If you need to collect information, feedback, or responses, and aren’t sure whether to use Microsoft Forms or Qualtrics, you are not alone. While both are great for collecting data, they were built to serve slightly different purposes. 

Microsoft Forms

Microsoft Forms is often the best choice for everyday administrative needs. It is simple to build, easy to share, and works well for applications, RSVPs, registrations, simple approvals, and quick feedback, such as event or applicant evaluations. If your goal is to gather straightforward information efficiently, Microsoft Forms is usually the right fit.

Learn more at Microsoft Forms Help and Learning | Access Microsoft Forms on Microsoft 365

Qualtrics Web Surveys

Qualtrics is designed for more advanced data collection. It is the recommended option for research studies. It handles complex surveys, whether research or administrative, which require features such as advanced branching, randomization, quotas, anonymous participant tracking, or more sophisticated reporting and analysis.
Learn more about OIT Qualtrics Services and Licensing | Log in to Qualtrics

Feature Comparison

Feature	Microsoft Forms	Qualtrics
Best for	• Administrative forms • Quick feedback • Approvals	• Research • Complex surveys • Controlled data collection
Audience	• Internal audiences • Simple external forms	• Internal and external audiences • Large or specialized populations
Ease of Use	• Very easy • Requires minimal training	• Low to moderate, depending on complexity
Question Types	Basic question types	Advanced question types: Heat maps, drill down, signatures, quotas, scoring, multiple language skins
Distribution	• Basic link sharing • Limited invite tracking	• Personalized email distribution • Targeted reminders to non-responders
Branching and Logic	Basic skip logic	• Advanced branching • Display logic • Randomization
Data Export	Direct Excel integration	Exports to SPSS, CSV, or Excel
Approval Process	Supports simple approvals via Power Automate (minimally supported)	Does not support an approval process
Balloting and Voting	Limited with validation restricted internal audiences or one-response control for external users	Recommended as it supports unique links, one-response enforcement, and participant tracking while maintaining anonymity