Am I getting it correctly that the excel sheet was basically a form to fill in, with fields and labels, but as a spreadsheet? If so, that sounds pretty clever to me - there're many better ways to do this, but if everybody working there has excel anyways, that's a fast and easy way to get the data in a unified and automatable format without any extra infrastructure.
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If it was a single question, that does sound lame, my other thought was that those "online polling tools" might not be viable because you can't put internal company communications into them... But if it's stuff like food choices or something, then that might also not be a problem.
That said, my point still stands - what you describe does sound like what I'm saying. If you make a sheet with a dedicated field to put the answer into, it should be possible to reliably automate pulling out answers from all the files with excel-level knowledge, and without any additional sites or servers, just spreadsheet editing software and email.