Use Microsoft or Google Forms to receive uploaded files

• Overview
• Create an "Upload files" question in Microsoft Forms
• Create a "File upload" question in Google Forms

Overview

These instructions describe how to use Microsoft Forms or Google Forms to create questions that let respondents with IU Microsoft 365 or Google at IU accounts upload files to your OneDrive or Google My Drive space.

Create an "Upload files" question in Microsoft Forms

1. Be sure you're using a supported web browser.

   Go to Microsoft 365 at IU .

   If you see a "Sign in" prompt, enter your IU username followed by @iu.edu (do this no matter what your email address is), and then, at the password prompt, enter your IU passphrase. (Do not select anything on the sign-in pages other than Next and Sign in.) When prompted, confirm your identity with Two-Step Login (Duo), and then choose whether to stay signed into your Microsoft 365 account.

2. Click Forms.
3. On the My forms tab, click New Form or select an existing form.
4. In your form, on the Questions tab, click Add new, and then click More (the down arrow) to reveal more question options. Then, select File upload.
5. You will be prompted with the following message:

   A new folder will be created in OneDrive. Files uploaded by responders will be captured in this folder. Note that responder names and file details will automatically be recorded in OneDrive.

   Click OK to proceed.

6. Enter your question text, use the "File number limit" drop-down to set the maximum number of files (1-10) that can be uploaded to the question, and use the "Single file size limit" drop-down to set the maximum size of a single file upload (10MB, 100MB, or 1GB).
   Note:

   The Upload file button will be inactive (grayed out) for you as the form author, but it will be active for your form respondents.
7. To make the question required, click the Required toggle.
8. To the right of the Required toggle, click … (More settings for question), and then:
   • To add a subtitle under your question, click Subtitle, and the enter your text in the Enter a subtitle field.
   • To specify acceptable file types, click File Type, and then select one or more the following:
     • Word: Accept .doc, .dot, .wbk, .docx, .docm, .dotx, .dotm, and .docb files.
     • Excel: Accept .xls, .xlt, .xlm, .xlsx, .xlsm, .xltx, and .xltm files.
     • PPT: Accept .ppt, .pot, .pps, .pptx, .pptm, .potx, .potm, .ppam, .ppsx, .ppsm, .sldx, and .sldm files.
     • PDF: Accept .pdf files.
     • Image: Accept .jpg, .jpeg, .png, .gif, .bmp, .tiff, .psd, .thm, .yuv, .ai, .drw, .eps, .ps, .svg, .3dm, and .max files.
     • Video: Accept .avi, .mp4, .mov, .wmv, .asf, .3g2, .3gp, .asx, .flv, .mpg, .rm, .swf, and .vob files.
     • Audio: Accept .mp3, .aif, .iff, .m3u, .m4a, .mid, .mpa, .ra, .wav, and .wma files.
   • To select branching options, click Add Branching.
9. To view your question as respondents will see it, near the top, click Preview.

Files uploaded by respondents are saved to your Microsoft OneDrive at IU space. In the Microsoft Forms folder, select the folder matching the name of your form, and then click the subfolder for the question to access the files.

Create a "File upload" question in Google Forms

To upload files, respondents will need to be logged into their Google at IU accounts. Files uploaded by respondents are stored in your Google at IU My Drive.

1. Go to google.iu.edu and click Log in to Google at IU.

   If prompted, log in with your IU username and passphrase.

2. Click Docs.
3. From the menu on the left, select Forms. If you don't see the menu, click (Main menu), and then click Forms.
4. In Forms, open an existing form or quiz, or create a new one.
5. In your form or quiz, click Add question (the circle with a plus sign).
6. In the Question field, enter the text of your upload request.
7. In the drop-down, to the right of the Question field, click the down arrow next to the current selection, and then select File upload.
8. If prompted, review the "Let respondents upload to files to Drive" information, and then click Continue.
9. Set file upload options, as needed:
   • Allow only specific file types: Click the toggle to enable the option, and then click the checkboxes to select the file types respondents are permitted to upload.
   • Maximum number of files: Use the drop-down to set a maximum of 1, 5, or 10.
   • Maximum file size: Use the drop-down to set a maximum of 1 MB, 10 MB, 100 MB, 1 GB, or 10 GB.
   • Maximum capacity: To change the maximum capacity for the form, click Change to open the "Settings" screen, and then:
     1. On the General tab, under "Maximum size of all files uploaded", use the drop-down to select 1 GB, 10 GB, 100 GB, or 1 TB.
     2. Click Save.

     The form will stop collecting responses when the total size of all file uploads reaches the limit you select.

To access files uploaded by respondents, reopen your form and click Responses. The Summary tab lists all files uploaded by form respondents. Alternatively, on the left, click View Folder to access the files in Google My Drive. Your Google My Drive will have a folder for each of your forms, with files from respondents stored by question in subfolders.