Microsoft Forms Changing Ownership

software

This article describes MS Form Ownership, Collaboration and Transferring Ownership.

Personal and Group Ownership

To determine ownership of a form, you can go to the Recent tab and look at the name associated with the form underneath the form name if you opened it recently.

If a form belongs to you, you will see your name on the form. If it belongs to a group, it will show the name of the group.

Personal Form

Created in Forms or a SharePoint Communication site.
The original owner (identified by name) retains full control.
Collaborators can edit content and view responses, but cannot take ownership.
Ownership is non-transferable; however, collaborators can add others to maintain access.
Move the form to a Team site or add a collaborator before to ensure it wont be lost if the original owner leaves.
Communication sites (KnightNet) don't have MS365 Groups, so connect your form to the Team site .

Group Form

Created in My Groups. Moved to a Group or created in a Teams SharePoint site.
Belongs to the Microsoft 365 Group, instead of an individual user.
Microsoft 365 Group (SharePoint Site) name on the form
Any group member with appropriate permissions can manage it (security groups included).
Best for long-term or team-owned forms, especially for organizational continuity.

Changing Ownership

Move Your Form to a Teams Site in MS 365

Note: This move is irreversible. The form will permanently migrate from your "My Forms" list to the Group Forms tab

Go to forms.office.com and sign in.
Scroll down to the bottom and click All My Forms.
Locate the form you want to transfer.
Click the More options (...) in the bottom-right corner of the form tile.
Select Move to a group.
- Only Team sites appear in the list because they are linked to Microsoft 365 Groups; KnightNet sites are Communication sites and Communication sites cannot be linked to your form.
Choose the destination group and click Move.

Transfer to Another Individual (Workaround)

Microsoft Forms does not have a "Transfer to User" button. You must use the Duplicate link to provide a copy or the Move to Group feature to transfer ownership of the original.

Open the form you want to transfer.
Click … in the top right.
Select Collaborate or Duplicate.
Under "Share as a template," click + Get a link to duplicate.
Send this link to the new owner.
The new owner opens the link and clicks Duplicate it. They now have their own identical version of the form.
Remember to update your pages to reflect the new form.

Note: This creates a new form with a new URL. Old responses will not carry over to the new owner's copy.

Key Impacts of Changing Ownership

When you move a form to a group, several things change behind the scenes:

Feature	What Happens
Excel Data	A new Excel workbook is created in the group's SharePoint site to store responses.
Form URL	The original link sent to respondents remains active and will continue to work.
Permissions	Any member of the M365 Group can now edit questions and view all results.
Notifications	You may need to update settings if you want the whole group to receive email alerts for new responses.

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