Microsoft 365 - MS Forms Ownership and Email options

Using Webforms to gather information from a particular audience can be done using a few methods
1) Self Serve using MS Forms.  
2) Information Technology Supported using Drupal Webforms

Overview

Using webforms to gather information from a particular audience can be done using:

1. Self-Serve using Microsoft Forms
2. IT-Supported: Drupal Webforms on www.saultcollege.ca ONLY

Target Audience

Sault College Employees

MS Forms

Personal Forms - Under My Forms

Use when:

• Only one person needs notifications.
• No need for team collaboration.

Steps:

1. Go to https://forms.office.com.
2. Under My Forms, click New Form.
3. Create your form.
4. Share the link when ready.

Storage:

• Forms themselves are stored in the Microsoft Forms service (not in OneDrive).
• File Upload behavior:
  • If you add a File Upload question, uploaded files are saved in your OneDrive → Apps → Microsoft Forms.
  • The folder appears only after a form with file upload is created and at least one file is submitted.

Group Forms - Under My Groups

Use when:

• Multiple team members need access.
• Best for continuity if the creator is unavailable.

Steps:

1. Go to https://forms.office.com.
2. Under My Groups, select the Team or Group.
3. Click New Group Form.
4. Create your form.

Storage:

• Forms themselves are stored in the Forms service.
• File Upload behavior:
  • Uploaded files are saved in the Group’s SharePoint document library → Apps → Microsoft Forms.
  • The folder appears only after file uploads occur.
• Important: Once moved to a group, forms cannot be moved back to personal.

Email Notifications

Receiving Email when a Form is submitted

Follow these steps (see numbers in the image):

1. Enable Email Notifications

• In the form settings panel, check Get email notification of each response.

2. Add Recipients

• In the field below, enter a name, group, or email address to add additional recipients who should receive notifications.

3. Confirm Recipients

• Icons will appear for each recipient added. For example:
  • SS = Solution Specialist Team
  • RR = Individual college email address
• These represent who will receive the submitted form notifications.

Important Notes:

• For Group Forms, notifications only work if the group mailbox is enabled in Exchange Online. If ITS has already enabled this, nothing else is required.
• If the mailbox is hidden or disabled, ITS must adjust settings before notifications will deliver.

No email notifications for responses to Group Forms - Microsoft 365 Apps | Microsoft Learn

Transfer ownership of a form from to a new user

You can transfer ownership of a form to a Microsoft 365 Group or reassign it if the original user is deleted. This ensures continuity for active forms.

To transfer ownership by moving the form to a Microsoft 365 Group:

Steps:

1. Go to My Forms at https://forms.office.com.
2. Locate the form you want to transfer.
3. Click the ellipsis menu (⋯) in the top-right corner of the form tile.
4. Select Move.
5. Choose the Microsoft 365 Group you want to transfer the form to.
6. Confirm the move.

Result:

• The form remains active.
• All members of the selected group become owners with full editing rights.
• Responses are stored in the group’s SharePoint document library.
• Links to the form still work as long as the original account remains in Azure AD.

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For Deleted Users

If the original owner’s account has been deleted:

• The transfer must be completed within 30 days of account deletion.
• Only a Global Admin can reassign forms from deleted accounts.
• Admins can use the Microsoft 365 Admin Center or PowerShell to recover and transfer ownership.

(1254) How To Transfer Ownership Of A Microsoft Form To Another User - YouTube

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Important Notes

• Ownership can only be transferred from an individual to a group, not back to an individual.
• You can only move a form to a group you belong to.
• Once moved, the transfer is permanent.

For a more detailed guide, you can refer to these video tutorials:

• How to transfer the ownership of a MS Form
• How To Transfer Ownership Of A Microsoft Form To Another User
• Microsoft Forms Ownership Transfer.

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Requesting a Professional, Drupal, Webform (IT-Supported)

If your form requires advanced functionality beyond Microsoft Forms, you can submit a request to Information Technology Services (ITS) for a professionally developed webform.

Features of an IT-Supported Webform:

• Built using Drupal Webforms on www.saultcollege.ca.
• Can include:
  • Email notifications to multiple recipients.
  • Database integration for storing and managing responses.
  • Conditional logic for complex workflows.
  • Secure file uploads.
  • Custom reporting tools.

When to Request This Option:

• You need data stored in a secure database for long-term access.
• You require automated workflows or customized approval processes.
• You need branding and accessibility compliance for public-facing forms.

How to Request:

• Submit a ticket through our TDX ticketing system
• Include:
  • Purpose of the form.
  • Required fields and logic.
  • Notification requirements.
  • Any integration needs (e.g., email lists, databases).