Microsoft Forms - Change Ownership of a Microsoft Form

Issue/Request:

• I want to change the ownership of a Microsoft Form.
• I want to grant another person or group the ability to manage a Microsoft Form.
• What is the difference between a Personal and a Group Microsoft Form?

Environment:

• Microsoft Forms (Microsoft 365)

Roles:

• Students, Faculty, Staff

How to Change Ownership of a Microsoft Form

If you would like to change ownership of your form, please follow the instructions below.

1. Go to https://forms.office.com and click My Forms to access your Microsoft Forms. 

2. Click on the three dots of the form you want to transfer and select Move to a group.

3. A list of Microsoft 365 groups you belong to will appear. Select your form's destination (Teams group or SharePoint group) and click Move.

For demonstration purposes, I will use "Test Site IT." My selection will change my "Test Form" ownership to the SharePoint group, "Test Site IT." This action will remove my Test Form from the My Forms tab.

***Once you have transferred ownership of the form, you cannot reverse this action.***

Once you transfer ownership, any destination group member can access your former Microsoft Form, make changes, or access the responses data.

4. You can find the form by scrolling down to My Groups and clicking on the group you transferred it to.

How to Determine Ownership of a Microsoft Form

To determine ownership of a form, you can go to the Recent tab and look at the name associated with the form underneath the form name if you opened it recently.

If a form belongs to you, you will see your name on the form. If it belongs to a group, it will show the name of the group. Below, I changed ownership of my "Test Form" to the "Test Site IT" group.

What is the Difference Between Personal and Group Ownership?

Personal Form (Created in My Forms)

• Original Owner: Still retains complete control.

• Collaborators: Can edit questions, themes, settings, and view responses.

• Limitations:

  • Collaborators can't delete or transfer ownership. However, they can still add other collaborators to the Microsoft Form to continue making edits.

  • If the original owner leaves the organization or loses access, the form might become inaccessible unless shared with a group or a collaborator beforehand.

• How to create (Personal Form): Go to https://forms.office.com and create a Microsoft Form by selecting New Form at the top.
  
• How to add a Collaborator or Duplicate: Open your Microsoft Form, click the three dots at the top-right, and open Collaborate or Duplicate. Click +Share the link to collaborate and view result.
  
• How to change a collaborator's access: Click the Manage Access option underneath Add collaborators to change a collaborator's access to the form.
  

Group Form (Created in My Groups or Moved to a Group)

• Ownership: Belongs to the Microsoft 365 Group, instead of an individual user.

• Any group member with appropriate permissions can manage it (security groups included).

• Best for long-term or team-owned forms, especially for organizational continuity.

• How to create (Group Form): Go to https://forms.office.com and click on a group under the My Groups section.
  
  Select the New Group Form option to create a Microsoft Form owned by the group from the start.
  
• Why this matters:
  

  • 🔄 No risk of form loss if the original creator leaves.

  • 👥 Multiple people can manage the form and view results.

  • 🧠 Great for teams, projects, HR, IT, or surveys shared across departments.

What if the Form Owner is No Longer with the University (Employees Only)?

If the form owner is no longer with the University, please open a ticket with IT Support by emailing support@usa.edu, or go to help.usa.edu and click the Get Help! link for more contact options.