Forum Discussion

HUnderhill's avatar
HUnderhill
Copper Contributor
Sep 02, 2020

How do I fully delete Form responses?

Hi,   I created a Form with associated Flow and typed in a dummy response to check it was working correctly (it was). I then wanted to delete the dummy response - I went back into the Form and sele...
microsoft forms
RobElliott's avatar
RobElliott
Silver Contributor
Mar 12, 2021

EliseLarsen HUnderhill sorry I really can't explain why you need to do that but I don't. As you'll see from the attached video when I delete response 23 from within the form it also deletes response 23 from the spreadsheet.

 

Rob
Los Gallardos
Microsoft Power Automate Community Super User

kmktnn's avatar
kmktnn
Iron Contributor
May 19, 2021
It depends what kind of form you created: 1) Personal form or 2) Group form (the form is associated with a Office 365 group, for example it was created in a Team).

With a group form, the Excel file is saved in the associated SharePoint site and it is always the same file that is opened. When you delete all the responses, they are not deleted in the Excel file.

With a personnal form, the Excel file is not saved anywhere. Each time you click to open it, it downloads a new Excel file. Therefore, you see that the responses where deleted.
  • Mau82's avatar
    Mau82
    Copper Contributor
    Apr 01, 2022
    Thanks that makes sense.
  • Aurelio_Silva's avatar
    Aurelio_Silva
    Copper Contributor
    Jun 12, 2021
    Not an expert but I also had this problem. What I discovered that the ability to remove a form from a group isn't available yet.

    So I had to copy the form for myself and deleted the form from the group.

    Hope you have better luck than me.
  • moodperson1's avatar
    moodperson1
    Copper Contributor
    Jun 12, 2021

    kmktnn I really appreciate your expertise in how to delete unwanted response and how it is tied to group form types.

    So, I do have the same issue as mentioned in the OP. But now that I know the reason for the issue, is it possible to convert my form so that it is not a group form? In my situation, I have some users who fill out the fields and submit more than once, so I end up with an Excel file that shows duplicates. I want to only have a single instance of each user's info. I deleted duplicate responses, but of course, it is the wrong type of form.

    Can I convert it to a form that will allow me to delete without breaking the form, so that users can continue to enter information?

     

  • kmktnn's avatar
    kmktnn
    Iron Contributor
    May 20, 2021

    On this page you can read about 'Create a new form' and 'Create a group form or quiz':

    https://support.microsoft.com/en-us/office/get-started-d4df0b79-75bd-4049-8f81-35b57768e5ea?ui=en-US&rs=en-US&ad=US

  • HUnderhill's avatar
    HUnderhill
    Copper Contributor
    May 20, 2021
    I am not sure how to determine what kind of form I have created but from your post it seems likely it's a Group form which would explain the issue. Thank you for taking the time to respond to my post.

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