How to allow other users to edit a Microsoft Form

When creating a form using Microsoft Forms, the form is stored within your personal Microsoft 365 account. The form is then shared to collect responses. But what if you want to allow other users in your organisation to edit the Form? What if it needs to be a collaborative space so that any of your team members can access and make changes when needed?

No problems! Microsoft Forms allows you to collaborate with others and invite those users to edit a form or quiz you have created. Being able to share the creation of a form or quiz assists everyone by allowing collaboration within a group or team rather than placing the process solely with one person.

On the other side is the fact that by allowing others collaboration access, you allow those other users to also access the results. This is great if data analysis after the form has been completed in not in your job role OR maybe you are going away for an extended period and need someone to monitor results in your absence.

Another important thing to understand is the different between sharing a form for people to complete, versus allowing other users to edit the Form. If you are only wanting to send the form out to a group of people that need to fill in or complete the form, see my post about how to share a form. Here I’m going to show you have to allow other users to edit your Form and be able to view responses.

Share a Form

If you wish to involve others in the creation of a form, you can easily provide access via the Add collaborators feature. Likewise, it is also possible to share your form to be used as a template, which then allows others to create a copy of your form for them to use.

How to add Collaborators

Forms will allow you to invite others to collaborate on your form or quiz which will allow them to make changes and share your form with others.

When allowing others to edit a Form, you are provided with the following permission levels:

Anyone with an Office 365 work or school account can edit or view results.
This essentially opens the Form up to any user who has a Microsoft 365 work or school account. They can edit the form along with viewing responses that are received.

People in Your Organisation with the link can edit and view results.
This limits access to only those within your own organisation who are provided with the link. They can edit the form along with viewing responses that are received.

Specific people in Your Organisation with the link can edit and view results.
This limits access to only specific people within your own organisation. They can edit the form along with viewing responses that are received.

To add a Collaborator:

1. Open the Microsoft Forms website at https://forms.microsoft.com/.
2. Click to open the Form you wish to collaborate on.
3. Click the ellipsis (…) button in the top right corner of the screen:

4. Select Collaborate or Duplicate from the menu.
5. The options will be displayed:

6. Click Share the link to collaborate and view result.
7. A permission level drop-down will appear with the default setting Anyone with an Office 365 work or school account can edit and view result:

8. Use the dropdown menu to choose a different permission option if needed.
9. Now click Copy for the link.
10. Send the link to those as needed using your chosen method such as email or Teams chat.

Share a Form as a template

You can provide others with a copy of your form to use as a template to create another form, you can send a link which allows access.

To share a form as a template:

1. Click the ellipsis (…) button in the top right corner of the screen.
2. Select Collaborate or Duplicate from the menu.
3. The options will be displayed.
4. Under the Share as a template heading, click Get a link to duplicate:

5. The default setting is that Anyone with the link can duplicate.
6. Click Copy for the link.
7. Send the link to those as needed using your chosen method such as email or Teams chat.

Well I hope this has helped to show you how to allow other users to collaborate with you on a Microsoft Form. By providing collaboration access you allow other users to edit and view results. Comment below with any questions.