of our next practice. Practice Click on the question: How satisfied were you with this week s webinar? 2. From the Editing Options select: Add Display Logic. When you do a panel will open advising you that Display this question only if the following condition is met: BlueQ Building a Basic Survey 26 Last updated: 4/30/2015

27 3. The Display Logic always begins with the word If, followed by the question, and Select Question dropdowns. a. Under the Question dropdown select the appropriate option: i. Question ii. Embedded Data iii. Quota iv. Panel v. GeoIP Location vi. Loop & Merge vii. Device Type 2. For this example we will leave Question selected as the option, you will now move to the Select Question drop down. 3. Under the Select Question drop down select the appropriate question. Look for our example question Did you attend this week s webinar? from the options listed and select it. 4. When you do another box will appear. The Select Choice drop down allows you to select the choice of answer. 5. Under the Select Choice options of Yes and No select the option Yes. 6. You will now see another drop down has appeared providing you the options of: i. Selected ii. Not Selected iii. Displayed iv. Not Displayed 7. Make sure the Selected option is checked. 8. Finally, press Save and the logic will be set up. BlueQ Building a Basic Survey 27 Last updated: 4/30/2015

28 Note: You will know this the Logic is completed by the new field that appears above your question indicating that there is a specific logic associated with this question. Now when a respondent answers Yes to the question they will be directed to a specific question, those that select No will move on to the next question. Again, this is a great option for a single Follow-up Question. But what if you have multiple follow up questions? In this case Skip Logic is the best option for multiple follow up questions. Congratulations! You have added Logic to your first question. For our next section we will explore Skip Logic. Adding Skip Logic To A Survey Skip Logic allows you to send respondents to a future point in the survey or straight to the end of the survey based on specific conditions. For example, a participant indicates that they don t agree to your survey s consent form, you could immediately skip them to the end of the survey. Let s begin by creating another question that we can use for Skip Logic. To start with we will explore another option for creating a new question. Practice 11 For this next practice we will add Skip Logic to our survey. 1. Begin by hovering your mouse over your last question. This will activate the field and display some of the additional tools. 2. Next you will notice a Green Plus Sign in the lower right-hand corner of the field, click on this. This allows you to add another question immediately following your selected question. BlueQ Building a Basic Survey 28 Last updated: 4/30/2015

29 Note: Keep in mind that this will label it in order of how many question are currently on the survey. Instead of Q6, it could be labeled Q9. Please feel free to change this by clicking on the Q9 and changing it as needed. 3. For this question we will add the following text: Who was the trainer for the webinar? 4. Next, we will add a few trainer names to the answer fields. Please add the following: a. Jack b. Jill c. Jane d. Joe 5. Next, you will move the question Do you have any suggestions below the trainer names question by using the Arrow Up and Down feature on the left side of the question. 6. Click on the question to contain the Skip Logic. In this example you will use the question: Did you attend this week s webinar? 7. Next, from the Editing Options field select Add Skip Logic and add the following condition: If No is Selected then skip to Which survey software do you normally use? Note: You can either skip to the end of a survey or end of a block. 8. Select Done and your Skip Logic will be set up. You will now see a block appear showing you what Skip Logic has been added. BlueQ Building a Basic Survey 29 Last updated: 4/30/2015

30 Now when the answer of No is selected you will be directed to another question and ultimately end up in a final question. Skip Logic allows you to further drill down the reasons for their specific answers. Congratulations! You have now added Logic to your questions. To this point we have discussed Creating, Editing and Adding Logic to questions. Please take some time to review all the additional options in the Survey Options field as they will add additional components to your survey. In our next section will explore some of the additional features from the Ribbon, particularly involving the Edit Survey tab. EDITING SURVEY OPTIONS Edit Survey Options To begin with we will explore the Look and Feel options under the Edit Survey tab. Although there are a few options available for the purpose of this training course we will only focus on the Look and Feel and Survey Options. Look and Feel This options allows you to personalize the look and feel of your survey. Survey Options This is a group of setting and permission you will want to check before sending your survey out. Survey Flow This option allows you to use what is known as Branch Logic or Branches. Branches are useful when you want to send participants down different paths in the survey. It s a bit like a Choose your own adventure novel. Depending on how your participants answer certain questions, they will take a different route through your survey. Use Branch Logic to branch participants to different Survey Flow elements based on variables like question response or Embedded Data. BlueQ Building a Basic Survey 30 Last updated: 4/30/2015

31 Branches are best for when you want to selectively show a whole block of questions. If you need to hide a small number of questions, consider using Display Logic. If you want to skip respondents to the end of a survey or to a question within the same block, consider using Skip Logic. For the purpose of this training we will not go into much more depth on establishing Branching. However, please feel free to contact DoIT Training at and schedule a time to meet and go into further detail. Print Survey Simply put, this allows you to print off a version of your survey. Spell Check Does just that, provides a spell check feature for your survey. Preview Survey Allow you to do a run through of your survey and how it will function. One note on this: It also allows you to see what it will look like using a mobile device such as a phone. Launch Survey Finalizes and publishes your survey. In our next section we are going to explore the Look and Feel option in greater detail. Please click to open the Look and Feel options. Look and Feel This options allows you to personalize the look and feel of your survey. To begin, please remain on the Edit Survey tab and click on the Look and Feel option from the Toolbar. When you do you will notice a box opens with your specific survey name in the top corner. Inside you will see several options to change the overall look and feel of your survey. BlueQ Building a Basic Survey 31 Last updated: 4/30/2015

32 These options include: Template Design A Drop Down option that allows you to change to overall slide templates. There are a variety to choose from. General The General allows for a variety of basic look and feel options such as type of Next or Back button, adding a Progress Bar, showing Page Transition, etc. Fonts The Fonts option allows you to change the Type, Font Size, and whether to change either the Question or Choice Text. Colors The Colors option allows you to change the colors associated with the Text, Borders, Background, etc., and Advanced The Advanced option allows you to add a Header or Footer or links to external options. Important: Just remember to press Save to lock in your changes. Press Cancel to close out without making any changes. Survey Options From the Edit Survey tab and click Survey Options from the Toolbar. When you do you will notice a box opens. This is a group of setting and permission you will want to check before sending your survey out. BlueQ Building a Basic Survey 32 Last updated: 4/30/2015

33 Note: There are three options that are particularly important. They include: Back Button Survey Expiration Date Partial Completion Be sure to press Save Changes to lock in your changes or press Cancel to close. Now that you have explored some of the additional features associated with the Edit Survey tab, we can now look at distributing our survey. ACTIVATING SURVEY In this section we will explore the process for activating your survey and distributing it to your groups. Activate Survey To begin with make sure your survey is open and you are on the Distribute Survey tab. BlueQ Building a Basic Survey 33 Last updated: 4/30/2015

34 From inside you will notice you have several options to distribute your survey. For the purposes of this training we will only focus on the two main options for distributing your survey. These Include: Survey link Survey Option Practice Next, press either the Activate your survey to collect responses link in the center of the page or the Activate Survey button on the top right side of the page. <OR> 2. Once you do Qualtrics will go through the creation process and will activate your survey. Note: This will only take a few seconds. 3. Once done you will be provided an Anonymous Survey Link. Congratulations! You have now created your first survey. BlueQ Building a Basic Survey 34 Last updated: 4/30/2015

35 For our next section we will shift our focus to how to distribute our survey to people. DISTRIBUTING YOUR SURVEY In this next section we will explore the many options available to you after your survey has been published. These options include: How to send to a small group, or How to create a larger distribution list To begin with we will focus on the smaller group distribution first. The Survey Link Now that you have activated you survey you will be provided a link (as shown below). In my example the link is: This link can be copied, pasted, and attached to an or website for distribution to your participants. Note: It is important to note that this link is anonymous, meaning it does not collect any personal information. If you want to ensure that people take the survey only once or you want only a certain group of people to take the survey this is not the best option. If you want a more restrictive survey option the Survey Option, covered next, is the better choice. Survey Option When you activate your survey you will be provided a link (as shown below). For our example use your link shown, it should look similar to the link below: BlueQ Building a Basic Survey 35 Last updated: 4/30/2015

36 1. To select the Survey Option you will need to return to the Distribute Survey tab, and 2. On the ribbon click on the Survey option. When you select this option a form will appear that resembles an . You will need to complete this. That is what we will look at next. Note: The Survey option is great if you wish to send this survey to a specific list of respondents. This is different from the Anonymous Survey in that it actually create a unique link in the body of the message. The participant will click on this link to access their own survey. (See example below) Important: Never delete the code out of the body of the . This link is important in that it creates a unique survey for each respondent that allows them to only take the survey once. Although you may create a survey that can be sent to only a few people, it is more likely that you will send your survey to a group of people. Now it is possible to enter in all the s individually, but this can take some time, especially if you have many participants. To minimize the amount of work it may be a best practice to create a distribution list. HELPFUL PROCEDURE Create New Panel In this brief section we will create some panels that can be used to quickly distribute your survey to people. Practice 13 To begin: BlueQ Building a Basic Survey 36 Last updated: 4/30/2015

37 1. Start by going to the Tabs across the top. Select the Panels tab. 2. Next, select the Create New Panel button A Create New Panel box will appear. 3. Type in a Panel Name, in this case we will use: Sample Panel 1 4. Select Create Note: It is not necessary to select a Destination Folder. Next you will be presented with three options for adding members to your panel. BlueQ Building a Basic Survey 37 Last updated: 4/30/2015

38 Add Panel Members Allows you to create a list from scratch using a ready-made form. Import From a File Allows you to import from an Excel.CSV file. Import From a Survey Allows you to import contacts from people who have already taken a survey. For the purpose of this training we will only focus on two. The Add Panel Members and the Import From a File option. Add Panel Members The Add Panel Members option is an easy way in which to create panel members using an easy to use ready-made form. 5. Begin by clicking on the Add Panel Members option. BlueQ Building a Basic Survey 38 Last updated: 4/30/2015

39 Immediately the Add Panel Members box will appear allowing you to directly enter the information into the form. 6. Press Save to create the panel members. In our next section we will create a Panel using the Import From a File option. Let s review these steps. Import From a File The Import From a File option allows you to import contacts right from an Excel file saved on your computer. This is a very easy way, especially if the lists change or you need to add new members. BlueQ Building a Basic Survey 39 Last updated: 4/30/2015

40 Practice 14 To begin you will need to open a new Excel document and create a.csv file or (Commaseparated values) file in Excel. This following process will aid you in creating a mailing list for ease of distribution. 1. Open an Excel Workbook 2. Create the following Headers for each column: Header Examples: o First Name o Last Name o Primary Address o External Data Reference o Language o Major 3. Insert data into the columns (as needed) 4. From the File tab select the Save As option 5. Select the location you wish to save your.csv file to 6. When the Save As box opens select a File Name for your document 7. Then under the Save as type field, using the drop-down arrow select CSV (Comma Delimited) from the options. 8. Press Save. You have now created a.csv file for use as a distribution list. This is by far the easiest method for putting your contacts into your distribution list. Important: Requirements for using a.csv file. The first row must have the field names for each column. BlueQ Building a Basic Survey 40 Last updated: 4/30/2015

41 Each row must have a Primary Address ( ). All other fields are optional (FirstName, LastName, etc.) Updating an existing panel. Use a 'RecipientID' column containing recipient IDs and add any optional fields. The data will be updated or added as needed. New panel members will not be created. Export a panel for an example update file. The maximum file size is 100M. Note: Additionally, if you need a.csv template one is provided for you on this option. Just click on Example Document to access. Import from a File 1. To import your.csv file to the survey begin by clicking on the Panels tab. 2. When this option appears you will need to click on the Import From a File option. You can now search for you.csv file by using the Browse option and searching the folder you saved the list in. 3. When you select it the information will appear beneath the browse option. 4. From this point click on Import to add the information to your Panels folder. Once uploaded you can click on the Panels option in the Panels tab and see your different panels created. BlueQ Building a Basic Survey 41 Last updated: 4/30/2015

42 Congratulations! You have just created your first distribution list. Mail Out The Survey Now that you have created the distribution list you are ready to mail out the survey. Up to this point you should have both a sample survey and a sample distribution list created. Important: If you do not have surveys created please let your trainer know as you will need them both to proceed. Note: Qualtrics is a bit different meaning we will not be able to share Question, Distribution Lists, etc. These need to be created individually for each user. Practice 15 BlueQ Building a Basic Survey 42 Last updated: 4/30/2015

43 For this practice you will need to return to the Distribute Survey tab from across the top and click on the Survey option. You will now be attaching your mailing list to your survey. Begin by: 1. Selecting the To: field drop down in your Survey Distribution area. 2. Click on the Please Select box drop down. 3. You will be presented with an option to either Enter Addresses or Use Addresses From a Library. For this example select the Use Addresses From a Library option. 4. Select the My Library option and identify your panel option that you have created. In this case use the.csv option. 5. Be sure to use the Select Entire Panel option. This will place all the survey participants information into the To: field. Note: You may view the members in your list by selecting the View Members option to the right of the field. Note: You may also select the When: should you choose to have this ed at a later time. You will also notice that your contact information has been added to the mail From: field. 6. Next, type the subject of your in the Subject line. 7. Finally, you may include a message in your field. Note: Just be sure not to delete any of the information that is currently in the field. Note: You may utilize the Send Test option to send a test to ensure this survey functions as anticipated. Or you may simply send the Once sent, you can review your history using the History option in the Distribute Survey tab. BlueQ Building a Basic Survey 43 Last updated: 4/30/2015

44 Congratulations! Now that you have created your survey, distributed it to participants, it is time to sit back and wait for the results to begin rolling in. Once they start you can begin to explore the View Results tab. That is what will be covered in the next section. VIEW RESULTS View Results Once you data starts rolling in you need a way in which to view this data. This is done using the View Results tab and clicking on the View Reports option. Let s take a moment to review the toolbar. BlueQ Building a Basic Survey 44 Last updated: 4/30/2015

45 Across the toolbar you will see a variety of options, they include: View Reports Responses Download Data, and Cross Tabulation For our next section we will explore these options in greater detail. Let s begin with View Reports View Reports Using the View Report option on the View Results toolbar you are able to see a summary of your data question by question. Note: Begin by opening up your report. Click on Initial Report if you are presented with this option. BlueQ Building a Basic Survey 45 Last updated: 4/30/2015

46 To navigate through questions use the panel on the left side. You may also move questions around by simply clicking and dragging the question. You may deselect the question by unchecking the checkbox. By hovering your mouse over each of the Response Boxes on the right hand side you are presented with some additional Table Options. Each one of these Response Boxes may be manipulated to a certain degree. Let s explore this further. When you select the Table Options drop down arrow you will be presented with several options. These include: BlueQ Building a Basic Survey 46 Last updated: 4/30/2015

47 Sort By Decimals Show/Hide Columns Show/Hide Rows Export Table To o Microsoft Word o Microsoft PowerPoint o Microsoft Excel o PDF Note: Be sure to note that not every table option contains the same options. Each one has specific options based on the need of the table. You can also Delete these charts by selecting the X. To Add a Graph To The Report To add a graph you can click on the Add Graph and your table will immediately be converted to a Graph. You can also change the type of graph by using the option from across the table. One other function is using the Graph Options drop down. Inside of this you can further change the options associated with your graph. Please take a few moments to explore this. BlueQ Building a Basic Survey 47 Last updated: 4/30/2015

48 To Add A Filter To The Report You can also drill down further into your report by using the Filter option. To begin locate the Add a Filter to This Report located at the top of the page, and select the Plus sign. This will open up a Condition for our report. The If Question option for you to identify your specific parameters will appear. Let s say in this example we wanted to filter by Gender. Keep in mind this is the same filtering options we encountered when we set up our survey. Just follow the questions. BlueQ Building a Basic Survey 48 Last updated: 4/30/2015

49 Be sure to click the X for Report Subgroup when you wish to close the filtering. Use The Drill Down Option You may also drill down further to see a comparison on one page. In this next practice we will explore how to set up the Drill Down option. Practice 16 To begin: 1. Click on the question you wish to add the Drill Down to, 2. Next, you will click on the Drill Down option. A message from Webpage will appear, and 3. Click OK on the message. Once we select this Qualtrics will split this into the correct charts. Sharing a Report You may share your report using one of several different options located at the top of the field. This allows you to share the report by or at a meeting. Let s explore this option a bit further. To begin locate the Export Report option from the top of the page. You will see 4 program options: Microsoft Word, Microsoft Excel, Microsoft PowerPoint, and Adobe PDF. BlueQ Building a Basic Survey 49 Last updated: 4/30/2015

50 You may also: Copy Report Allows you to make an exact copy of the report. Public Report This allows you to create a link to the reporting that can be shared to your audience whether or not they are Qualtrics users. Simply copy the link that is generated and paste it in an . This will generate a Read Only version of the report for people to view. Additionally, this report is a live link so it will update automatically as the data changes allowing users to see the most current results of the survey each time it is opened. Let s jump now to the Responses option under the View Results tab. When you click this you will see another field will appear allowing you to see each individual survey response separately. When you click on the Response ID you will see a box appears showing a summary of the respondent s survey. You may also notice a PDF Icon in the top corner of the page. This allows you to print off individual results as needed. Note: In the Respondent field if you use the Anonymous survey option, the only thing you will see is the respondents IP address in the field. However, if you sent out an individual link you will see the respondents name in this field. You may also see the start and stop times associated with the survey and the duration in this field. BlueQ Building a Basic Survey 50 Last updated: 4/30/2015

51 Download Data From the top of the View Results page you will see Download Data. This allows you to move your raw data out to another program. This includes the following options: Microsoft Excel (CSV) Statistical Package for the Social Sciences (SPSS).TXT (Fixed Field Text) Extensible Markup Language (XML) HyperText Markup Language (HTML) Zip Export (Uploaded Files) Practice 17 For this next practice we will move your raw data out of the survey to another program. In this case we will use the Microsoft Excel (.CSV) option. To begin this download of data you will: 1. Begin by selecting the questions from the Questions scroll down 2. Next, select whether this should be downloaded as Coded Values or Choice text 3. Select your Decimal Format Delimiter (Period or Comma) In this case Comma. 4. Choose either Yes or No to number questions. 5. Select a Date Range (If Needed) 6. Choose your download options. a. You may also option to have an sent to you when file is ready to download, and b. You may also utilize a compression tool to Zip the folders prior to downloading. BlueQ Building a Basic Survey 51 Last updated: 4/30/2015

52 7. Next click on the Format you desire your data in. For this example: Use Excel for.csv file. 8. Once you select a format the process of downloading will begin and you will see Export Complete at the top. Congratulations! You may now click on this link to review your document. To Create a Cross Tabulation To create a new Cross Tabulation click on the Cross Tabulation icon across the top of the View Results tab. This allows for another way of breaking down the information about your survey. For example: In this example we want to see how satisfied the participants were with this week s course in comparison with the trainer. I can do that using the Cross Tabulation feature. Practice 18 For this next practice we will explore the process for creating Cross Tabulation. To begin: 1. Click on the Cross Tabulation icon 2. Select your survey option from the Current Survey drop down. 3. Select the icon that says Create a New Cross Tabulation BlueQ Building a Basic Survey 52 Last updated: 4/30/2015

53 4. This will open up a new field for Cross Tabulation. 5. You may now select what options you would like to compare. In this example: o For the Banner (Column) select: How satisfied where you with this week s webinar? o For the Stub (Row) select: Who was your trainer for the webinar? 6. Press Create Cross Tabulation 7. Your sample will now be generated using the parameters selected. This is also exportable as well. 8. You may also use the Data Options to further define your fields. BlueQ Building a Basic Survey 53 Last updated: 4/30/2015

54 Congratulations! You have just created a sample of Cross Tabulation. In our next section we will explore how to Delete, Close, and Copy Project. DELETING, CLOSE, and COPY PROJECTS Deleting Panel Members or Surveys Important Note on Deleting Panels: If you decide to Delete a panel or survey it is not difficult. However, it is permanent! Practice 19 Let s begin by attempting to delete the Panel we just created. To begin: BlueQ Building a Basic Survey 54 Last updated: 4/30/2015

55 1. Select the Panel you wish to delete by putting a check mark in the box immediately preceding your panel. 2. Next, select the Delete option from the top of the field. Note: When you select Delete: you will be immediately prompted with a Warning! Stop! Message. This same message will appear when you attempt to delete anything important. Do not fear, this is normal and a great safety reminder to make sure you really want to continue with this step. 3. At this warning you will be prompted to enter in the word delete to proceed. Type in delete, and 4. Press the Delete button, the option will be deleted. Just as a reminder, it is no longer necessary to delete surveys as they can be reused time and again. Just remember to update the information as needed. Congratulations! You have just deleted your panel. To Close a Survey BlueQ Building a Basic Survey 55 Last updated: 4/30/2015

56 At some point you will wish to end your survey. To do so is a simple process. Please follow these steps to complete the process and close out your survey. Practice 20 To close a survey we will follow these steps. Begin by: 1. Going to the My Surveys tab and clicking on it, 2. Next, in the field locate the survey you wish to deactivate, and Click on the Check Mark in the Active field. 3. You will receive the following notification: 4. You must type in the word Close to proceed, and BlueQ Building a Basic Survey 56 Last updated: 4/30/2015

57 5. Press Deactivate Survey to finish it out. Once done you will see that the Active check mark is no longer in the field indicating your survey is now closed. From this point you will no longer be able to reactive this survey, or receive any additional responses to it. If you wish to do another survey similar to this one you may by copying this survey and creating a new version. Let s take a quick look at how to copy a survey. To keep from having to reinvent your survey s each time you need one sent out you may do a Copy. This allows you to copy an existing survey, update it and republish as a new survey. Practice 21 In this final practice we will copy an existing survey. To Copy an Existing Survey 1. Begin by locating the survey you wish to copy. From the Tasks bar locate the Copy button. 2. When you press Copy you will be presented with the following box. BlueQ Building a Basic Survey 57 Last updated: 4/30/2015

58 3. In this field you will be able to rename your survey. In this case use Training Sample 2, and 4. Press Copy, an exact copy of your survey will be created allowing you to update your questions (If needed) and republish this survey. Congratulations! You have just made a copy of your existing survey. SUMMARY This concludes our basic training on the new Qualtrics Survey Tool. The information contained in this course only represents the basics on how to use the new Survey Tool and set up your first survey. Please feel free to experiment with some of the other options and feature to determine if they may work for your individual needs. Should you need further, more advanced training please feel free to contact DoIT Training at We will put together a list of your needs and work with you to develop specific training. BlueQ Building a Basic Survey 58 Last updated: 4/30/2015