Permission & Access Issues

How to Create a QR Code Survey and Protect Data in Microsoft Forms

Ayan Masood Oct 20, 2026 870 views

Question details

Configure a Microsoft Forms survey to be publicly accessible via QR code while keeping the associated live-response Excel data restricted to organizational members.

How to Create a QR Code Survey and Protect Data in Microsoft Forms

Product: Microsoft Forms
Device & OS: not provided
Scenario: Distributing a public survey efficiently via QR code without exposing the backend collected data in the linked Excel workbook to unauthorized users.
Observed behavior: The goal is to successfully allow anyone to submit the form using a QR code, maintain strict internal view permissions on the Excel results, and troubleshoot any browser errors when loading the QR code.

Before you start

Ensure you are logged into OneDrive for Business and have the necessary administrative rights to modify sharing permissions for Microsoft Forms and Excel files.

Solution 1Recommended

Configure Form for Public Access and Generate QR Code

Adjust the Microsoft Forms sharing settings to allow public submissions and download the QR code for distribution.

By default, forms created in an organizational environment may be restricted to internal users. To allow public access, you must change the response permissions before distributing the QR code.

Open Form Settings

Navigate to Microsoft Forms within your OneDrive for Business environment and open the survey you wish to share.

Change Response Permissions

Click on the 'Collect responses' or 'Share' button in the top right corner. From the dropdown menu, select 'Anyone can respond' to make the form public.

Download the QR Code

In the sharing panel, click on the QR code icon. Click the 'Download' button to save the QR code image, which can now be shared publicly without requiring respondents to sign in.

Configure Form for Public Access and Generate QR Code

Permission Check: Anyone who scans this downloaded QR code will now be able to view and submit the form directly.

Solution 2

Restrict Access to the Live-Response Excel Workbook

Secure the collected survey data by limiting the sharing permissions of the linked Excel workbook.

Solution 3

Troubleshoot Mobile QR Code Loading Errors

Fix issues where scanning the QR code results in an error page on mobile browsers.

Create Forms Easily with WPS

Create QR Code Surveys and Manage Data Seamlessly with WPS Office

WPS Office provides a comprehensive, lightweight toolkit including WPS Forms and WPS Spreadsheet. You can quickly generate public surveys, share them via QR code, and securely manage your collected data in a familiar, highly compatible spreadsheet interface.

1. Launch WPS Form: Open WPS Office, navigate to the 'Apps' section, and select 'WPS Form' to start a new survey.
2. Create and Customize Survey: Add your desired questions, adjust the form layout, and save your progress.
3. Share via QR Code: Click the 'Share' button to instantly generate a public sharing link and a downloadable QR code for respondents.
4. Analyze and Protect Data: Access the responses directly within WPS Spreadsheet, where you can apply file encryption or set document permissions to restrict viewing access.

Instantly create forms and generate shareable QR codes100% compatible with Microsoft Excel (.xlsx) formats for deep data analysisBuilt-in file permission management to secure survey resultsLightweight suite that runs smoothly on Windows, Mac, iOS, and Android

microsoft office alternative - wps office

Frequently Asked Questions

Can external users fill out a Microsoft Form without signing in?

Yes. By selecting 'Anyone can respond' in the form's sharing settings, external users can scan the QR code and submit their responses anonymously without needing a Microsoft account.

Does sharing a Microsoft Forms QR code expose my Excel data?

No. The QR code only provides access to the front-end survey. The backend live-response Excel workbook is stored separately in your OneDrive and retains its own independent sharing permissions.

Why does my phone show an error when I scan the QR code?

This is typically caused by corrupted cache data in your mobile browser. You can often fix this by opening the link in a different browser, clearing your current browser's cache, or reinstalling the browser app.

Can I restrict the survey to only specific people in my organization?

Yes. Instead of selecting 'Anyone can respond', you can choose 'Only people in my organization can respond' or 'Specific people in my organization can respond'. However, this will require them to sign in to access the form.

Document & File Issues