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How to View All Responses in a Microsoft Form Created by Someone Else
Question details
The user needs to view all submitted survey responses but lacks the necessary permissions because they are not the original creator of the Microsoft Form.
- Product
- Microsoft Forms
- Device & OS
- not provided
- Scenario
- Collecting survey responses and attempting to analyze the submitted data.
- Observed behavior
- The user is unable to access or view the collected form submissions because the form remains under the exclusive ownership of another individual.
Identify and contact the original creator of the Microsoft Form, as you will need their authorization to adjust the form's sharing or ownership settings.
Request Collaboration Access from the Form Owner
The most straightforward method to view responses is to have the original creator share the form with you as a collaborator.
Collaboration links grant specified individuals the ability to view, edit, and analyze the results of a Microsoft Form.
Reach out to the person who originally created the form and ask them to log in to their Microsoft Forms account.
Instruct the owner to open the form, click the 'More options' (three dots) button in the top right corner, and select 'Collaborate or Duplicate'.
Ask them to click 'Share to collaborate' and set the permissions to allow specific people in the organization to view and edit.
Have the owner copy the generated collaboration link and send it to you. Clicking this link will grant you access to view all form responses.
Move the Form to a Microsoft 365 Group
If the form is used by a team, the owner can move it to a Microsoft 365 Group so all group owners can manage it.
Experience Seamless Collaboration with WPS Office
While WPS Office cannot directly modify Microsoft Forms permissions, it offers a robust, free alternative for your daily document and data collection needs. WPS Office provides excellent compatibility with Microsoft Office files and includes intuitive tools for teamwork without complex permission hurdles.
Frequently Asked Questions
Can I view Microsoft Forms responses if I only have the 'share to answer' link?
No, the 'share to answer' link only allows users to submit a response. To view all responses and analytics, you need a collaboration link provided by the original form owner.
What happens to the form responses if the original owner leaves the organization?
If the owner's account is deleted, their personal forms and the collected data may be lost. It is highly recommended to move critical forms to a Microsoft 365 Group before an employee departs so the team retains permanent access.
Can multiple people be owners of a single Microsoft Form?
A personal form can only have one original owner. However, by moving the form to a shared Microsoft 365 Group, all designated group owners automatically gain owner-level access to the form and its response data.
