How to Remove a Former SharePoint Site Email Address from Microsoft Forms
Question details
A former SharePoint site owner's email address remains associated with a Microsoft Form even after the form has been moved to a new site location.
- Product
- Microsoft Forms
- Device & OS
- not provided
- Scenario
- Moving a Microsoft Form to a different SharePoint site while attempting to clean up outdated ownership and permissions.
- Observed behavior
- The former site owner's email address still shows up on the form, typically due to inherited permissions from the original SharePoint location.
Ensure you have site administrator permissions for both the original and the new SharePoint sites to effectively manage and modify access rights for the form.
Update Permissions in the Current SharePoint Site
Remove the former owner's access by managing the site members and owners group in SharePoint where the form is currently hosted.
When a form is moved between SharePoint sites, it often retains inherited permissions from the site level. To remove the former owner's email, you must modify the site-level access groups directly within SharePoint.
Open the SharePoint site where the form is currently located and click the gear icon in the top right to access Site permissions.
Click on 'Advanced permissions settings' at the bottom of the pane to view all inherited and direct access groups.
Locate the former site owner in the Site Owners or Members group, select their name, and click 'Remove User Permissions'.
Escalate Unresolved Access Issues to Microsoft Support
If standard permission settings do not display the former user or the 'Manage Access' option is missing, escalate the issue to Microsoft Support with proper documentation.
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Frequently Asked Questions
Why does a former owner's email still appear on my Microsoft Form?
This usually happens when the form is moved to a new SharePoint site but retains inherited permissions or metadata from its original location. The former owner might still be listed in the site's owner group or the Microsoft 365 group connected to the site.
How do I stop a Microsoft Form from inheriting SharePoint site permissions?
Go to your SharePoint site's 'Advanced permissions settings', select the specific document library or folder housing the form data, and click 'Stop Inheriting Permissions' in the ribbon. This allows you to set unique access rights specifically for the form.
What should I do if the 'Manage Access' option is missing in Microsoft Forms?
If you cannot find the Manage Access option, the form may be hosted in a group or site where you lack full administrative rights. Capture screenshots of your current view and contact your IT administrator or Microsoft 365 Support for assistance.
