Frequently asked questions about Microsoft Forms

Frequently asked questions about Microsoft Forms

Note: The information in this article applies to the most current functionality available in Microsoft Forms. Like most modern software, the Microsoft Forms experience is frequently updated to add new functionality and to improve existing features. Please check back periodically for new and recently updated questions and answers.

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Microsoft Forms is a simple, lightweight app that lets you easily create surveys, quizzes, and polls. In educational institutions, it can be used to create quizzes, collect feedback from teachers and parents, or plan class and staff activities. In business organizations, it can be used to collect customer feedback, measure employee satisfaction, improve your product or business, or organize company events.

Microsoft Forms is free to use for anyone with a Microsoft account (Hotmail, Live, or Outlook.com). The following Office 365 Education suite and Office 365 Commercial suite licenses can also use Microsoft Forms:

Office 365 Education licenses

  • Office 365 Education

  • Office 365 A1 Plus

  • Office 365 A5

  • Existing customers who purchased Office 365 Education E3 prior to its retirement

Office 365 Commercial licenses

  • Office 365 Business Essentials

  • Office 365 Business Premium

  • Office 365 Business

  • Office 365 ProPlus

  • Office 365 Enterprise E1, E3, and E5 plans

  • Existing Office 365 Enterprise E4 customers who purchased E4 before its retirement

Log in to forms.office.com and start creating surveys, quizzes, and polls.

Can someone without an Office 365 account respond to my survey or quiz?

Microsoft Forms authors can toggle their settings to allow users outside of their organization to respond to their survey or quiz. In this case, users will be submitting responses anonymously. If you want to see who has filled out your survey or quiz, you can require respondents to fill in their names as part of your questionnaire.

Web browsers with which Microsoft Forms works

Microsoft Forms is optimized for Internet Explorer 10+, Edge, Chrome (latest version), Firefox (latest version), Chrome on Android (latest version), and Safari on iOS (latest version).

Availability of Microsoft Forms for desktop and mobile

Microsoft Forms is available to use on desktop and mobile browsers, ensuring a broad audience can respond to your survey or quiz without having to download a separate app.

Number of forms you can create and limit of responses a form can receive

Office 365 Education and Office 365 Commercial subscribers can create up to 200 forms and each form can receive up to 50,000 responses. Microsoft Forms users with a Microsoft account (Hotmail, Live, or Outlook.com) can create up to 200 forms and each form can receive up to 1,000 responses.

If you require more responses, we recommend exporting existing responses to an Excel workbook, and then clearing these from your survey or quiz. This will enable you to collect more responses once cleared.

Yes, you can!

Create a survey or quiz with multiple people

You can create and share a link to allow others to collaborate on a survey or quiz with you. See share a form to collaborate to learn more.

Make templates from an existing survey or quiz so others can reuse it

You can create and share a link to allow others to reuse surveys or quizzes you have created. See share a form or quiz as a template to learn more.

Turn off or turn on Microsoft Forms

Office 365 IT Administrators can turn off Microsoft Forms in the Office 365 Admin Center, under the User Management tab. See set up Microsoft Forms and turn off or turn on Microsoft Forms for more details.

Is there a limit to the number of users and amount of data stored for user accounts even after they have left my organization?

Currently, there is no limit for the number of users for which data is retained, as long as the provisioning of their accounts is within your organization's online service agreement. There is also no limit for the amount of data stored for user accounts.

The original owner of a form is no longer with my organization and/or their Microsoft Forms license has been removed. What happens to the data that is associated with the form they created?

All account-related data will be deleted 30 days after a user account has been deleted from your tenant (Azure AD).

Where data is stored for Microsoft Forms

Microsoft Forms data is stored on servers in the United States, with the exception of data for European-based tenants. The data for European-based tenants is stored on servers in Europe.

When you create a form in OneDrive for Business, SharePoint Online, Excel Online, Microsoft Teams, or using the Microsoft Forms web part, you can click Open in Excel to get an Excel workbook (automatically stored on OneDrive for Business or SharePoint Online) that contains a live data connection to your form. Any new response data in your form will be reflected in your workbook. On occasion, the workbook may not contain the latest data for a number of reasons, such as the accidental deletion of a workbook or file corruption. If this is the case, Forms will provide you with an alert and ask if you want to create a new workbook in order to “sync” your most recent responses to a new workbook. This new workbook will be stored next to your original workbook on OneDrive for Business or SharePoint Online. This will ensure your data is up to date. Learn more about how to get missing data.

See languages supported and language settings for Microsoft Forms.

In Microsoft Forms on the Responses tab, click Open in Excel. Your form responses will open in an Excel workbook. From Excel, you can export or save your form responses as a PDF file. Learn more about how to save or convert your Excel file to PDF.

Notes: 

  • If you've created your form in Forms on the Web (https://forms.office.com) and click on Open in Excel, an offline Excel workbook will open that has no relationship or connection to your form.

  • If you've created your form in OneDrive for Business and click on Open in Excel, your Excel workbook is automatically stored in OneDrive for Business and contains a live data connection to your form. Any new response data in your form will be reflected in your workbook.

  • If you've created your form in Excel Online and click on Open in Excel, your Excel workbook is automatically stored in OneDrive for Business and contains a live data connection to your form. Any new response data in your form will be reflected in your workbook.

If you have a form in Microsoft Forms you don't need anymore, you can get rid of it. Learn more.

Microsoft Forms data follows the O365 Compliance Framework, and meets Compliance Category C as outlined in the framework.

Microsoft Forms has also met GDPR compliance requirements as of May 2018. Please refer to Office 365 Data Subject Requests for the GDPR for more information.

Microsoft Forms meets FERPA and BAA protection standards.

If you receive a form that is collecting anonymous responses and believe some of the content in the form violates the Microsoft Terms of Use, please click on the Report Abuse link at the bottom of the form. Select the options that best describe the violation and, if you like, provide comments. When complete, click Submit.

No. Microsoft InfoPath was a solution to create customizable forms that can enable automated workflows, whereas Microsoft Forms is a basic, lightweight app for quickly collecting information via surveys and quizzes.

Microsoft InfoPath is being replaced by SharePoint Lists, Flow, and PowerApps – modern solutions for digitizing traditional company forms, automating workflows, and transforming business processes. Learn more.

We'd love to hear from you! Please visit the Microsoft Forms User Voice site to provide suggestions and vote on ideas others have already submitted.

We'd also love your feedback on this FAQ. Please take this short survey. Thank you!

See Also

What is Microsoft Forms?

Microsoft Forms Quick Start

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