1) Create a new form

1. Open forms.microsoft.com in browser
2. Log in using your username in the following format: username@jyu.fi
3. Select New Form. 
   
4. Name the form, for example: 
   "Join the mailing list – [list name]"
5. Add a description if necessary, e.g.: 
   "You can use this form to subscribe to the [list name] mailing list. The information you provide will only be used to add you to the list."

2) Add required fields

1. Select “Quick start”
2. Add fields:
   • Email address → Question type: Text
     • Select "Required"
     • You can add a check: Only allow email addresses in the format
       • ⋯ (Three dots) and "Restrictions"
       • Select the type of restriction → "Email"
   • Name → Question type: Text 
     • Recommendation that it is "Required"
   • Additional information, if applicable: e.g., role, organization, etc.

Privacy notice and acceptance

A link to the privacy policy must be included on the form. 

Add a "section" titled "Privacy Notice and Consent to Add Email Address to Mailing List" with the subheading "University of Jyväskylä Mailing Lists - Privacy Notice available at: https://www.jyu.fi/en/data-privacy/university-of-jyvaskyla-emailing-lists-privacy-notice”

• Add a new question: I agree to have my email address added to the mailing list [list name] → Question type: Choice
  • Options should be: “Yes” and “No”

NOTE! Members of the M365 Groups mailing list can see other members of the list and their email addresses. People outside the list cannot see the list members or their addresses.

3) Define settings for the form

Click Settings at the top of the page:

• Who can fill out this form
  • Anyone can respond
• Options for responses
  • Select: Accept responses
  • Select: Disable question number for respondents
  • Select: Hide Submit another response
  • If you want to, enable: Customize thank you message and add, for example, "Thank you! Your information has been sent to the list administrator."
• Response receipts
  • Select: Get email notification of each response
    (makes it easier to add people to the list)
    • Add the owners/administrators of the M365 Groups email list as recipients of the confirmation.

4) Share the form to users

1. Select Collect responses
2. Makse sure that “ Anyone can respond” is selected.
3. Activate “Shorten URL” and Copy link
4. Publish the copied link on your mailing list's website, intranet, or send it directly to users. 

5) Add user to the email list

When you receive a reply to your email:

1. Open the list management tool (we recommend using the browser-based M365 Groups management view )
2. Open the M365 Groups email list
3. Add the user to the list based on their email address.
   • Click Add member icon slightly to the right of the list name
4. Confirm the addition with a message.