Any Microsoft Form that you create automatically records the responses to an Excel Spreadsheet. The location of this spreadsheet is somewhat dependent on the location of the form itself.
Forms can be created as a personal form or a group form – this choice changes a number of things about your form and its responses.
Personal Forms:
Personal forms are stored with your own O365 user account. Responses are automatically saved to an Excel spreadsheet within your OneDrive and the form and associated data are no longer available if your account gets deactivated.
Personal forms can be shared with a Collaborate link allowing others to edit your form. The Collaborate link can provide access to:
- Anyone with an Office 365 work or school account
- People within your organisation
- Specific people within your organisation
If your account is deactivated these links will cease to work.
Group Forms:
Group Forms allow users within the group to access and edit the form and associated responses.
Responses are automatically saved to an Excel spreadsheet within your OneDrive and the form and data will remain if your account is deactivated.
Group Forms can also be shared with Collaborators.
How do I know which it is?
When you navigate to Forms you can see the below menu:
Under Recent all forms are grouped together regardless of owner or location.
Each of the forms you can edit will display an image (if one has been selected), the title of the form, the owner of the form, and the number of responses.
Any form you have responded to will display an image (if one has been selected), the title of the form, whether the form has been filled or not, and the date and time of completion.
Who can respond to Forms?
When you are ready to request responses, you will be asked about who is responding to your Form. You can specify the following:
- Anyone can respond
- Only people in your organisation can respond
- Record name
- One response per person
- Specific people in your organisation can response
These options allow you to limit your form responses as needed. In some instances, the information you provide, or request may be protected by privacy laws or have broader implications if seen by a wider audience. Always keep this in mind when creating links!
Find more about creating your own Microsoft Forms here
What else?
Forms can also be used to feed information to other Microsoft products such as Lists and Outlook depending on your purpose.
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Find more about creating your own Microsoft Forms here
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