How to migrate Microsoft Forms to another tenant or owner
Microsoft Forms has no tenant-to-tenant move. Inside one tenant you move a form to a group; across tenants you copy the form with a duplicate link and keep the responses in Excel. This guide covers both.
Your migration plan
This moves Microsoft Forms to a new owner, or to another tenant (another organisation's own Microsoft 365 setup) during a wider Microsoft 365 tenant-to-tenant move. Microsoft has no tenant-to-tenant move for Forms. Inside one tenant you move each form to a Microsoft 365 group, which keeps its link and responses. To reach another tenant you copy each form with a duplicate link (a built-in link that lets someone make their own copy): the copy gets a new web address and no responses, so you export responses to Excel first. A third-party tool can copy forms with their responses in bulk. The time depends on how many forms you have, and the deadline is set by when source accounts are deleted: Microsoft deletes Forms data 30 days after its owner's account is deleted.
Built into Forms with no admin tooling, and the export keeps every response as a record.
Other options and when to use them
- Move the form to a Microsoft 365 group: You are only changing the owner inside the same tenant, or rescuing forms from someone who is leaving.
- Export responses and retire the form: The survey or quiz is closed and only needs keeping for records.
- Forms migration tool such as Apps4.Pro: You have many forms and want them copied in bulk with their responses.
Protect the source forms first, because they are lost with the account that owns them. Then record and export everything, create the copies in the new tenant, and only then change links and flows to point at them.
- Inventory of forms, where each link is published and which flows use itEvery later step works from this list, and links in QR codes and websites are the parts people forget.
- Hold on deleting source accounts: disable or unlicense insteadMicrosoft deletes a user's Forms data 30 days after the account is deleted, and forms of a permanently deleted account cannot be recovered.
- Personal business forms moved to Microsoft 365 groups in the sourceThe team then owns each form and its responses, so one person leaving does not strand it.
- Responses exported as offline copiesA duplicated form carries no responses, so the export is the only record of them.
- Target owners and groups ready in the new tenantA duplicate lands in the account of whoever opens the link, so the right owner must exist and open it.
- Forms copied with duplicate links, and settings checkedThe copy gets a new address, and its response setting can reset, so check it before anyone uses it.
- Links, QR codes and flows pointed at the new formsFlows reference the form ID, so they can only be rebuilt once the new form exists.
- Source forms closed with a message, sign-off, then account deletionThe closed message redirects stragglers, and deleting accounts last keeps a way back until owners sign off.
Built-in and third-party tools treat these differently. Tick each one off once you have decided.
Download this checklist (Excel)How each tool handles it
Built-in methodDuplicate link (Microsoft's built-in copy): Microsoft says only the content of the form is duplicated, and no responses are carried over. It does not list whether branching, theme and settings come with it: check each copy in preview.Apps4.ProMigrates question settings (required, subtitles, restrictions, branching), themes, response settings and receipt options.Tip: Preview each copy on desktop and phone, and test every branch and required question.
Microsoft Support: Share a form or quiz as a templateHow each tool handles it
Built-in methodDuplicate link: no responses move. Download a copy (an offline Excel file) from the View responses page; the Open results in Excel workbook stays linked to the source form.Apps4.ProMigrates responses, but they show as posted by the tool's service account. Whether original names and dates are kept: not stated in Apps4.Pro's documentation: test it in your pilot.Tip: Store each offline copy in the target tenant's SharePoint and note the response count beside it.
Microsoft Support: Check and share your form resultsHow each tool handles it
Built-in methodDuplicate link: Microsoft says the setting resets when a form is copied between a work account and a personal account. Copying between two organisations' work accounts is not covered: check Settings on every copy.Apps4.ProMigrates the response collection and response options settings.Tip: Record each form's setting in the inventory so you can compare.
Microsoft Support: Share a form or quiz as a templateHow each tool handles it
Built-in methodDuplicate link: whether file upload questions copy correctly between tenants: not stated in Microsoft's documentation: test it in your pilot. Uploaded files are responses, so they do not come with a duplicate.Apps4.ProPersonal forms with upload questions are migrated as group forms, with uploaded files in the group's SharePoint. After migration you cannot add collaborators or new upload questions to those forms.Tip: Download uploaded files with the response export and store them together.
How each tool handles it
Built-in methodForms: each account can hold up to 400 forms and quizzes, counting its recycle bin, plus up to 400 group forms. You must be a member of a group to move a form into it, and a group cannot move a form to another group.Apps4.ProFor group forms, both of the tool's connector accounts must be members of the group.Tip: Duplicate each form into its long-term owner, not one migration account, and empty the recycle bin of test copies.
Microsoft Support: Form, question, response and character limits in Microsoft FormsHow each tool handles it
Built-in methodForms: an admin can transfer forms from a disabled account at any time, or from a deleted account within 30 days (while it is soft deleted, meaning still in the Deleted users list). After that, Microsoft deletes the Forms data and it cannot be recovered.Apps4.ProSource and target users need a Forms-enabled licence, and its scan flags forms whose owner has none. Keep source accounts licensed until the run is complete.Tip: Make "responses exported and forms copied" a gate before any source account is deleted.
Microsoft Learn: Microsoft Forms admin informationHow each tool handles it
Built-in methodDuplicate link: the copy has a new web address. The old link keeps opening the source form while it exists.Apps4.ProIts summary report lists source and target form addresses. Whether old links redirect: not stated in Apps4.Pro's documentation: test it in your pilot.Tip: Close the source form to responses with a message that gives the new link.
Microsoft Support: Adjust your form or quiz settings in Microsoft FormsHow each tool handles it
Built-in methodFlows reference the form ID, so they keep pointing at the source form until you change their trigger. The Open results in Excel workbook stays tied to the source form.Apps4.ProFlows: not stated in Apps4.Pro's documentation: test it in your pilot.Tip: Rebuild flows only after the target form exists, and record the new form for each flow.
How each tool handles it
Built-in methodMoving a form to a group makes every group member an owner. A duplicate is owned by whoever opens the duplicate link.Apps4.ProMigrates collaborator permissions. Group-level permissions are not migrated.Tip: Move each copy to a target group if a team, not one person, should own it.
Microsoft Support: Move your form to a groupHow each tool handles it
Built-in methodNothing syncs between the source form and its copy. Responses sent to the source after the export are not in the copy, and responses in the copy never reach the source.Apps4.ProIncremental migration (a top-up copy of only what changed) is not supported.Tip: Export responses again just before you close the source form.
- 1
List your forms
Before any accounts are deletedShow the detailed steps (4) →Watch out: Microsoft deletes a user's Forms data 30 days after the account is deleted. Once the account is permanently (hard) deleted, its forms cannot be recovered.
Ways around it
- Disable or unlicense source accounts instead of deleting them until the Forms work is signed off.
Tools that can do it
- Apps4.ProDiscovers all user and group forms after users and groups are mapped, and flags forms whose owner has no Forms licence. Keep source accounts licensed until the run is complete.
- 2
Export responses
Show the detailed steps (4) →Watch out: Duplicate link: responses never move with the copy.
Ways around it
- Keep the offline export as the record, not the live workbook, which stays tied to the source tenant.
Tools that can do it
- Apps4.ProMigrates forms with their responses. Responses show as posted by the service account, group permissions are not migrated, and there is no incremental pass.
- 3
Move forms to groups
If an owner is leavingWatch out: An admin can only take over forms from a disabled account, or a deleted one within 30 days (while it is still in Deleted users).
Ways around it
- Check in Graph Explorer (Microsoft's web tool for directory queries) whether the account is soft deleted, and move its forms before the window closes.
Show the detailed steps (4) →Watch out: A group cannot move a form to another group.
Ways around it
- Duplicate the form into the new group instead.
- 4
Copy forms to the new tenant
Watch out: Duplicate link: Microsoft says the response setting can reset when a form is copied between work and personal accounts. It does not say what happens between two organisations.
Ways around it
- Check Settings on every copy before you share it.
Show the detailed steps (5) →Watch out: Anyone who clicks a duplicate link can copy the form, including people outside your organisation.
Ways around it
- Send links only to the target owner, and stop sharing them once the copy exists.
- 5
Update links and flows
At cutoverShow the detailed steps (3) →Watch out: The copy has a new web address, and printed QR codes and embeds keep sending people to the old form.
Ways around it
- Leave the source form closed with a message pointing to the new link, so stragglers are redirected.
- 6
Test and close
Show the detailed steps (3) →Watch out: Responses collected in the target do not flow back to the source form.
Ways around it
- If you roll back, download the target responses and store them with the source export.
- Every form still in use has a target copy with a new link and an owner.
- Each stored export has the same row count as the source form's responses.
- Every published link and QR code opens the target form, and test responses reach the workbook and flows.
- The source form shows your closed message and has taken no new responses since cutover.
Tools named in this plan are independent third-party products, not endorsed by the platform vendor and not paid placements. Check the tool's own documentation and run a pilot first.
Detailed steps
Open a part when you reach it in the plan. Each step says where to go, what to do and what you should see.
About this migrationWhat it covers, limits at a glance
A form belongs to the person or group that created it, and its responses stay with that form. There are two different jobs:
- Change owner within a tenant: move the form to a Microsoft 365 group. The form, its link and its responses stay put.
- Move to another tenant: create a copy in the target with a duplicate link. The copy has a new URL and no responses.
Forms work is usually one part of a wider Microsoft 365 tenant-to-tenant migration. Do it before source accounts are deleted, because a form owned by a hard-deleted account cannot be transferred or recovered.
1What you need before step one
| Need | Details | Where to get it |
|---|---|---|
| Microsoft Forms | Sign in with the work account that owns the form (source) or will own the copy (target). | https://forms.office.com |
| Office Apps administrator role | Only to take over forms from a departed user. You also need a valid Forms licence. | Microsoft 365 admin center, https://admin.microsoft.com, Roles > Role assignments |
| Microsoft Graph Explorer | Only to check whether a departed user's account is soft deleted. | https://developer.microsoft.com/graph/graph-explorer |
| Target owner account | A licensed user in the target tenant who will open each duplicate link. | Created as part of the tenant move |
| Target Microsoft 365 groups (optional) | If forms should be owned by a team rather than a person. You must be a member of the group. | Groups and Planner guide |
| A tracking sheet | One row per form: owner, link, where it is published, flows, response workbook, new URL. | Application inventory and dependency map template |
2Inventory forms and their dependencies4 steps
- 1
Ask owners for a list
Where: Microsoft Forms (https://forms.office.com) > My forms, All My Forms and Group forms, per ownerAsk each team to open Forms, scroll to All My Forms and the Group forms tab, and list the forms they still use, including forms embedded in Teams tabs. Add each to your tracking sheet with its owner.
You should see: The tracking sheet has one row per form still in use, with an owner. - 2
Record what depends on each form
Where: Your tracking sheet (Application inventory and dependency map)For each form, note the link location (website, email signature, QR code, Teams tab), any Power Automate flow triggered by new responses (check
https://make.powerautomate.com> My flows), and the Excel workbook that collects responses.You should see: Every row lists where the link is published, any flows and the response workbook location. - 3
Note the response setting
Where: Microsoft Forms > open the form > SettingsOpen the form, select Settings and record who can respond (Anyone can respond, Only people in my organization can respond or Specific people in my organization can respond), plus Record name and One response per person. The duplicate may reset this setting, so you will check it later.
You should see: The tracking sheet has the response setting for every form. - 4
Check against limits
Where: Your tracking sheet, compared with Microsoft's Forms limits pageMicrosoft allows up to 400 forms per account (including the recycle bin), with up to 400 more group forms, and up to 200 questions per form. Count how many copies each target owner will receive. A target owner who is close to the limit cannot receive many more copies; spread them across owners or groups.
You should see: No target owner is planned to exceed the per-account limit.
3Export responses to Excel4 steps
Responses never move with a duplicated form. Export them before anything else.
- 1
Open the responses
Where: Microsoft Forms (source tenant) > open the form > View responsesSign in as the owner, open the form and select View responses.
You should see: The Responses Overview screen shows the response count and summary charts. - 2
Download an offline copy
Where: Responses Overview > drop-down arrow next to Open results in Excel > Download a copySelect the drop-down arrow next to Open results in Excel and choose Download a copy. Microsoft describes this as an offline workbook with no connection to the form, which is what you want for a migration record. Open results in Excel and Open in Excel Desktop create live-connected workbooks saved to the owner's OneDrive (or the group's SharePoint for group forms).
You should see: An .xlsx file named after the form downloads to your computer, with one row per response. - 3
Store the workbook with your records
Where: Target tenant SharePoint document library or OneDrive, and your data validation reportUpload the file to the target tenant's SharePoint or OneDrive, named after the form, and record the export date and response count in your data validation report.
You should see: The workbook opens from the target location and its row count matches the response count in Forms. - 4
Large response sets
Where: Microsoft Forms > View responsesAbove 50,000 responses Microsoft supports export to CSV, but not summary charts, viewing individual responses online or summary links. Export those forms as CSV and keep the file the same way.
You should see: A .csv file with every response is stored in the target.
4Change owner within a tenant: move the form to a group4 steps
Use this when a person is leaving, or before a migration so that forms are owned by a team rather than one account. Moving to a group keeps the form, its link and its responses.
- 1
Check you can move it
Where: Microsoft Forms > All My Forms, and the group's membership in Outlook or TeamsYou must own the form (it appears under All My Forms, not as shared with you) and be a member of the target group; Microsoft notes being an owner of the group does not make you a member. A group cannot transfer a form to another group.
You should see: The form is on your All My Forms page and you are listed as a member of the group. - 2
Move the form
Where: Microsoft Forms (https://forms.office.com) > All My Forms > the form's tile > More options > MoveScroll to the bottom of the page and select All My Forms. On the form's tile select More options in the upper right corner, choose Move, pick the group and select Move.
You should see: The form appears under the group in My groups (select the back arrow on My forms, scroll down and open the group). - 3
Resync the response workbook
Where: Microsoft Forms > the moved form > View responses > Open results in ExcelA new Excel workbook named after the form is created in the group site's Documents library. Open it from the form's responses page to run the first sync of earlier responses. Do not move that workbook, or new responses stop syncing.
You should see: The workbook in the group's Documents library contains all earlier responses. - 4
Fix notifications and Teams tabs
Where: The group's Outlook settings, and Microsoft Teams > channel > + (Add a tab) > FormsGroup members do not get response emails automatically, so change the group's Outlook setting if they need them. To show the form in Teams, add a Forms tab, choose Add an existing form, select the form, choose Collaborate from the drop-down and select Save.
You should see: The Forms tab shows the form in the channel, and members receive response emails if you turned them on.
5Recover forms owned by a departed user3 steps
An Office Apps administrator with a Forms licence can take over forms from a disabled account at any time, or from a deleted account within 30 days of deletion. Forms owned by a hard-deleted account cannot be transferred or recovered.
- 1
Check whether the account is soft deleted
Where: Microsoft Graph Explorer (https://developer.microsoft.com/graph/graph-explorer), signed in as an admin of the source tenantPaste the query below into the top box (replace the address with the owner's email) and select Run query. If the user appears, the account is soft deleted and within the 30-day window.
GET https://graph.microsoft.com/v1.0/directory/deletedItems/microsoft.graph.user?$filter=mail eq 'user@contoso.com'You should see: The response lists the user with a deletedDateTime, or an empty value list if the account is not soft deleted. - 2
Open the owner's forms
Where: A browser signed in as the Office Apps administrator (source tenant), address barReplace the URL in the address bar with the delegate page and the original owner's email address. If the address does not work, Microsoft says to use the user's object ID instead.
https://forms.cloud.microsoft/Pages/delegatepage.aspx?originalowner=user@contoso.comYou should see: The former employee's forms are listed. - 3
Move each form to a group
Where: The delegate page > the form > More form actions (More options button) > MoveOn each form select More form actions, then Move, and pick a group. You must be a member of the target group; join it first if needed and leave it after the transfer. To hand the form to one person, move it to a group they belong to.
You should see: The form appears in the group's forms and its link still works.
6Copy forms to another tenant with a duplicate link5 steps
- 1
Create the duplicate link
Where: Microsoft Forms (source tenant) > open the form > Collaborate or Duplicate (or Share)Open the form and select Collaborate or Duplicate (or Share if you do not see it). Under Share as a template select Get a link to duplicate, then Copy. Paste the link into your tracking sheet.
You should see: A duplicate link is copied and recorded against the form. - 2
Open the link as the target owner
Where: A browser signed in to the target tenant as the new owner (use a private window to avoid the source session)Send the link to the target owner. They open it while signed in to the target tenant and select the option to duplicate the form, which saves their own copy. Microsoft says only the content is duplicated and no existing response data is carried over.
You should see: The copy appears in the target owner's All My Forms with no responses. - 3
Move the copy to a target group
Where: Microsoft Forms (target tenant) > All My Forms > the copy's tile > More options > MoveIf the form should be owned by a team in the target, move the new copy to a target Microsoft 365 group as in Step 3.
You should see: The copy is listed under the target group. - 4
Check the response setting
Where: Microsoft Forms (target tenant) > the copy > SettingsMicrosoft says the collect-responses setting can reset when a form is duplicated between work or school and personal accounts. Open Settings on the copy and set who can respond to match your inventory, and whether Record name and One response per person are on. Turn on Get email notification of each response if the owner needs it.
You should see: The Settings pane matches the response setting recorded in Step 1. - 5
Test branching and questions
Where: Microsoft Forms (target tenant) > the copy > Preview, on desktop and on a phoneSelect Preview and test every branch, required question and file upload question before you share it.
You should see: Every branch leads to the intended section, and required questions block submission when empty.
7Update links, QR codes and flows3 steps
- 1
Replace published links
Where: Every location in your tracking sheet (websites, intranet, email templates, QR code generator)The copy has a new URL. In the target form select Collect responses (or Share) to copy the new link, then update websites, intranet pages, email templates and printed QR codes listed in your tracking sheet.
You should see: Each published location opens the target form. - 2
Rebuild Power Automate flows
Where: Power Automate (https://make.powerautomate.com, target environment) > My flows > the flow > EditFlows triggered by When a new response is submitted point at the source form ID. Rebuild or edit them in the target to use the new form in the trigger's Form Id box, and recreate the connections there. See the Power Apps and Power Automate guide.
You should see: A test response to the target form starts a successful run in the flow's run history. - 3
Close the source form
Where: Microsoft Forms (source tenant) > the form > Settings > Accept responsesAt cutover, clear Accept responses on the source form and enter a custom message that points people to the new link.
You should see: Opening the source link shows your closed message instead of the questions.
8Test and close out3 steps
- 1
Submit test responses
Where: The target form link, from an internal account and (for public forms) a private browser windowSubmit a test response from an internal account and, if the form is public, from outside the organisation. Confirm it reaches the target workbook and any flow runs.
You should see: Both test responses show in View responses and in the response workbook, and flows ran. - 2
Delete test responses
Where: Microsoft Forms (target tenant) > the form > View responses > More options for responses (...)Select More options for responses and choose the option to delete all responses, before go-live. Do this only before real responses arrive.
You should see: The response count is zero. - 3
Owner sign-off
Where: Your data validation reportEach owner confirms the copy, settings and archived responses. Record the form, owner, new URL and export file in your data validation report.
You should see: Every form row has a new URL, an export file and an owner sign-off date.
Expert notes
The detail behind the plan: options compared, and what experienced engineers check first. Tap any item.
Compare all the ways to do this3 options
Copy to another tenant with a duplicate link
Low effortBest for: Forms that must keep running in the target tenant after a tenant move
- Built in; no admin tooling or scripts
- Copies the form's content into the new owner's account
- The copy has a new URL and no responses
- Links, QR codes and flows must be updated
- Response settings can reset, so check them on each copy
Move the form to a Microsoft 365 group (same tenant)
Low effortBest for: Changing ownership inside one tenant, or rescuing forms from a leaver
- The form, its link and its responses stay put
- Admins can take over forms from disabled accounts, or within 30 days of deletion
- Does not cross tenants
- You must be a member of the target group to move a form into it
Export responses and retire the form
Low effortBest for: Closed surveys and quizzes that only need to be kept for records
- Nothing to rebuild in the target
- Excel export keeps the response history
- The form stops collecting responses
- The export is a snapshot, not a live form
Export responses from every form first, whatever happens next. Then duplicate the forms that are still in use into the target and retire the rest. Do this before source accounts are deleted, because forms owned by a hard-deleted account cannot be transferred or recovered.
Export responses before anyone deletes accountsCompliance
Microsoft says all account-related Forms data is deleted 30 days after a user is deleted, and forms of a hard-deleted account cannot be recovered. Tenant moves often include a clean-up of source accounts.
Make "responses exported" a gate before any source account is deleted. Disable or unlicense accounts instead of deleting them until the Forms work is signed off; Microsoft says disabled accounts keep their data.
Natively, each owner exports or duplicates their own forms, so the gate depends on every owner acting in time. A Forms migration tool discovers all matched user and group forms from admin connector accounts and copies them with their responses in bulk, and its metrics scan flags forms whose source user has no Forms licence, so you can find at-risk forms before accounts go.
- Apps4.ProDiscovers forms after users and groups are mapped, and supports bulk migration from a CSV. Source and target users need a Forms-enabled licence, so keep source accounts licensed until the run is complete.
Move personal forms to groups before the migrationReduces risk
A form owned by one person is at risk if that person leaves mid-project. Moving it to a group keeps the form, link and responses, and makes every member an owner.
In the source, move business forms to the owning team's Microsoft 365 group first (Step 3). Then the team, not one person, handles the duplicate and the target copy.
Use the offline copy, not the live workbook, as your recordCompliance
Open results in Excel creates a workbook with a live connection to the source form in the owner's OneDrive or the group site. It stays tied to the source tenant and is easy to lose with the account.
Use Download a copy for the migration record, store it in the target tenant, and note the response count next to it.
Duplicating a form leaves its responses behind, so the export is your only record. A Forms migration tool copies the responses into the target form as well, so results stay with the form.
- Apps4.ProMigrates user and group forms with their responses, attachments and collaborators. Responses appear as posted by the service account, group-level permissions are not migrated, and there is no incremental pass.
Plan for a new URL everywhere the form is publishedUser impact
A duplicated form gets a new link. Printed QR codes, website embeds and email templates are the parts people forget, and they keep sending people to the old form.
Record every publishing location in Step 1. At cutover, close the source form with a message containing the new link, so stragglers are redirected rather than lost.
Recheck who can respond on every copyReduces risk
Microsoft says the response setting can reset to Anyone can respond when a form is duplicated between account types. A copy of an internal form could accept anonymous responses.
Open Settings on every copy before sharing it and compare with the setting you recorded in your inventory.
Treat duplicate links as sensitiveReduces risk
Anyone who clicks a duplicate link can copy the form, including people outside your organisation. That exposes question wording and logic of internal forms.
Send duplicate links directly to the target owner, not in group chats, and stop sharing the link once the copy exists.
Rebuild flows only after the form exists in the targetSaves time
Power Automate triggers reference the form ID. Importing flows before the target forms exist means editing every trigger twice.
Duplicate forms first, record the new form for each flow, then import or rebuild flows and set the trigger to the target form.
Spread copies across owners to stay under limitsSaves time
Microsoft limits each account to 400 forms including the recycle bin, plus 400 group forms. One "migration owner" receiving every copy can hit the limit.
Duplicate each form into the account or group that will own it long term, and empty the recycle bin of test copies.
Check it worked, or roll back
Full validation checklist6 checks
Run these before you declare the migration complete. Record the results in the data validation report.
| Check | How to check | What good looks like |
|---|---|---|
| Every form in use has a copy in the target | Compare your tracking sheet with Microsoft Forms (target tenant) > All My Forms and each target group's forms, signed in as each new owner. | Every row marked as still in use has a target copy, a new URL and an owner. |
| Every response export is complete | For each form, open the stored .xlsx or .csv from the target SharePoint library or OneDrive and compare its row count with the response count on the source form's View responses page. | Row counts match the source response counts, and the export date is recorded in the data validation report. |
| Questions, branching and settings match | Open each target copy > Preview on desktop and phone, test every branch, then open Settings and compare who can respond with the setting recorded in the tracking sheet. | Branches lead to the intended sections, required questions block empty submissions, and the response setting matches the source. |
| Test responses arrive and flows run | Submit a test response from an internal account and, for public forms, from a private browser window. Check View responses and the response workbook, then Power Automate (https://make.powerautomate.com) > My flows > the flow > Run history. | Both responses appear, each rebuilt flow shows a successful run, and test responses are deleted before go-live. |
| Published links and QR codes open the target form | Open each location in the tracking sheet (website, intranet, email templates, Teams tabs) and scan each new QR code with a phone. | Every location opens the target form; none opens the source form. |
| The source form no longer accepts responses | Open the old source link in a private browser window, and check the source form's View responses count again a few days after cutover. | The source link shows your closed message, and the source response count has not increased since cutover. |
Rollback planIf it goes wrong
Roll back if
- The target copy has broken branching or lost questions that cannot be fixed before the form is needed
- The response setting on the copy cannot be set to match the source (for example external respondents cannot submit)
- A rebuilt flow fails and responses are not reaching the process that depends on them
- A published location cannot be updated in time, so respondents would still use the old link
Point of no return
Duplicating a form leaves the source form and its responses untouched, so rollback is reopening the source form. The real point of no return is the source account being deleted: Microsoft says all account-related Forms data is deleted 30 days after the user is deleted, and the original link stops working when the owner's account goes. Responses collected in the target do not flow back to the source form; keep them as a separate export.
- 1
Reopen the source form
Where: Microsoft Forms (source tenant) > the form > SettingsTick Accept responses again and clear the closed message you entered at cutover.
You should see: Opening the source link in a private window shows the questions again. - 2
Close the target copy
Where: Microsoft Forms (target tenant) > the copy > SettingsClear Accept responses on the copy and enter a message pointing people to the source form, so nobody submits to both.
You should see: The target link shows the closed message. - 3
Keep responses collected in the target
Where: Microsoft Forms (target tenant) > the copy > View responses > Open results in Excel > Download a copyDownload an offline copy of any responses the target collected and store it with the source export, so no submission is lost.
You should see: An .xlsx file with the target responses is stored with your records. - 4
Point links and flows back
Where: Every location in your tracking sheet, and Power Automate (https://make.powerautomate.com, source environment) > My flowsRestore the source link on websites, templates and Teams tabs, and turn the source flow back on (select the flow > Turn on) if you turned it off.
You should see: Each location opens the source form, and a test response starts the source flow. - 5
Keep the source account until the retry
Where: Microsoft 365 admin center (source tenant) > Users > Active users, and your Rollback planMake sure the owner's source account is not deleted while the form is in use. If the owner is leaving, move the form to a source group first so it does not depend on one account.
You should see: The owner account (or a group) still holds the form, and the Rollback plan records the new date.
Agree the triggers and who decides before the go / no-go meeting. Use the rollback plan template.
Common problems and fixes6 errors
Access denied when moving a formCause: You are trying to move a form you do not own, without admin rights.
Fix: Ask the owner to move it, or have an Office Apps administrator use the delegate page for a departed user.
We can't access this page on the delegate pageCause: The email address is missing or misspelled.
Fix: Correct the address, or use the user's object ID instead of the email address.
The original form link no longer worksCause: The original owner's account was hard deleted more than 30 days after soft deletion.
Fix: Use the copy or group form link. Forms of hard-deleted accounts cannot be recovered.
New responses stop appearing in the group workbookCause: The Excel workbook created when the form moved to a group was moved to another location.
Fix: Leave the workbook in the group site's Documents library and reopen it from the form's responses page.
Duplicated form accepts responses from anyoneCause: The response setting reset when the form was duplicated between account types.
Fix: Open Settings on the copy and choose Only people in my organization can respond, if that is what you need.
Group members do not receive response emailsCause: Group members do not get response notifications automatically.
Fix: Change the group's Outlook settings so members receive the emails.
Frequently asked questions
Can I move Microsoft Forms responses to another tenant?
No. A duplicated form copies the content only. Export responses to Excel and keep the file in the target tenant.
Can I transfer a form to another person?
Microsoft documents moving a form to a Microsoft 365 group, which makes all group members owners. Add the new person to the group, or have them duplicate the form.
Does the form link change when I move it to a group?
No. The original link keeps working while the original owner's account exists. A duplicated form in another tenant gets a new link.
What happens to forms when a user is deleted?
Microsoft says Forms data is deleted 30 days after the user is deleted. An admin can transfer forms within that window, or at any time if the account is only disabled.
How many forms can one account own?
Up to 400 forms and quizzes including the recycle bin, plus up to 400 group forms and 400 polls. Check the Microsoft limits page for current values.
Can a group form be moved to a different group?
Not directly. Microsoft says a group cannot transfer a form to another group, so duplicate it into the new group instead.
Official sources
7 official pages this guide is based on
Vendors change limits and features, so confirm details on the source before you rely on them. Last checked 4 Nov 2026.