How to Transfer Ownership of a Google Form: A Comprehensive Guide

Changing ownership of a Google Form is surprisingly straightforward, but it involves a few key steps. The easiest and most direct method is to add the new owner as a collaborator with editing permissions and then, from their account, make a copy of the form. The copied form will then reside in their Google Drive, making them the owner. The original form remains with the initial owner, who can then remove their own editing access if desired. Let’s dive into the nuances of this process and other related aspects.

The Art of Google Form Ownership Transfer

While Google doesn’t offer a literal “transfer ownership” button for Forms like it does for Docs or Sheets, the collaboration and copy method is the established workaround. This method effectively achieves the desired outcome of transferring control and management. Here’s a more detailed breakdown:

1. Open the Google Form: Access the Google Form you wish to “transfer.” Make sure you are logged in with the account that currently owns the form.
2. Add a Collaborator: Click on the three vertical dots (More options) in the upper right corner of the form. Select “Add collaborators.”
3. Enter the New Owner’s Email: In the “Invite collaborators” field, enter the email address of the person you want to become the owner.
4. Grant Editing Permissions: Ensure the dropdown menu next to their email address is set to “Editor.” This gives them full control over the form’s content, settings, and responses.
5. Send the Invitation: Click “Send.” The new collaborator will receive an email invitation to become an editor of the form.
6. New Owner Accepts the Invitation: The new owner needs to open the email and click the link to access the Google Form. They must be logged into their Google account.
7. Make a Copy (The Key Step): As the new collaborator (soon-to-be owner), click on the three vertical dots (More options) in the upper right corner. Select “Make a copy.”
8. Rename the Copy (Optional but Recommended): Give the copy a new name. This helps distinguish it from the original form. Choose a clear and descriptive name.
9. Select a Location: Choose the Google Drive folder where you want to save the copy. This is important for organization.
10. Click “OK”: This creates a duplicate of the form in the new owner’s Google Drive. They are now the owner of this new form.
11. Original Owner Removes Collaboration (Optional): The original owner can now, if desired, remove the new owner as a collaborator from the original form. This prevents them from accidentally making changes to the original. To do this, go back to “Add collaborators,” find the new owner’s name, and click the dropdown menu next to their name. Select “Remove.”

Why This Method Works

This method works because Google Forms treats the “Make a copy” function as creating a completely new instance of the form under the user’s account. The new form inherits all the structure, questions, and settings from the original, but it is now independently owned and managed. This sidesteps the absence of a dedicated “transfer ownership” feature.

Frequently Asked Questions (FAQs)

Here are some frequently asked questions to further clarify the process and address common concerns:

1. What Happens to the Responses When I Transfer Ownership?

When you use the “Make a copy” method, the original form’s responses are NOT automatically transferred to the new form. The new form starts with a blank slate. If you need to transfer the data, you’ll need to export the responses from the original form to a CSV file (or Google Sheet) and then import them into the new form’s associated spreadsheet. This ensures data continuity.

2. How Do I Export Responses from the Original Form?

Open the original Google Form. Click on the “Responses” tab. Click on the three vertical dots (More options) within the “Responses” tab. Select “Download responses (.csv).” You can then import this CSV file into a Google Sheet and connect it to the new form. Alternatively, you can link the form to a Google Sheet by selecting ‘Link to Sheets’ to create a new sheet, or ‘Select existing sheet’ to link to an already created sheet. From this Google Sheet, you can copy the responses to the new form’s linked Google Sheet.

3. How Do I Import Responses into the New Form?

The easiest way is to link the new form to a Google Sheet (if you haven’t already). Then, open the Google Sheet containing the exported data from the original form. Copy the data and paste it into the new form’s linked Google Sheet. Remember to ensure the columns match up correctly to maintain data integrity.

4. Can I Transfer Ownership of Multiple Google Forms at Once?

Unfortunately, Google Forms doesn’t offer a batch transfer ownership option. You’ll need to repeat the “add collaborator and make a copy” process for each individual form. This can be time-consuming, but it’s currently the only viable method. Consider using a Google Apps Script for automation if you have many forms to transfer and possess scripting skills.

5. What If the Person I Want to Transfer Ownership To Doesn’t Have a Google Account?

They will need to create a Google account (it’s free!) to be added as a collaborator and make a copy of the form. Google Forms is intrinsically linked to the Google ecosystem, and a Google account is a prerequisite for using and managing forms.

6. Is There a Limit to the Number of Collaborators I Can Add to a Google Form?

While Google doesn’t explicitly state a hard limit, adding a very large number of collaborators can potentially impact performance. For practical purposes, it’s best to keep the number of collaborators to a manageable level (e.g., under 50). If you need to share the form with a larger audience for viewing purposes only, consider sharing the link without granting editing permissions.

7. What Happens to the Original Form After I Make a Copy?

The original form remains untouched in your Google Drive. You are still the owner of the original form. You can choose to keep it, delete it, or remove the new owner’s editing access. The copied form is a completely separate entity residing in the new owner’s account.

8. Can I Prevent the New Owner from Further Sharing the Form?

Once the new owner has a copy of the form in their account, they have full control over it, including the ability to share it with others. You cannot restrict their ability to share the copied form. Consider carefully who you’re transferring ownership to and ensure they understand your intentions regarding sharing the form.

9. I Accidentally Removed Myself as a Collaborator from the Original Form. How Do I Get Access Back?

If you accidentally removed your own editing access from the original form, you’ll need to ask the new owner (the person who made the copy) to re-add you as a collaborator with editing permissions. Since they are now the owner of the copy, they have the power to grant you access to the original.

10. How Does This Method Work with Forms Used for Quizzes?

The process is identical for quizzes. The “add collaborator and make a copy” method works regardless of whether the form is a standard form or a quiz. However, remember to transfer the responses separately, as mentioned earlier. Also, verify that the quiz settings (e.g., releasing grades) are configured correctly in the new form.

11. Can I Transfer Ownership to Someone in a Different Google Workspace Organization?

Yes, you can. The process is the same, regardless of whether the recipient is within your Google Workspace organization or in a completely different one. The key is to have their correct email address associated with their Google account.

12. What If I Don’t Want to Give Someone Full Editing Access Before Transferring Ownership?

This is a valid concern. Unfortunately, granting editing access is a necessary step in the “make a copy” method. The recipient needs editing privileges to create a copy of the form within their own Google Drive. One workaround is to have a conversation with the intended owner beforehand, stressing the importance of making a copy immediately and then, if desired, removing your access to the original. It comes down to trust and communication.