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How do I view and delete responses in Microsoft Forms?

Microsoft Forms allows form owners to review responses, delete individual responses, remove all responses, and export response data to Excel for further analysis.

Contents

 View Responses Online

  1. Open Microsoft Forms and select your form.
  2. Select the View responses tab at the top of the form.
  3. You will see:

View and Download Responses in Excel

The spreadsheet contains all submitted responses and can be used for filtering, sorting, reporting, and analysis.

Warning: Do not edit, rename, move, or restructure the linked spreadsheet, as changes can cause the workbook to become disconnected from the form.

To work with responses in a spreadsheet:

  1. Open the form and select the View responses tab.
  2. By the Excel file name, select the dropdown arrow on the right to display all options
    1. Open in Excel Desktop: Opens the linked spreadsheet in Excel
      1. ⚠️Best Practice: Always keep the original linked workbook unchanged and use a separate copy for reporting or data analysis. This helps prevent the form from becoming detached from its response data.⚠️
    2. Download a copy: Downloads a copy of the spreadsheet
      1. Use this option if you wish to analyse or manipulate the response data
    3. Disconnect and sync to a new workbook
      1. Use this option if the linked spreadsheet is corrupt. See:
        My Microsoft Form Responses Excel spreadsheet is no longer receiving updates from the form > 

Delete an Individual Response

If you need to remove a specific response:

Warning: Deleted responses cannot be recovered.

  1. Open your form and select the View Responses tab.
  2. Select Check individual results.
  3. Use the navigation arrows to locate the response you want to delete.
  4. Select the ellipsis (...) menu in the top right of the response
  5. Select Delete response
  6. Confirm the deletion when prompted.

Delete All Responses

To remove all responses from a form:

Warning: This permanently deletes all response data from the form and cannot be undone.

  1. Open the form and go to the View Responses tab.
  2. Select the ellipsis (...) menu in the top right.
  3. Click Delete all responses.
  4. Confirm the deletion.