TUFTS TECHNOLOGY SERVICES
TRAINING & DOCUMENTATION DEPARTMENT
AN INTRODUCTION TO
QUALTRICS
Table of Contents
Course Goals and Objectives .......................................................................................... 1
The Basics ...................................................................................................................... 2
Activity: Log into Qualtrics .......................................................................................... 2
Touring the Qualtrics Research Suite .......................................................................... 3
My Surveys .............................................................................................................. 4
Create Survey .......................................................................................................... 5
Edit Survey ............................................................................................................... 6
Distribute Survey ...................................................................................................... 7
View Results ............................................................................................................ 8
Polls ......................................................................................................................... 8
Library ...................................................................................................................... 8
Panels ...................................................................................................................... 9
Reporting (Beta) ....................................................................................................... 9
Create and Edit Surveys ............................................................................................... 10
Activity: Create a Survey .......................................................................................... 10
Building your Survey .............................................................................................. 10
Activity: Add Questions ............................................................................................. 11
Modifying your Questions ....................................................................................... 13
Multiple Choice Question Type .................................................................................. 14
Activity: Modify Question Item Type ......................................................................... 15
Activity: Modify Answer Choices ................................................................................ 16
Change Selection Order ......................................................................................... 16
Allow Text Entry ..................................................................................................... 17
Text Entry Validation .............................................................................................. 17
Remove Choice...................................................................................................... 18
Activity: Change Question Item Type ....................................................................... 18
Activity: Adding Page Break ..................................................................................... 19
Look and Feel ............................................................................................................... 21
Navigating the Look and Feel Window ................................................................... 21
Activity: Formatting Your Survey Using Look and Feel .............................................. 23
Theme .................................................................................................................... 23
i
General Tab ........................................................................................................... 23
Fonts Tab ............................................................................................................... 25
Colors Tab.............................................................................................................. 25
Advanced Tab ........................................................................................................ 26
Survey Options .......................................................................................................... 27
Activity: Modify the Survey Experience ...................................................................... 28
Distributing Your Survey................................................................................................ 29
Activity: Activate your Survey .................................................................................... 29
Editing an Active Survey ............................................................................................ 30
Deactivating a Survey ................................................................................................ 30
Anonymous Survey Link ............................................................................................ 31
Anonymous Custom Link ........................................................................................... 31
The Qualtrics Mailer .................................................................................................. 32
Panels .................................................................................................................... 32
Creating a New Panel ............................................................................................ 33
Activity: Create a Qualtrics Mailer Link ...................................................................... 37
Reporting....................................................................................................................... 40
Sharing Survey Results with Collaborators................................................................ 40
Activity: View Individual Responses .......................................................................... 41
Delete an Individual Response Data ...................................................................... 42
Activity: View and Modify Initial Report ...................................................................... 43
Polls .............................................................................................................................. 45
Activity: Create a Poll................................................................................................. 45
Adding a Poll to Your Website ................................................................................... 47
Poll Options ............................................................................................................... 47
Appendix: Question Item Types .................................................................................... 49
ii
COURSE GOALS AND OBJECTIVES
Welcome to An Introduction to Qualtrics. Qualtrics is an easy to use, full-featured, webbased tool for creating and conducting online surveys. Tufts’ customized version of
Qualtrics is available to all current faculty, clinical affiliates, staff, and students via a
dedicated website. The goal of this class is for you to become familiarized with the
Qualtrics interface and understand how to navigate through the features as you create
and manage your surveys.
These goals will be met by completing the following:

Understanding the elements of the survey window.

Creating and editing surveys.

Modifying the look and feel of a survey.

Distributing a survey.

Creating and modifying reports.

Creating a Poll.
1
THE BASICS
A CTIVITY : L OG INTO Q UALTRICS
To log into Qualtrics:
1.
Open a web browser and go to https://tufts.qualtrics.com.
2.
Login using your Tufts Username and Tufts Password.
3.
Click Log In.
Note: If you are logged into Qualtrics and leave your computer unattended, Qualtrics
will log you out after an hour.
2
T OURING THE Q UALTRICS R ESEARCH S UITE
The Qualtrics Research Suite contains nine tabs to navigate throughout the software.
These tabs are located at the top of your screen and refer to the different areas of
survey development. When a tab is selected, there are a number of options either
specific to each section or designed move you through the process onto the next tab.
Selection Bar
Once a tab is selected, under the specific options, there is a dark gray selection bar that
will usually have a drop down list on the left. Each option on the nine tabs displays its
own version of the selection bar.
The most recently accessed survey will open each time you open Qualtrics. If you have
multiple surveys in your library, you can change the current survey by clicking on the
drop down list on the left side of the selection bar and selecting a new one.
3
M Y S URVEYS
The My Surveys tab contains a list of the surveys in your library. Additionally, there are
selections on the options bar that navigate you to other places within Qualtrics.

Create Survey: Navigates you to the Create Survey tab.

Email Survey: Navigates you to the Distribute Survey tab.

View Results: Navigates you to the View Results tab.

Message Center: Navigates you to the internal messaging center for
Qualtrics’ announcements or messages between you and another Tufts
user.
Survey Tasks
To the right of each survey is a list of Tasks to access individual survey options.

Edit: Opens the survey and navigates you to the Edit Survey tab.

Results: Opens the survey and navigates you to the View Results tab.

Send: Opens the survey and navigates you to the Distribute Survey tab.

View: Opens a preview of your survey in a new window.

Collaborate: Launches a Collaborate window with a link to the Tufts User
and Group Address Book.

Copy: Launches a Copy Survey window with options to determine if you
save the copy in your own library or another Tufts user.

Translate: This option will run your survey in multiple languages, while still
having just one data set.

Delete: This option opens a delete warning window. If you enter “delete” in
the window provided, your survey will be permanently deleted.
4
C REATE S URVEY
When you click on the Create Survey tab, you are presented with three options.

Quick Survey Builder: Create a survey from scratch.

Create From Copy: Copy a survey from your account to use as a
template for your new survey.

Survey Library: Copy a survey from Qualtrics to use as a template for
your new survey.
5
E DIT S URVEY
The Edit Survey tab is where you modify various options to enhance the experience of
the people taking the survey.

Look & Feel: Modify the theme, font, color scheme, and more to enhance
the users visual experience of your survey.

Survey Options: Modify the experience, protection, and termination
options of your survey.

Survey Flow: Edit the flow of your survey if it contains multiple blocks or
logical branches.

Print Survey: Print a hard copy of your survey.

Spell Check: Checks the spelling throughout your survey.

Preview Survey: Preview your survey to check logic, look, and flow.

Launch Survey: Navigates you to the Distribute Survey tab.
6
D ISTRIBUTE S URVEY
The Distribute Survey tab is used to create and email a survey link, track your links,
place them on various social media and create a feedback link for your users.

Survey Link: Generate an anonymous link for your survey.

Email Survey: Schedule emails to send link to survey group survey.

Email History: View all sent and scheduled emails.

Social Media: Display a link to your survey in various social media sites.
Note: It will not track identifying information.

In-Page Popup: Display a link in a popup window on your website.

Website Feedback: Create a link to get feedback on your website.

Survey Director: Distribute one link and redirect it to different surveys.
This area has the capacity to redirect conditions based upon a series of
criteria.

Preview Survey: Preview your survey to check logic, look, and flow.
7
V IEW R ESULTS
The View Results tab is where you generate reports and review responses. Survey
statistics are displayed to the right of the options.

View Reports: View and filter statistical reports that are generated
automatically or are created by you.

Responses: Filter responses by type, user names, or specified dates.

Download Data: Download data to CSV, SPSS, Fixed Field Text, XML,
HTML, or Zip Files.

Cross Tabulation: Create multivariate analysis of your survey with
options to customize cross tabs and calculate p-value and chi-square
statistic.
P OLLS
The Polls tab has the singular function to build a quick one-question survey to embed
on your website.
L IBRARY
The Library tab is where Qualtrics stores surveys, questions, files, images, messages,
and blocked features within your account. Library Overview is used to access shortcut
links and navigate to other sections of your library. Each section contains entire surveys
or sections of surveys (i.e. blocks, questions, graphics, files, messages) that you have
chosen to save for easy access in the future.
8
P ANELS
The Panels tab is where you create and access lists of user information that can be
used for survey distribution and data analysis.

Panels: Create individual panels.

Panel Members: Add or import members to the panels you created
containing email addresses, contact information, or other embedded data
(e.g. age, gender, job title, income, ID numbers, etc.).

Samples: Create a group of participants from a larger panel to which you
can send surveys.
R EPORTING (B ETA )
The Reporting tab is where you generate printable reports that can contain tables,
graphs, and statistics for each survey.

My Reports: Generate initial report for a survey.

Edit Report: Select from one of five layout options.

Responses: Navigate to the View Results tab.

Download Data: Download selected data to CSV, SPSS, Fixed Field
Text, XML, HTML, or Zip Files.

Survey Statistics: View statistics for start times, durations, start dates,
completion percent, response rates, and dropouts.

Email Reports: Automatically email an updated copy of your report at
designated times. These reports can be sent to individual emails or an
entire panel.
9
CREATE AND EDIT SURVEYS
A CTIVITY : C REATE A S URVEY
To create a survey:
1.
From the My Surveys tab, click the Create Survey option.
2.
In the window displayed, select Quick Survey Builder.
3.
Type My Training Survey in Survey Name.
4.
Click Create Survey.
Once you click the Create Survey button, you are navigated to the Edit Survey tab. This
tab displays the progress of your survey as you add and modify questions.
B UILDING YOUR S URVEY
Default Question Block
Once your survey is created, you can now begin to build by adding questions. Displayed
are options to either Copy Items From… (Copy from items you have saved into your
Library) or Create a New item.
10
A CTIVITY : A DD Q UESTIONS
To add questions to your survey:
1.
Click Create a New Item.
2.
Question 1 is now displayed. Click into the section that contains the text
“Click to write the question text”.
3.
Type What is your status at Tufts University?
4.
Click into the section Click to write Choice 1.
5.
Type Faculty.
6.
Click into the section Click to write Choice 2.
7.
Type Student.
8.
Click into the section Click to write Choice 3.
9.
Type Staff.
10.
Press Enter (This will add a Click to write Choice 4 option).
11.
Type Other.
12.
Click Create a New Item.
13.
Type Is this your first class with Tufts Technology Services?
11
14.
Click into the gray question area.
Note: Your choices section automatically displays the answers Yes and No. The
Automatic Choices selection engages itself if the structure of your question appears to
fall in line with one of the default answer groups they have built into Qualtrics.
15.
Click Create a New Item.
16.
Type How would you rate your overall level of knowledge or skill on
this subject before taking this training course?
17.
Click into the section Click to write Choice 1.
18.
Type Beginner.
19.
Click into the section Click to write Choice 2.
20.
Type Intermediate.
21.
Click into the section Click to write Choice 3.
22.
Type Advanced.
23.
Click Create a New Item.
24.
Type Please use the space below to provide any additional
comments you have about the training course.
25.
Click Create a New Item.
26.
Type Please upload any pertinent documentation.
27.
Click into the light grey Choice section without entering any choices.
12
M ODIFYING YOUR Q UESTIONS
The Variation Bar is where you modify the question type. The options available will
change based on the item type selected.
Variation Bar
Item type dropdown
When you click the dropdown (located on the right side of the green Change Item Type
button) a list of item types is displayed. Qualtrics has 19 different Item Type options
available in this menu. Hovering over each Item Type displays an example of the Item
Type’s format. Once selected the formatting of your question changes.
Item type example
Item type
13
M ULTIPLE C HOICE Q UESTION T YPE
The Multiple Choice type is the default question type in Qualtrics, prompting the
respondent to “choose one” or “choose multiple” from the list of choices. There are five
variations of the Multiple Choice Question:

Single Answer: Uses radio buttons. The standard single-select option.

Multiple Answer: Uses checkboxes. Respondents can select more than
one choice.

Dropdown List: Places choices in a dropdown list. This option is only
single answer.

Select Box: Places answer choices in a selection box. This option is
single answer.

Multi-select Box: Places choices in a box. This option is multiple
answers.
When either Single or Multiple Answer is selected there are three positions available:

Vertical: Aligns choices vertically.

Horizontal: Aligns choices horizontally.

Column: Aligns choices in columns and allows you to specify how many
columns you want to use.
Note: As you make selections in the variations bar, you will see the formatting of your
question change.
Note: For a description of other question types, see appendix.
14
A CTIVITY : M ODIFY Q UESTION I TEM T YPE
1.
Select the question How would you rate your overall level of
knowledge or skill on this subject before taking this training course?
2.
In the Variation Bar, Choices section, Click the + sign three times to
change the number from 3 to 6.
Note: The formatting of your question changes to include Click to write Choice 4, Click
to write Choice 5 and Click to write Choice 6.
3.
In the Variation Bar, Answers section, click More below Multiple Answer.
4.
Select the Dropdown List radio button.
Note: The formatting of your question has changed from radio style to a dropdown list.
5.
Click the link Click here to edit choices.
15
6.
Click on the text Click to write Choice 4.
7.
Type Advanced Beginner.
8.
Click on the text Click to write Choice 5.
9.
Type Advanced Intermediate.
10.
Click on the text Click to write Choice 6.
11.
Type Expert.
A CTIVITY : M ODIFY A NSWER C HOICES
C HANGE S ELECTION O RDER
Move Up and Move Down moves the question options into the desired order. To move
the selections into a different order:
1.
Select the question How would you rate your overall level of
knowledge or skill on this subject before taking this training course?
2.
Click the link Click here to edit choices.
3.
Next to the answer choice Advanced Beginner, click on the blue
dropdown.
4.
Select Move up until it is between Beginner and Advanced.
16
5.
Next to the answer choice Advanced Intermediate, click on the blue
dropdown.
6.
Select Move Up until it is between Intermediate and Advanced.
A LLOW T EXT E NTRY
Allow Text Entry provides respondents an opportunity to clarify their answer.
7.
Select the question What is your status at Tufts University?
8.
Next to the answer choice Other, click on the blue dropdown.
9.
Select Allow Text Entry.
10.
Click the bottom-right corner of the box and drag it to the appropriate
size. (This adjusts the width of the text entry box for your respondents.)
T EXT E NTRY V ALIDATION
Text Entry Validation forces those who choose this answer to fill in the text box, or you
can restrict what is considered a valid text response.
11.
Next to the answer choice Other, click on the blue dropdown.
12.
Select Text Entry Validation.
13.
Select Force Response.
17
R EMOVE C HOICE
Remove Choice deletes an answer choice from your survey.
14.
Select the question How would you rate your overall level of
knowledge or skill on this subject before taking this training course?
15.
Click the link Click here to edit choices.
16.
Next to the answer choice Expert, click on the blue dropdown.
17.
Scroll down to and select Remove Choice.
A CTIVITY : C HANGE Q UESTION I TEM T YPE
1.
Select the question Please use the space below to provide any
additional comments you have about the training course.
2.
Click the dropdown located on the left side of the green Change Item
Type option button.
3.
Select Text Entry in the Standard Questions section.
4.
Select Multi Line in the Text Type option below.
5.
In Validation Type, select the Maximum Length radio button
18
6.
Enter 1000 in Maximum Characters Allowed.
7.
Select the question Please upload any pertinent documentation.
8.
Click the dropdown located on the left side of the green Change Item
Type option button.
9.
In the Advanced Section select File Upload.
Note: For a description of other question types, see appendix.
A CTIVITY : A DDING P AGE B REAK
By default, your survey questions will be displayed together on one page. Use the Page
Break element to break up your survey into multiple pages, making it easier for the
respondent to take a survey with many questions.
1.
Before the first question What is your status at Tufts University? click the
green plus sign (New Question Above) at the top right side of the answer
box.
2.
Type Thank you for participating in our survey. This survey will take
no longer than 2 minutes.
19
3.
Click the dropdown next to the green Change Item Type button.
4.
In the Static content section select Descriptive Text.
5.
Click the green plus sign (New Question Below) at the bottom right side
of the answer box.
6.
Type What is your Name (First and Last)?
7.
Click the dropdown next to the green Change Item Type button.
8.
In the Standard Questions section select Text Entry.
9.
In the Variations Window, select Add Page Break.
The Page Break will display underneath the selected question.
20
LOOK AND FEEL
Look and feel is how you customize the design of your survey.

Change the Theme of your survey using custom built themes.

Add a progress bar and other general tools.

Individually customize the font style or the color scheme.

Add a Header or Footer.

Alter how questions are displayed.
N AVIGATING THE L OOK AND F EEL W INDOW

Survey Themes: Each Theme contains default colors, fonts, and styling
for your survey.
21

General Tab: Used to add text to the next and back button, add a
progress bar, change the number of questions displayed on each page,
highlight questions, and use question separators.

Fonts Tab: Change the font and relative size of all the text in your survey.

Colors Tab: Modify the color of items within your survey.

Advanced Tab: Create and modify a Header and/or Footer in your
survey.
22
A CTIVITY : F ORMATTING Y OUR S URVEY U SING L OOK AND F EEL
You can change the look and feel of your survey at any time in the creation process.
1.
In order to get an idea of what your survey looks like without a theme or
modifications, before making any changes, on the Edit Survey tab, click
Preview Survey.
2.
Click the Next (>>) button.
3.
Close the Preview survey window.
4.
On the Edit Survey, click the Look & Feel button.
5.
Click the Next (>>) button (to view the actual survey questions).
T HEME
6.
Click the dropdown arrow of the themes section.
7.
Select one of the themes that appear.
Note: The window below the Look & Feel options is a preview of the changes as you
make them in your survey.
G ENERAL T AB
8.
On the General Tab, click into the Next Button Text window.
9.
Type Next.
23
10.
Click into the Back Button Text window.
11.
Type Back.
12.
Click the dropdown next to Progress Bar.
13.
Select With Text.
Note: The Progress Bar options are:

None: No progress bar will be displayed.

With Text: Displays 0% and 100% on either side of the progress bar.

Without Text: Does not display any text or % around the progress bar.

Verbose Text: Displays the 0% and 100% on each side and “Survey
Completion” above the progress bar to give further detail to the
respondent about their completion status.
24
F ONTS T AB
The Fonts tab gives you the opportunity to change the font and font size of both
questions and answer choices.
14.
Click on the Fonts tab.
15.
Click the dropdown at the top of the window and select Georgia.
Note: The font for both question and answer choices change simultaneously.
16.
Select the check boxes next to Change question Text and Change
Choice Text.
Note: You can now change the font and font sizes each individually.
17.
De-select the check boxes to reconnect the choices.
C OLORS T AB
The Colors tab gives you the opportunity to change all colors of all text simultaneously
or individually.
18.
Click on the Colors Tab.
19.
Click the window next to Text.
20.
Select another color.
Note: There are now changes in the body of your survey.
21.
Click Reset Colors to return to the default.
25
A DVANCED T AB
Change the Header and Footer of your survey on the Advanced tab.
22.
Click on the Advanced Tab.
23.
In the Header window type Training Survey.
24.
In the Footer Window type Created (today’s date).
25.
Click on the edit link under Header. (Note: The same window appears
when you click the edit link under Footer.)
Note: You can modify your header by inserting images and files, changing font and font
size, change text alignment, adding automatic numbering or bullets, and so forth.
26.
Select the words Training Survey
27.
Click B to bold the Header.
28.
Click Save.
29.
Click Save at the bottom of the Look and Feel window.
Note: There is also an option in the Advanced Tab for an External CSS. If you have
your own CSS or Cascading Style Sheet, you can upload it into your survey or insert
coding into the CSS Editor.
26
S URVEY O PTIONS
Through the Survey Options page you have twenty-four options you can customize for
each survey. These options influence the experience of your respondents. The most
common settings are set by default. The Survey Options menu is divided into six areas.

Survey Experience: Customize respondents’ experience with options
such as adding back buttons to your survey, automatically saving
participants’ progress, and creating custom error messages.

Survey Protection: Password protect your survey, specify a date and
time for the survey to close, or keep people from taking the survey more
than once.

Survey Termination: Settings to adjust what will happen when your
respondents finish the survey.

Inactive Surveys: Select or create the message that will appear to
respondents when they try to access your survey after it has been
deactivated.

Partial Completion: Set how long you would like the system to wait
before collecting inactive, incomplete survey responses.

Response Sets: All of the Response Sets functions can now be achieved
in the Reporting tab. We recommend you ignore this option.
27
A CTIVITY : M ODIFY THE S URVEY E XPERIENCE
1.
Click on the Edit Survey tab.
2.
Click the Preview Survey button.
3.
Click Next.
Note: There is a Next Button on the right but nothing on the left at the bottom of your
survey.
4.
Close the Preview Survey window.
5.
Click the Survey Options button.
6.
Select Back Button.
Note: Save and Continue works by placing a cookie on the participant’s browser that
keeps track of their progress. This is helpful for respondents using Anonymous links and
is not necessary if you are using the Qualtrics Mailer. (This is covered in the Distribution
section).
7.
Click Save Changes.
8.
Click the Preview Survey button.
9.
Click Next.
Note: There is now a Back button on the left.
10.
Close the Preview Survey window.
28
DISTRIBUTING YOUR SURVEY
By default, any survey you create is inactive. This prevents respondents from taking the
survey while it is still being built. In order to distribute your survey you must first activate
it. Once it is activated you will determine if responses to your survey will be anonymous.
A CTIVITY : A CTIVATE YOUR S URVEY
1.
Click on the My Surveys tab.
2.
In the Active field, locate the gray box next to your survey name.
3.
Click the checkbox (the box will turn green with a check mark).
Alternate Method
1.
Click on the Distribute Survey tab.
2.
Click the Activate Survey button.
29
E DITING AN A CTIVE S URVEY
It is possible to edit a survey after activation, but once data collection has begun (and
the first response is recorded) your survey is “locked” to remind you that your survey is
active. If you edit your survey certain changes may invalidate your data.
1.
Click on the Edit Survey tab.
2.
Click Unlock in the text at the top of the survey.
3.
In the pop-up confirmation window, click Unlock.
4.
Once you have unlocked your survey, you can relock it at any time by
clicking lock.
D EACTIVATING A S URVEY
You may also choose to deactivate your survey. Deactivating your survey is a simple
way to turn it off completely so that the survey no longer collects responses. As long as
your survey is inactive, no one will be able to take the survey.
1.
On the My Surveys tab, click the green check next to the survey name.
2.
At the Deactivate Survey warning, enter “close”.
3.
Press Deactivate Survey.
30
A NONYMOUS S URVEY L INK
The Anonymous Survey Link is automatically generated as soon as your activate your
survey. It is located in a bright yellow box on the Distribute Survey tab. This link is a
basic hyperlink used to take your survey. It can be easily distributed by pasting it into an
email or onto a website.
Anyone who clicks on the link will be able to take the survey. Using this link means that
your survey will have no identifying information such as name or email address will be
collected unless you specifically ask for it in the survey.
By default, progress will be saved as a participant takes the survey so they can close
the window and finish at a later date on the same computer. You can undo this by
deselecting Save and Continue in the Survey Experience section of the Survey Options
window. There is no limit to how many times a participant can use this link.
A NONYMOUS C USTOM L INK
You can customize your Anonymous Survey Link to display any text you want using the
Custom Link option. This won’t change the actual link, but will change the text that
appears when it is viewed on a website or in an email.
D
.
B
.
C
.
A
.
A.
At the bottom right of the yellow section click Custom Link.
B.
Next to Link Text, enter the text that you want to appear in the link.
C.
Copy the code next to HTML Link in order to paste your link into an
HTML editor.
D.
Copy the survey link to paste your link into an email or other non-HTML
editor.
31
T HE Q UALTRICS M AILER
The Qualtrics Mailer provides a convenient way to distribute your survey to large groups
of people. By using the mailer, you can send customized email invitations, track their
progress, and prevent fraud and abuse of your survey. By default each participant will
receive an Individual Link to the survey. This link behaves differently from the
anonymous survey link in the following ways:
a.
Each Individual Link can only be used as one submission.
b.
A participant’s name, email, and other Panel information is automatically
saved with their survey data.
c.
This link allows you to track Responses in Progress and send out
Reminder and Thank You messages to your participants.
d.
This link automatically saves the respondents’ data as they progress
through the survey. If they need to leave the survey before finishing, they
can return to it on any computer.
P ANELS
Before creating any sort of mailer, you may consider building a panel first. A Panel is
simply an email group that you can easily select and send through Qualtrics Mailer.
There are three options for building a panel.

Manually type panel information in Qualtrics.

Upload from a CSV file.

Pull from a previous mailing.
32
C REATING A N EW P ANEL
1.
Go to the Panels tab.
2.
Click + Create New Panel.
3.
Give your panel a Panel Name.
4.
If desired, give your panel a Destination Category. (If you forsee you will
have a large number of different email panels, the Destination Category is
a helpful way to keep them categorized for easy location.)
5.
Click Create.
6.
Choose how you would like to import panel members: Add Panel
Members using a Qualtrics web-based form, Import From a File to upload
a spreadsheet of members, or Import From a Survey to use previous
survey responses to build your panel.
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1.
Manually Adding Panel Members
Follow the steps above for Create New Panel, and click Add Panel
Members.
2.
Enter a Panel Name.
3.
Type the members Email address.
4.
Type the members First Name.
5.
Type the members Last Name.
6.
Repeat on the next row till all members have been entered.
If needed, the gray Plus Sign adds additional fields to your panel, including an External
Data Reference, the participant’s Language, or any other Embedded Data field.
Customize the names of your Embedded Data fields by clicking the field name.
7.
Click Save.
When adding panel members manually copy and paste cells from a spreadsheet into
the Qualtrics web form so that you don’t have to type all of the information manually.
Make sure there are no spaces before or after the text you copy in.
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Importing Panel Members from a File
Before you select Import From a File, you will create a file and save it somewhere easily
located. Your file should be created as a spreadsheet in Excel or other spreadsheet
program. There must be an Email column, but you should also enter FirstName and
LastName columns as well. Once the spreadsheet is created, it should be saved as a
CSV file and not an XLS file.
1.
Follow the steps for Create New Panel and click Import From a File.
2.
From the Import/Update screen click Browse.
3.
Locate your file and click Open.
The file must be closed on your computer for it to import successfully into Qualtrics.
4.
Review the Verify Fields preview of your panel to ensure that Qualtrics is
recognizing your fields properly.
5.
Click Import.
Your import status will be listed at the top of the window.
6.
Click on the link to view your panel.
The Panel Members section opens for you to view and edit panel members individually.
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Importing Panel Members From Existing Survey Data.
If a previous survey collected information such as first name, last name and email, you
can import the information from that survey into a new panel.
1.
Follow the steps for Create New Panel, and then click to Import From a
Survey.
2.
Select whether you want to Create New Panel Members (if you are
building a new panel) or Update Existing (if some of your survey
participants are already in a panel).
3.
Select a survey you want to use for your panel information.
4.
Select a Response Date Range if desired.
5.
If creating new participants, select the Question and Question Field that
will represent the First Name, Last Name, and Email in the panel.
6.
If updating existing panel members, specify which fields the Question
and Question Field should be saved as in the panel.
Note: If you are updating panel members, you have to distribute the survey to the panel
you want to update.
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A CTIVITY : C REATE A Q UALTRICS M AILER L INK
1.
Click the Distribute Survey tab.
2.
Click Email Survey.
3.
In To: click the Please Select… dropdown.
4.
Select Enter Email Address…
5.
Type Training Survey Participants in Panel Name.
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6.
Type your Tufts email address in Email.
7.
Type your first name in First Name.
8.
Type your last name in Last Name.
9.
Click Create.
10.
In When: select Now.
11.
Type Training Survey in Subject.
12.
In the Message section type This is a follow up to the training class
you took on January 1, 2014. Please click the link below and begin
your survey. The message also contains:
a. A direct link to the survey.
b. A url for the participant to copy and paste into a browser.
c. An Opt-out link (The Opt-Out Link can be removed if it does not
apply to your research.).
By default, survey links distributed through the Qualtrics Mailer are valid for 60 days. If
you’d like to extend this:
13.
Click Advanced Options beneath the message editor in the Survey
Mailer.
14.
Select a 90 days from the Survey Link Expires In drop-down.
This expiration date cannot be changed for a mailing once links have been sent.
15.
Click OK.
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Note: Qualtrics requires you to save your email before sending. When you click the
Save button it will place a copy of the email in your message library.
16.
Click Save.
17.
Create a name for your email.
18.
Press Save.
19.
Click Send Now. (If you set the When for a later time the link will say
Schedule Mailing.)
20.
Open a new tab in your web browser.
21.
Go to your Outlook Web Access, https://exchange.tufts.edu.
22.
Log in using your Tufts User ID and Tufts password.
23.
Locate and open the survey email.
24.
Complete the survey.
25.
Return to Qualtrics.
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REPORTING
S HARING S URVEY R ESULTS WITH C OLLABORATORS
Once a survey has been distributed, you may need to share the results with other
individuals for easy review.
To share a survey with a collaborator:
1.
Using the My Surveys tab, locate the desired survey. From the Survey
tasks section of the survey, click Collaborate.
The Add Collaborators window opens.
2.
In the search box, enter the Tufts Username or Tufts email address of the
desired individual. As you enter text, Qualtrics attempts to find the
individual in the address book. When your desired collaborator appears,
click his/her name to select.
3.
Click Add to add the individual as a collaborator.
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4.
Next, select any of the following collaboration options:
a. Edit – allows the collaborator access to edit the survey
b. View Results – allows the collaborator to view survey results as
well as reports.
c. Activate/Deactivate – allow the collaborator the ability to activate
or deactivate the survey.
d. Copy – allow the collaborator the ability to make a copy of the
survey for re-use.
e. Distribute – allow the collaborator the ability to distribute the
survey.
5.
When you are finished selecting the desired collaboration options, click
Save.
A CTIVITY : V IEW I NDIVIDUAL R ESPONSES
The Responses section of the View Results tab is the best place to clean up your data,
taking a quick look at an individual response or delete a response.
1.
Click on the View Results tab.
2.
Click Responses.
3.
Click on the Recorded Responses tab.
a. Recorded Responses tab: Complete or closed responses are
recorded in your data set.
b. Responses in Progress tab: Incomplete responses are not included
in reports until completed or expired.
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4.
Click on the link in the Response ID column.
Note: If the original link was anonymous the Respondent’s name is listed as an IP
address. If it was sent from a Panel then the name of the respondent is listed.
5.
A document of the individual respondent’s answers is generated.
D ELETE AN I NDIVIDUAL R ESPONSE D ATA
You can delete an individual respondents data.
a. Click the gray box to the left of the Response ID
b. Select Delete from the select window.
c. Click Delete at the Delete Responses warning window.
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A CTIVITY : V IEW AND M ODIFY I NITIAL R EPORT
The View Reports section is designed to help you create reports from your data quickly.
These reports are ideal for producing a standard report of your whole survey with basic
filters and customization.
1.
Click on the View Results tab.
2.
Click View Reports.
3.
Under Report Name click on Initial Report (This report displays number
of responses, percentages and statistical data for each question.)
4.
Click Next Page to view the next question.
5.
Select the question 3 in the navigation pane on the left.
Note: To the right of your question there are options to Add Graph, Add Table, or More.
6.
Click Add Graph.
7.
Hover over the inserted graph.
8.
Click on the Pie chart to change graph type.
9.
Click the drop down next to Graph Options.
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10.
Select Show Values.
Note: The initial report will most likely already have tables inserted. If not, click Add
Table.
Note: The More option includes adding notes, graphs (with or without time series),
tables (with or without time series), and text entry tables.
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POLLS
Polls are quick, one question surveys that you can embed onto your website without
traditional survey building.
A CTIVITY : C REATE A P OLL
1.
Go to the Polls tab.
2.
Click Create Poll.
3.
Enter Informational Poll into Poll Name.
4.
Type Are you interested in any of the classes below? into Question.
5.
Under Choices, type Photoshop
6.
Press Enter (Choices can only have one choice per line).
7.
Type Excel.
8.
Press Enter.
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9.
Type Word.
10.
Press Enter.
11.
Type PowerPoint.
12.
Press Enter.
13.
Type Outlook.
14.
Press Enter.
15.
Type Access.
16.
Press Enter.
17.
Leave Submit in the Submit Button Text.
18.
Under Answer Type select Multiple Answer (Array allows for only one
answer per question).
19.
Press Save Changes.
20.
Click the gray box under the Active column to activate your poll.
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A DDING A P OLL TO Y OUR W EBSITE
Once your poll is complete you can add the content onto your website. When someone
takes the poll the data will automatically be updated on your Polls tab in Qualtrics.
1.
Click Add this Poll to your Website.
.
This will bring up a box with html code in it.
2.
Copy the text and paste it into your website’s html code.
P OLL O PTIONS
Edit Poll
Edit your poll by clicking on the Edit section of your
poll. You can then modify any of the initial
information you entered when the poll was created
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Poll Results
View results by clicking on the Results section of
your poll. Pressing the Reset Poll button will reset
your Poll to no results.
Look & Feel
Before adding a poll to your website, you can modify
the colors, size, font, button, general, and advanced
settings.
Copy
Pressing the Copy link makes a copy of your current
survey and navigates you to the Edit section.
Delete
Pressing the Delete link brings you to a warning
window to confirm that you want to actually delete
the poll.
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APPENDIX: QUESTION ITEM TYPES
Static Content

Descriptive Text: This is not a question, but allows you to place
explanatory or instructional text into your survey.

Graphic: This is not a question, but allows you to insert graphics/images,
files, and videos into your survey.
Standard questions

Multiple Choice: Respondent is prompted to “choose one” or “choose
multiple” from the list of choices.
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
Matrix Table: You can ask many multiple-choice questions that use the
same answer choice scale.

Text Entry: Respondents can type in verbatim responses, such as
comments and contact information.

Slider: Respondents can drag sliders, bars, or stars to express numeric
amounts. This question is attention grabbing, interactive and can be a
good alternative to the Matrix Table.

Rank Order: Respondents can express preference for items by ranking or
ordering them.
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
Side-by-Side: You can place multiple Matrix-Like questions next to each
other in separate columns. The row statements are the same across all
columns, but the scale is different for each column. Each range of scales
used is displayed in the results as a separate question.
Specialty Questions

Constant Sum: Respondents can enter in numeric responses, such as
what percentage of time or income they use for particular activities or
products. You can specify that the numbers entered must total a certain
value and toggle on/off the ability to have the values summed while values
are entered.

Pick, Group, and Rank: Respondents can drag and drop the choices into
groups and rank them. You can specify these groups in the survey builder.
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
Hot Spot: You can insert a picture that respondents can then click to
indicate whether they like or dislike predefined regions/areas.

Heat Map: You can insert a picture that respondents can then click to
indicate the area that sticks out to them or those they like the most. In the
results, you will be able to see where all the respondents clicked.

Graphic Slider: Respondents can express themselves using gauges,
thermometers, stoplights, grades, blocks, smiley faces, and more.

Gap Analysis: Similar to the Side by Side and Matrix questions, Gap
Analysis respondents can rate satisfaction on a five-point smiley face
scale, then specify why they selected the rating.
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
Drill Down: Respondents can choose an answer option by narrowing
down from a general category to a specific category. In order to achieve
this objective, you need to provide ALL possible combinations within
different categories.
Advanced

Timing: Times how long a respondent was on a page. The question is not
displayed to respondents and does not prompt a response.

Meta Info Question: Collects information on how respondents are
accessing your survey. The respondent does not see this question type.

File Upload: Allows respondents to browse their machine and upload a
file (document, image, etc.) up to 16 MB in size to their survey response.

Captcha Verification: Helps verify if the survey takers are humans and
not computers (or “bots”). Qualtrics uses Google’s reCAPTCHA service.
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Replace from Library

Question Library: Individual questions can be archived in a Library for future
access.
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