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How to manage the web form responses

SharePoint 2010 Web Form Concepts


Managing Web Form Responses

Many options for managing the responses collected in the web form include: view list results, edit or add a record, sort or filter the results, export the data to Excel, and set up email alerts for new web form responses.

View List Results
  1. Navigate to the web form page that you would like to view the responses collected.
  2. Select Manage Content and Structure from the Site Actions menu.
    Manage Content and Structure
  3. Navigate to the Web form site in the Manage Content and Structure view and click on the Responses list name to display the data.
    responses 
  4. The data will be displayed on the right side of the screen.
    records in list
Edit a record
  1. To edit a record, hover over the linked name and select Edit Properties from the drop-down menu.
    edit properties 
  2. Make any edits in the different fields and select Save. You can also modify this item using the options in the ribbon (i.e., save, cancel, paste content, delete item, attach a file, spelling).
    Edit Responses List Item Menu Bar
Add a new row or record
  1. Select New from the toolbar.
    Add New Responses Item 
  2. Complete the New Item form fields and then select SaveNew List Item
Sort or filter the list 

Each column or field can be sorted and filtered by selecting the an option under the drop-down arrow next to the column name.

filter
Export the data to Excel
  1. Navigate to the Web form site from the Manage Content and Structure view. Choose the drop-down menu next to the Responses list name and choose Edit Properties
    edit properties 
  2. This will open the following List Settings menu.
    Responses List Settings
  3. Click on the Responses list name in the breadcrumb trail.
    Responses Bread Crumb 
  4. Select the List option under the List Tools ribbon menu.
    Responses List Menu
  5. You will now see the full List Menu ribbon. Select the Export to Excel menu item to open or save the data to an Excel document.
    Export to Excel
Add email notifications

To receive an e-mail when a new record is added to the web form list of response data follow these steps.

  1. Navigate to the Web form site from the Manage Content and Structure view. Select the drop-down menu next to the Responses list name and choose Edit Properties.
    edit properties 
  2. This will open the following List Settings menu.
    Responses List Settings
  3. Click on the Responses list name in the breadcrumb trail.
    Responses Bread Crumb
  4. Select the List option under the List Tools ribbon menu.
    Responses List Menu
  5. You will now see the full List Menu ribbon. Select the Alert Me and Set Alert On this List menu items.
    Responses Alert Me
  6. Complete the New Alert options for the responses list.
    Alert Me Options
  7. Click OK when done.
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