File Sharing Problems

How to Transfer Forms for Excel Between OneDrive Accounts

Amos Gikunda Oct 19, 2026 868 views

Question details

The user needs to transfer multiple Forms for Excel to a colleague due to the 400-form limit per user, while ensuring that file access and permissions are preserved.

How to Transfer Forms for Excel Between OneDrive Accounts

Product: Microsoft Forms, Microsoft 365, OneDrive
Device & OS: not provided
Scenario: Reaching the maximum form creation limit and needing to hand over form ownership and data collection files to a colleague without breaking link access.
Observed behavior: The user wants to safely move or copy Forms for Excel between OneDrive folders but needs a method that transfers the permissions correctly along with the files.

Before you start

Ensure you have an active Microsoft 365 group that includes the colleague you wish to transfer the form to before proceeding.

Solution 1Recommended

Move Forms to a Microsoft 365 Group

Transfer the forms directly to a shared Microsoft 365 group rather than copying files between personal OneDrive folders to ensure permissions remain intact.

It is highly recommended not to transfer Forms by cutting and pasting files directly within the OneDrive sync folders. Moving files locally only transfers the workbook data and fails to properly migrate the associated form permissions to the new owner.

Open Microsoft Forms

Select the form to transfer

Locate the specific Form for Excel you want to move. Click on 'More options' (the three dots icon) in the upper right corner of the form tile.

Choose the Move option

Select 'Move' from the dropdown menu that appears.

Select the target group

A list of your available Microsoft 365 groups will appear. Select the group that your colleague belongs to.

Verify the transfer

After the transfer is complete, scroll to the bottom of your Forms list to find the form under the selected group. Your colleague can now access it with the correct permissions.

Group Access: Once a form is moved to a Microsoft 365 group, all members of that group become co-authors and can access both the form and its response data.

Free Microsoft Office alternative

Try WPS Office for Seamless Spreadsheet and Data Management

While transferring Microsoft Forms requires specific group administration, WPS Office provides an incredibly lightweight, free alternative for managing spreadsheets, sharing files, and handling data collection without complicated permission setups.

1. Download WPS Office: Install the free WPS Office suite on your preferred desktop or mobile device.
2. Create or Import Spreadsheets: Open WPS Spreadsheets to seamlessly open your existing .xlsx files or create new ones.
3. Use WPS Form: Access the WPS Form feature to create surveys and automatically collect responses into a shared spreadsheet.

Fully compatible with Microsoft Excel (.xlsx) and other Office formats.Built-in WPS Form tool makes data collection and sharing effortless.Free and lightweight alternative to Microsoft 365 subscriptions.Easily share files via secure links without complex folder sync issues.

microsoft office alternative - wps office

Frequently Asked Questions

Can I transfer a form by copying the Excel file in my local OneDrive folder?

No, copying or moving the Excel workbook via the local OneDrive sync folder only transfers the file. It breaks the connection to the form and does not transfer the necessary user permissions.

What happens if I reach the 400-form limit in Microsoft Forms?

A single user can create up to 400 forms. If you reach this limit, you must either delete older, unneeded forms or move existing forms to a Microsoft 365 group to free up space in your personal account.

Will the form URL change after moving it to a Microsoft 365 group?

The link for respondents to fill out the form usually remains the same, but the location of the underlying Excel workbook storing the data will move to the SharePoint document library associated with that group.

Document & File Issues