Microsoft Group Forms (Receiving Email) - Administrative Information

Overview

Most features of Microsoft Webforms is managed by the users, so there is limited Admin management needed.

Target Audience

Infrastructure, Solutions Specialists, Service Desk

Instructions

Admin - Granting the ability for users to receive emails when a Form has been submitted

Group Forms

The recommended method for enabling emails notifications is to use Group Forms; if an individual MS Form is submitted, transferring ownership to other users is limited and can result it lost forms.

NOTE: Individual MS Forms will only send messages to the creator of the form.

Who can make these changes

Only a Global Admin has the neccessary permissions to make the below changes, so all requests need to be escalated to the Infrastructure team.

Instructions, for Infrastructure Team, On How to Enable Email on a Team

You can send this info to Infrastructure with your request:

1. navigate to https://admin.microsoft.com
2. Click on Teams and Groups then Active teams & groups
3. Search for the Team you want to enable the email feature
   NOTE: Teams will always have a @saultcollege.onmicrosoft.ca domain address.  So when seeing multiple options look for this domain.
4. Open the Team
5. Click Settings
6. Enable
   1. Let people outside the organization email this team
   2. Send copies of team emails and events to team members' inboxes

There are 2 items that need to be enabled for the Form creator and Teams Groups to receive an emails from a Group Form. 

Users - Enabling Email

User must enable email on their form before the above Admin setting will be used.  Send this info to the users who made this request.

See the Receiving Email when the Form has been submitted section of this user facing article https://saultcollege.teamdynamix.com/TDClient/53/Portal/KB/ArticleDet?ID=8214

Troubleshooting

If the option to Send copies of team emais and events to team members' inboxes isn't avialable then you need to enable it. 

To enable it:

1. Navigate to https://admin.exchange.microsoft.com/ (active the PIM role if needed)
2. Search for the MS 365 Group (Team) you are looking for
3. Click on the Team, in the flyout on the right side of the screen you will noticed that the option Send Copies of group conversations and events to group members is probably not check.
4. Check the Send Copies of group conversations and events to group members option
5. Click Save at the bottom
6. It may take some time to sync, so you may not see the option at admin.microsoft.com instantly.   (((( This theory was being tested so I will return to remove this comment .... )))))