Personal and Group Ownership

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. 

Personal Form

• Created in Forms or a SharePoint Communication site.

• The original owner (identified by name) retains full control.

• Collaborators can edit content and view responses, but cannot take ownership.

• Ownership is non-transferable; however, collaborators can add others to maintain access.

• Move the form to a Team site or add a collaborator before to ensure it wont be lost if the original owner leaves.

• Communication sites (KnightNet) don't have MS365 Groups, so connect your form to the Team site .

Group Form

• Created in My Groups. Moved to a Group or created in a Teams SharePoint site.

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

• Microsoft 365 Group (SharePoint Site) name on the form

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

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

Move Your Form to a Teams Site in MS 365

Note: This move is irreversible. The form will permanently migrate from your "My Forms" list to the Group Forms tab

• Go to forms.office.com and sign in.

• Scroll down to the bottom and click All My Forms.

• Locate the form you want to transfer.

• Click the More options (...) in the bottom-right corner of the form tile.

• Select Move to a group.

  • Only Team sites appear in the list because they are linked to Microsoft 365 Groups; KnightNet sites are Communication sites and Communication sites cannot be linked to your form.

• Choose the destination group and click Move.

Transfer to Another Individual (Workaround)

Microsoft Forms does not have a "Transfer to User" button. You must use the Duplicate link to provide a copy or the Move to Group feature to transfer ownership of the original.

• Open the form you want to transfer.

• Click … in the top right.

• Select Collaborate or Duplicate.

• Under "Share as a template," click + Get a link to duplicate.

• Send this link to the new owner.

• The new owner opens the link and clicks Duplicate it. They now have their own identical version of the form.

• Remember to update your pages to reflect the new form.

Note: This creates a new form with a new URL. Old responses will not carry over to the new owner's copy.