How to Send an Email Based on Form Response in Power Automate

Do you need to send an email based on your Microsoft Forms responses?

suppose you have a form with a choice question and you want to email the response to different people depending on what choice a user selected.

This can be done with a Power Automate cloud flow that’s triggered based on the form submission.

This post will show you how to set up a flow that sends an email based on the form response.

Create a Form

For this, you will need to create a form in Microsoft Forms.

This example has a simple form with a Choice field for three different departments as well as a rating and feedback form.

Based on the department selection the form response will be emailed to the correct department personnel.

Create a Cloud Flow

Now that you have a form set up, you can create a cloud flow that will be triggered when the form is submitted.

  1. Click on the Create tab.
  2. Select Automated cloud flow from the options.
  1. Give the flow a name in the Name flow field.
  2. Select the When a new response is submitted trigger.
  3. Click on the Create button.

This will open the flow builder and the When a new response is submitted trigger will need to be filled in.

  1. Select the form from the Form Id dropdown list.
  2. Click on the New step button.

Get the Form Response

Unfortunately, the trigger does not contain the form response and you need to add another action to get this content into the flow.

  1. Search for form in the search bar of the Choose an option menu.
  2. Click on the Get response details option. You might need to first select the Forms connector and then select the Get response details action.
  1. Select the same form as the trigger in the Form Id dropdown of the Get response details action.
  2. Add the Response Id dynamic content from the When a new response is submitted trigger.

Add a Condition or Switch Action

If you only have two options that your email is based on, then you can use a Condition action to conditionally send the email based on the responses.

In this example, there are 3 possible departments and the email will need to be sent to 3 possible different users based on the result. It will be easier to use a Switch action to manage these conditions.

  1. Add a Switch action.
  2. Add the choice form response dynamic content to the On field. This is the response that will determine what email to send and to who.
  3. Add the first choice option from your form into the Equals field of Case 1. In this example, it’s the Marketing department.
  4. Add the Send an email (V2) action to Case 1.
  5. Add the To, Subject, and Body details for the email. This is the email that will be sent when the option in the Equals field is chosen in the form.
  6. Click on the Add case button (plus sign) to add a Case 2 in the Switch action.
  7. Add the next choice option in the Equals field for Case 2. In this example, it’s the Sales department.
  8. Add a Send an email (V2) action to Case 2.
  9. Add the To, Subject, and Body details for the email. This is the email that will be sent when the option in the Equals field is chosen in the form.

You can repeat this process of adding cases to the Switch action for each option in your form. You can then add the final email for the last choice option into the default case of the Switch action.

Now you will send an email to the correct person each time the form is submitted!

Conclusions

The default email notifications in Microsoft Forms don’t give you a lot of customization options.

Thankfully, it’s fairly easy to set up a flow to automatically send emails with the form response details. You can even send the emails based on a choice selection in the form, so the email notification will go to the correct person.

Have you created a flow based on a form response before? Do you have any tips for this? Let me know in the comments!

About the Author

John MacDougall

John MacDougall

John is a Microsoft MVP and freelance consultant and trainer specializing in Excel, Power BI, Power Automate, Power Apps and SharePoint. You can find other interesting articles from John on his blog or YouTube channel.

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