I want to share microsoft form results via excel with a group

Question

I want to share microsoft form results via excel with a group

Russell, Adrina A 0

I want to share results from a Microsoft Form with a group/team mates so they can download the Excel file. I do not want them to have access to edit or modify the actual form. How do I do this?

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2 answers

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Answer 1

Good day Russell,

You can share the Excel results without giving others permission to edit the form:

Option 1: Share a copy of the Excel file

This option is best if you only need to share the responses collected so far.

Open your form in Microsoft Forms > Select View responses.
Select the arrow next to Open results in Excel.
Select Download a copy.
Upload the downloaded file to Microsoft Teams, OneDrive, or SharePoint.
Select Share and set the permission to Can view.
Send the link to your teammates.

Your teammates can view or download the Excel file, but they cannot edit the form. New responses won't appear in the downloaded copy.

Option 2: Share the connected Excel workbook

This option keeps the workbook updated with new responses.

Open your form and select View responses > Select Open results in Excel.
Locate the workbook in OneDrive or SharePoint.
Select Share and set the permission to Can view.
Send the link to your teammates.

Your teammates can view the latest responses as they are added, but they cannot edit the form. With Can view permission, other users cannot change the original workbook stored in OneDrive, SharePoint, or Teams, although they can edit a copy after downloading it to their own device.

Please avoid using Collaborate or Duplicate to share the form, as that option gives other users permission to edit the form and view its settings.

If you have any questions, please don’t hesitate to reach out at any time.

Thank you for your patience and understanding.

Answer 2

Download a copy of the response workbook and share that file in Teams with Can view permission; recipients can download the Excel results but receive no permission to edit the Microsoft Form.

Open the form in Microsoft Forms.
Select View responses to open Responses Overview.
Select the arrow next to Open results in Excel.
Select Download a copy.
This creates an offline Excel workbook containing the responses available at that time. It has no live connection to the form.^1^
In Microsoft Teams, select OneDrive → My files, and upload the downloaded workbook if necessary.
Hover over the workbook and select Share.
Add the Team, Microsoft 365 group, or individual teammates.
Open the permission menu and select Can view, then select Share. Do not select Can’t download, because recipients need to download the file.^2^

Recipients can view and download the workbook. They cannot modify the shared copy with Can view, although they can edit a separately downloaded copy on their own device. Changes made in an exported workbook do not modify the content of the form.^1^

Do not use Collaborate or Duplicate or send a Forms collaboration link; those options are intended to let other people work on the form itself.

If the group needs continually updated results

Instead of Download a copy, select Open results in Excel. For a personal form, the connected workbook is stored in OneDrive for work or school; for a group form, it is stored in SharePoint. New responses are reflected in that workbook.^1^

Share that workbook from Teams using Can view. Be aware that:

Only the form owner and organizational users with edit permission on the workbook can trigger a data update.
External users cannot trigger an update.
Therefore, if everyone receives only Can view, the form owner must trigger updates before teammates see the latest data.^1^

Use the downloaded-copy method when you need a controlled snapshot. Use the connected workbook when ongoing results are required and the form owner can manage refreshes.

Privacy check

The exported workbook can include respondent IDs, submission times, names, and email addresses. Names and email addresses are omitted when the form accepts anonymous responses.^1^ Review the workbook before sharing it with the group.

References

I want to share microsoft form results via excel with a group

2 answers

Export and share a snapshot

If the group needs continually updated results

Privacy check

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