Forms: Creating and Sharing a Form with a Group

Summary

This article details steps on creating, sharing, duplicating, and moving your Microsoft Forms to groups.

 

Start a new form

  1. Sign in to Microsoft Forms with your Microsoft 365 school/work credentials

    Note: You can also log in to Office.com, look for the Microsoft 365 icons on the left, and then select Forms.

  2. Select Add button New Form.

  3. Title your form and, if you want, a description of it.

    Note: Form titles can have up to 90 characters. Descriptions can have up to 1,000 characters.

    Note: Your form is saved automatically while you create it.

Add questions

  1. Select  Add button Add new to add a new question to your form.

  2. Choose what kind of question you want to add, such as ChoiceTextRating, or Date question types. Select More question types Drop down list for more question types in Microsoft Forms for RankingLikertFile upload, or Net Promoter Score® question types. To organize sections for your questions, select Section.

    Tip: You can also format your text. Highlight a word or words, and then choose bold, italics, or underline from the floating toolbar. (Or, use keyboard shortcuts - CTRL/Cmd+B for bold, CTRL/Cmd+I for italics, and CTRL/Cmd+U for underline - to format.)

    Text formatting is gradually rolling out and will be available soon.

    Note: File upload is not available for GCC, GCC High, or DoD environments. 

    Important: If you delete a question, it will be permanently deleted along with any response data that's been collected for it.

Preview your form

  1. Select Preview to see how your form will look on a Computer or Mobile device.

  2. To test out your form, answer the questions in Preview mode, and then select Submit.

  3. To keep editing your form, select Back.

 

Share a form to collaborate

When you invite others to collaborate on your form or quiz, your co-authors can help add content, analyze responses, and share your form with others.

  1. In Microsoft Forms, open the form or quiz you want to share to collaborate.

  2. Select the Collaborate or Duplicate button Microsoft Forms icon for collaborate on or duplicate a form .

    Note: We're slowly rolling out the entry point for how to access the option of sharing your form to collaborate. If you don't see the Collaborate or Duplicate button Microsoft Forms icon for collaborate on or duplicate a form , select the Share button and proceed to the next step.

  3. Under Share to collaborate, select Add button Get a link to view and edit.

  4. Select one of the following collaboration permission options:

    • Users with an Office 365 work or school account can view and edit - Anyone with an Office 365 work or school account, inside or outside of your organization, is assigned co-authoring permissions and can view and edit your form.

    • People in my organization can view and edit - Anyone in your organization is assigned co-authoring permissions and can view and edit your form.

    • Specific people in my organization can view and edit - Only people or groups in your organization that you specify are assigned co-authoring permissions and can view and edit your form.

    Notes: 

    • To collaborate on a form with specific people in your organization, only users with a valid Office 365 mailbox can be selected. Users with other mailboxes, such as those hosted on dedicated Microsoft Exchange Servers and accessed via REST APIs, are not supported. Learn more.

    • You can designate up to 100 co-authors on a single form, and this can be a mix of individuals or groups. A group (no matter how many people belong to the group) counts as one co-author.

  5. Select Copy. You can now paste this link wherever your co-authors can access it, such as in an email, notebook, or Teams.

    Notes: 

    • Anyone you've specified as a co-author that has access to the collaborate link of your form will be able to view and edit both questions and response data.

    • Anyone you've not specified as a co-author won't be able to use the collaborate link to access your quiz or form.

When you share a form or quiz to collaborate, you still remain the owner and it remains in your Forms portal, but your co-authors can view and edit it through the link you shared with them. At the top of the form or quiz that you've shared, you can see the initials of each person currently making edits.

You'll also see display icons with initials of people or groups next to each section currently being edited.

Contributor initials displayed next to quiz question

Note: Co-authors are not able to modify permission levels of collaboration. For example, if you, as the form owner, have set permissions to, People in my organization can view and edit, your co-authors will not be able to change that permission level to a different one (e.g. Users with an Office 365 work or school account can view and edit). As the form owner, you're the only one who can select a different permission setting.

Stop sharing a form or quiz

  1. In Microsoft Forms, open the form or quiz which has the collaborate link.

  2. Select the Collaborate or Duplicate button Microsoft Forms icon for collaborate on or duplicate a form .

    Note: We're slowly rolling out the entry point for how to access the option of sharing your form to collaborate. If you don't see the Collaborate or Duplicate button Microsoft Forms icon for collaborate on or duplicate a form , select the Send button and proceed to the next step.

  3. Select the trash can button next to the text box that displays the form link.

  4. Select Remove link to permanently remove the collaborate link. (Select Cancel if you change your mind and don't want to remove the collaborate link.)

    Once you've removed the collaborate link, it's unusable for anyone that tries to click or tap on it. You can't recreate the same collaborate link and will need to get a new, unique one to share with others.

Move your form to a group

If you've created a survey, quiz, or poll, you can easily move it to a group so everyone in your group becomes an owner of that form. Group co-authors can help add content, analyze responses, and share the form with others.

Note: If you're an admin, you can transfer the form of someone who has left your organization. Learn more.

  1. Go to Microsoft Forms, sign in with your Microsoft 365 work or school account

    Note: You can also log in to Office.com, look for the Microsoft 365 icons on the left, and then select Forms.

  2. Scroll down to the bottom of your page and select All My Forms.

    Link to All My Forms for Microsoft forms on Office.com

  3. On the form you want to move, select More options in the upper right corner of its tile, and then choose Move.

    Options to open a form in a browser, move a form, copy a form, or delete a form for Microsoft Forms

    Note: You can only move the form if you're the owner of that form. You may not transfer the ownership of a form that is shared with you. 

  4. Choose the group you want to move your form to, and then select Move.

    Choose the group for which you want to move your form from My forms tab to Group forms

To see the form in the group for which you moved it to, select the back arrow on your My forms page, and then scroll down to the bottom of your page to see My groups. This list shows all the groups you belong to and the forms owned within those groups.

List of your groups that contain forms for Microsoft Forms on Office.com

Select the group to see the form you moved to it.

Details

Article ID: 4024
Created
Thu 5/27/21 4:15 PM
Modified
Fri 4/22/22 12:50 PM
Applicable Institution(s):
Granite State College (GSC)
Keene State College (KSC)
Plymouth State University (PSU)
University of New Hampshire (UNH)
USNH System Office