Microsoft Forms Changing Ownership

Tags software
 

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:

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

 

Still Need Help?

Ask CIT! 📞 (585) 245-5588 | 📧 Email | 💬 Chat | 📝 Submit a Request and we'll be happy to assist you.

 

Print Article