Permission & Access Issues

How to Share Microsoft Forms Editing and Response Access with a Group

Partner Editor Sep 29, 2026 869 views

Question details

The user wants to allow multiple team members to edit a Microsoft Form and review its responses by sharing access with an entire Microsoft 365 group.

How to Share Microsoft Forms Editing and Response Access with a Group

Product: Microsoft Forms
Device & OS: not provided
Scenario: Team collaboration requires shared access to surveys and forms without the need to manually assign permissions to each individual user.
Observed behavior: The user needs to move the form to a designated Microsoft 365 group so all group members can automatically inherit editing and response-reviewing capabilities.

Before you start

Verify that you have an existing Microsoft 365 group available or ensure your account has the necessary administrator permissions to create a new group for sharing.

Solution 1Recommended

Move Your Microsoft Form to a Microsoft 365 Group

Transferring your form's ownership to an existing Microsoft 365 group automatically grants editing and response-viewing permissions to all group members.

This method replaces individual permission assignments by leveraging group ownership. Once a form is moved to a group, any current or future member of that Microsoft 365 group will immediately gain access to co-author the form and view collected data.

Access Microsoft Forms

Open your web browser and navigate to forms.cloud.microsoft.com. Log in with your Microsoft 365 credentials.

Locate the Target Form

Find the specific form or survey you want to share from your list of created forms. Click on the three-dot menu (More options) located in the corner of the form's tile.

Initiate the Move

Select 'Move your form to a group' from the dropdown menu that appears.

Select the Appropriate Group

Choose the desired Microsoft 365 group from the list provided and confirm the action. All group members will now be able to edit the form and review responses.

Move Your Microsoft Form to a Microsoft 365 Group

Group Creation Restrictions: If you do not see the desired group or if group creation is restricted in your organization, you will need to ask your IT administrator to provide an existing group or grant the required permissions.

Free Microsoft Office alternative

Analyze Form Responses with WPS Office

After collecting data with Microsoft Forms, exporting and analyzing the responses requires a robust spreadsheet tool. WPS Office provides a free, lightweight, and highly compatible alternative to Microsoft Office, making it incredibly easy to review and format your survey data.

1. Download the Installer: Visit the official WPS Office website and click the free download button.
2. Install WPS Office: Run the downloaded installer and follow the quick on-screen instructions to set up the suite.
3. Open Your Data: Export your Microsoft Forms responses to Excel and open the file directly in WPS Spreadsheets to begin your analysis.

Fully compatible with Microsoft Excel (.xlsx) formats for analyzing exported form data.Lightweight installation with an intuitive, familiar user interface for a seamless migration.Rich formatting and data analysis tools available completely for free.Cross-platform support ensures your team can review data on Windows, Mac, or mobile devices.

Frequently Asked Questions

Can I move a form back to my personal account after moving it to a group?

No, once a form is moved to a Microsoft 365 group, the ownership is permanently transferred to that group. It cannot be moved back to an individual personal account.

Will moving the form change the URL for respondents?

No, the link used by respondents to fill out the form remains exactly the same. Only the backend editing and administrative access are transferred to the group.

Why is the 'Move your form to a group' option missing?

This option might be missing if your organization's IT administrator has disabled group sharing for Microsoft Forms, or if you do not have sufficient permissions to manage group resources. Contact your admin for assistance.

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