How to Configure Microsoft Forms for Organization-Wide Responses
Question details
The user needs to set up a Microsoft Forms survey that permits all organization members to submit answers while restricting them from editing the form questions or viewing the collected responses.
- Product
- Microsoft Forms
- Device & OS
- not provided
- Scenario
- Creating an internal company survey or questionnaire.
- Observed behavior
- The goal is to ensure only the form owner has edit and view-response access, preventing respondents from modifying the form or seeing others' data.
Verify that you are logged into your organizational Microsoft 365 account and that you have the necessary permissions to create and share forms within your tenant.
Use a Personal Form and Restrict Access to Your Organization
Creating a personal form ensures that only you (the owner) can edit questions and view responses, while organization members can only submit their answers.
By default, Microsoft Forms restricts question editing and response viewing to the form's author. However, if you create a 'Group form', anyone in that Microsoft 365 group with the correct permissions can access and view all responses. To prevent this, always create a personal form for organization-wide surveys.
Navigate to the Microsoft Forms dashboard and click on 'New Form' or 'New Quiz' under your personal forms section, rather than selecting a specific Microsoft 365 Group.
Click the 'Collect responses' button located in the top right corner of the screen.
In the send and collect responses pane, select 'Only people in my organization can respond' from the dropdown menu.
Copy the provided link and share it with your organization. Respondents will be required to log in to verify their organizational membership, but they will only see the answering interface.
Boost Your Productivity with WPS Office
While Microsoft Forms is great for internal surveys, managing permissions and group ownership can be complex. If you're looking for a comprehensive, free, and lightweight office suite for your daily document, spreadsheet, and presentation needs, WPS Office is an excellent alternative.
- 1. Download the installer: Visit the official WPS Office website and click the free download button for your operating system.
- 2. Install the software: Run the downloaded installer file and follow the on-screen prompts to complete the setup.
- 3. Open and create: Launch WPS Office to instantly start creating and editing your documents, spreadsheets, and presentations.
Frequently Asked Questions
Can respondents edit their answers after submitting a Microsoft Form?
By default, respondents cannot edit their answers once submitted unless you enable the 'Allow receipt of responses after submission' setting and explicitly provide them with an edit link, though this feature is limited depending on the specific form configuration.
What happens to a personal form if the owner leaves the organization?
If the owner's Microsoft 365 account is deleted, their personal forms will also be deleted. An IT administrator must transfer the ownership of the form to an active user or a group within 30 days of the account deletion to preserve the data.
How can I share the results of my form with specific colleagues?
To share results without making it a group form, click 'Share' or 'Collaborate or Duplicate' in the top right menu, then select 'Share to collaborate' and add the specific colleagues who need permission to view the responses.
