Permission & Access Issues

How to Send Microsoft Forms Responses Only to a Supervisor

Amos Gikunda Oct 9, 2026 868 views

Question details

The user needs to configure a Microsoft Form so that submitted responses are exclusively accessible to a designated supervisor.

How to Send Microsoft Forms Responses Only to a Supervisor

Product: Microsoft Forms
Device & OS: not provided
Scenario: An administrative assistant creates a form for a supervisor but needs to ensure that only the supervisor has access to the collected response data.
Observed behavior: By default, the creator of the form retains access to the responses, requiring the user to adjust ownership, sharing permissions, or storage locations to restrict visibility.

Before you start

Ensure you are logged into your Microsoft 365 account and have the supervisor's exact email address or target Microsoft 365 Group name ready for transferring permissions.

Solution 1Recommended

Transfer Form Ownership to the Supervisor's Group

Move the form to a Microsoft 365 Group owned by the supervisor to restrict access completely.

By default, the person who creates the form is the owner and can see all responses. To restrict this so that only the supervisor has visibility, you can move the form to a Microsoft 365 Group where only the supervisor has access permissions.

Open Microsoft Forms

Navigate to forms.office.com, log in, and locate the specific form you created.

Access Form Actions

Click on the 'More form actions' (three dots) icon located in the bottom right corner of the form's tile on your dashboard.

Move to a Group

Select 'Move' from the dropdown menu, then choose the specific Microsoft 365 Group that is managed exclusively by the supervisor.

Transfer Form Ownership to the Supervisor's Group

Access Restriction: Once moved, you will immediately lose access to the form and its responses unless you are also a member of that specific Group.

Solution 2

Create the Form directly in the Supervisor's OneDrive

Design the form within the supervisor's storage space so they retain default ownership of the results.

Solution 3

Use Power Automate to Send Responses via Email

Set up an automated workflow to email the form details directly to the supervisor upon submission.

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Frequently Asked Questions

Can I remove myself from the form's access list after creating it?

Yes. Once you transfer the form's ownership to a Microsoft 365 Group that only the supervisor belongs to, your access to the form and its responses is automatically revoked.

Does the supervisor need a Microsoft 365 account to view the responses?

Yes. To access the live Microsoft Forms dashboard or securely hosted Excel results, the supervisor must have a valid Microsoft 365 account with the correct permissions.

How do I share just the form results without giving edit access to the form itself?

You can open the form, go to the 'Responses' tab, click 'More options' (the three dots), and select 'Get a summary link'. Send this link to the supervisor so they can view the response summary securely without being able to edit the form's design.

Document & File Issues