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Publishing and sharing

Team Forms keeps draft changes separate from the version currently used by responders. This gives authors and reviewers a safe place to test a form before publishing it.

Review and publish a draft

Section titled “Review and publish a draft”

Changes made in the builder are saved as a draft. Open Review Draft to test the responder experience on different screen sizes, inspect the generated PDF, and test workflows configured for the draft environment. Publishing promotes that draft to the live form.

Reviewing a draft before publishing

Use a publish comment to record the purpose of an update. The comment appears in version history and makes later reviews or rollbacks easier. Publishing a new form version does not delete existing responses.

See publish comments, unpublishing a form, and publishing troubleshooting for specific cases.

Section titled “Create a share link”

Open the form’s … menu and select Share. Choose the link type based on who should respond:

  • Internal link: requires the user to sign in and have access through the team or form permissions.
  • Anyone link: can be opened without team membership. Treat the form and its link as public, and do not expose private information in the form itself.

To create an anyone link, open the Anyone tab in the Share dialog and select Create Share Link. The link remains stable until you delete it.

Creating an anyone share link

Before distributing a public link, review Permissions and access and confirm how anonymous responses should be handled.

Other ways to distribute a form

Section titled “Other ways to distribute a form”

Share links can be embedded in a website or SharePoint page, installed on a device home screen, opened in kiosk mode, or pre-filled with known values. These are separate delivery options—the form’s permissions still determine who can open and submit it.