How to Share Microsoft Form Responses with Others

Microsoft Forms is a versatile tool for creating surveys, quizzes, and polls. However, once responses start rolling in, sharing them with team members or collaborators becomes essential for analysis and decision-making. Whether you want to share response summaries or raw data, Microsoft Forms makes it simple. Here’s a step-by-step guide to share Microsoft Form responses effectively.

Steps to Share Microsoft Form Responses

1. Open Your Microsoft Form

1. Go to Microsoft Forms and log in with your Microsoft account.

2. Navigate to the form for which you want to share responses.

3. Click on the form to open it.

2. Access the Responses Tab

1. At the top of the form interface, you’ll see three tabs: Questions , Responses , and Settings .

2. Select the Responses tab. This is where all the collected data resides.

3. Share the Summary Link

1. Microsoft Forms provides a summary link that can be shared with others.

2. Click the three dots ( … ) in the upper-right corner of the Responses tab.

3. Choose Create a summary link .

4. Copy the generated link and share it with your collaborators via email, chat, or any communication platform.

Tip: This method is perfect for giving collaborators a quick overview of the results without granting access to the raw data.

4. Export Responses to Excel

1. For detailed analysis, exporting responses to Excel is ideal.

2. In the Responses tab, click Open in Excel .

3. Save the downloaded Excel file to your computer.

4. Share the file with others through email, cloud storage (like OneDrive or Google Drive), or a project management tool.

5. Use OneDrive or SharePoint for Real-Time Collaboration

1. If you want real-time collaboration, upload the Excel file to OneDrive or SharePoint.

2. Once uploaded, click the Share button, set the permissions (view or edit), and send the link to your team members.

6. Grant Access to the Form Itself

1. If your collaborators need ongoing access to both the form and its responses, share the form directly.

2. Click the three dots ( … ) in the top-right corner of the form.

3. Select Share > Share to Collaborate .

4. Set permissions and copy the link.

5. Share this link with your team. They can view and edit the form as needed.

FAQs

1. Can I restrict access to shared responses? Yes, Microsoft Forms allows you to set permissions for shared links. For example, you can restrict access to people within your organization or specific individuals.

2. Can collaborators edit responses in Microsoft Forms? No, collaborators cannot edit submitted responses. They can only view or analyze them.

3. How do I stop sharing response data? To stop sharing the summary link, go to the Responses tab, click the three dots ( … ), and select Disable summary link .

4. Is exporting to Excel secure? Yes, exporting to Excel is secure as long as you store and share the file using trusted platforms like OneDrive or SharePoint.

5. Can I automate sharing response data? Yes, you can use Microsoft Power Automate to set up workflows for automatic data sharing or notifications when responses are received.