Creating a group form

Microsoft Forms is a powerful tool for quickly setting up surveys, registration forms or evaluations. But did you know that you can also create group forms?

That may seem like a minor decision, but it makes a world of difference in a school context. In this article, we explain step by step how to go about this and why it is so important.​

What is a group form?

By default, you create a form in Microsoft Forms using your own account. This means that you are the owner.

With a With a group form, the form is not in your name, but is part of a Microsoft 365 group (for example, a team)., the form is not in your name, but is part of a Microsoft 365 group (for example, a team).

👉 In practical terms: everyone in that group can view, edit and manage the form.

How do you create a group form?

You have two options.

Option 1 – Create a new group form

1. Go to Microsoft Forms.
2. Scroll down to “My groups”.
3. Select the appropriate group (e.g. a team or working group).
4. Click on “New group form”.
5. Build your form as you normally would.

✔️ Result: the form is immediately assigned to your team

Option 2 – Move an existing form

Have you already created a form? If so, you can easily convert it:

1. Go to “My forms”.
2. Click on the three dots (…) next to your form.
3. Select “Move to a group”.
4. Select the correct group.
5. Confirm.

✔️ Everyone in the group becomes a co-owner.

Why choose a group form?

1. Continuity guaranteed

With a personal form, everything is tied to a single person. If that member of staff leaves the school, the form may become difficult to access or even unusable. With a group form, everything remains accessible to the team. Colleagues can carry on working, even if the creator is no longer there.

2. Collaboration made easy

• Several colleagues can edit questions
• Analysing the results together
• Sharing a form with several people
• Saves you from endless emails asking, “Could you just tweak this a bit?”
• Everyone is working on the same version

3. Data stored centrally

With group forms, the responses are stored in the shared environment (SharePoint/Teams). This means: no separate Excel files, everyone works with the same data, and there is less chance of errors.

4. Improved workflow for schools

Things to bear in mind:

• Registration forms
• Project evaluations
• Surveys of pupils or parents
• Internal surveys

These forms are rarely “for one person” but are part of a team or school’s operations. It is therefore a good idea to set them up as group forms as a matter of course.

So...

A group form is a smart choice!

The benefits at a glance:

• Continuity during staff changes
• Working together without restrictions
• Centralised storage of answers
• Less paperwork and fewer errors