Power Automate Send Email Based on Form Response

Are you working on Microsoft forms to send emails based on responses? Recently, I got a requirement to send an email to responder when response submitted in Microsoft Forms.

In this tutorial, I will explain how to send email based on form response in Power Automate.

Follow along with me step by step.

Create a New Microsoft Form for Sending Email Based on Form Response

First, I will begin with creating a Microsoft Form. To create a new Microsoft Form, go through the below steps:

  • Click on App Launcher; Select Explore all your apps. Then, Choose and select Forms from the Apps window.
  • Click on +New form to create a new form in the Microsft Forms.
  • Inside the Microsoft Form, Provide the Title and add details in the table below, as shown in the image below.

I have a Microsoft Form, i.e., Training Feedback, consisting of below questions and question type form as shown below:

QuestionsQuestion Type
Full NameText type
Attended onDate type
Trained technologyChoice type
Trainer NameText Type
Rate the trainerNumber type

The Microsoft form looks like below:

power automate send email based on form response

Here is the requirement:

  • If a user responds to Technology as SharePoint -> Send email to SharePoint trainer (Miriam Graham)
  • If a user responds to Technology as Power Platform -> Send email to Power Platform trainer (Patti Fernandez)

Now, we will create a flow using Power Automate to send an email to the responder when the response is submitted in Microsoft Forms.

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Power Automate send email when form is submitted

Here, we will send an email to the responded when a new response is submitted in the Microsoft Forms.

Scenario:

When a new response is submitted in the Microsoft form [Training Feedback], the responder will get an email notification about successfully submitting the Training feedback form.

Follow the below steps to implement the flow.

1. Open the Power Automate home page in your browser, click + Create -> Select the Automated cloud flow -> Provide the flow name, and choose the trigger’s flow (When a new response is submitted) -> Click Create button.

  • Form Id: Select the Microsoft Form you created from the drop-down.
power automate send email based on form response

2. Then, add the Get response details flow action to retrieve the responses submitted in the Microsft Form.

Give the following details:

  • FormId: Select value from the drop-down menu.
  • Response Id: Click the field -> Take Response Id from the dynamic content.
microsoft forms send email based on response

Then, For each loop will be added automatically.

3. Next, add Send an email(v2) flow action. Configure the below parameters:

  • To: Provide the email address of the responder from dynamic content.
  • Subject: Enter a subject line for mail
  • Body: Provide detailed description of the mail.
power automate send email when form is submitted

4. After the flow is completed, Click on Save and Test the flow Manually.

5. When a new response is submitted to the Microsoft form [Taining Feedback], the flow will trigger and send an email to the responder as below:

send an email to responder when response submitted in microsoft forms

This is how to send an email to the responder in Power Automate when a form is submitted.

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Power Automate Send email from Microsoft Forms based on Multiple Choice

Let us see how to send email based on the selected choice from the form response in Power Automate.

Scenario:

In the Microsoft Form, if the Trained Technology is selected as ‘Power Automate,’ the feedback email will be automatically sent to the SharePoint trainer (Lidia Holloway and Miriam Graham).

In the same way, the user responds to the trained technology as Power BI; then, the feedback email will be automatically sent to the Power Platforms trainer (Henrietta Muller).

Dive into the following steps!

1. Create an automated cloud flow, Enter the flow name, and choose the trigger When a new response is submitted. Select the Form ID from the dropdown.

Here, I have selected my Training Feedback.

power automate send email to form submitter

2. Add a new step and choose the Get response details trigger from action triggers and provide the required parameters:

  • Form Id: From the dropdown, select the form Id.
  • Response Id: From the dynamic content, choose the Response Id.
send email when form is submitted power automate

3. Now, I will check the condition based on trained technology column values.

For that, add a condition control and provide the below condition.

Choose ValueOperatorValue
Trained Technology valueis equal toPower Automate

From the dynamic content, select the Trained Technology value.

@outputs('Get_response_details')?['body/r126e601e39a74b9aae56b9e1cb44185d']
power automate send an email when a form is submitted

4. Under If yes condition, select the Send an email (V2) action and provide the required parameters.

  • To – Pass the SharePoint trainer email address.
  • Subject – Enter the subject of the mail.
  • Body – Enter the body of the mail.
Power Automate Send email based on form response

5. Under If No condition, I will take another condition control.

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Add the condition like below:

Choose ValueOperatorValue
Trained Technology valueis equal toPower BI
power automate condition based on form response

6. If yes, then select the Send an email (V2) action and configure the required parameters.

  • To – Give the SharePoint trainer an email address.
  • Subject – Enter the subject of the mail.
  • Body – Enter the description of the mail.
Power Automate Send email from Microsoft Forms based on Multiple Choice

7. Once the flow is ready, the complete flow looks like the below:

power automate send email based on form response

Save and run the flow.

Case-1: (Trained Technology – Power Automate)

The flow will trigger when a new form response is submitted. Fill out the Microsoft form and click the submit button.

Send an email when a new Microsoft Form is submitted using Power Automate

Once the flow runs successfully, it will automatically send an email to the assigned trainers like the one below:

microsoft forms send email based on response

Case-2: (Trained Technology – Power BI)

If the submitted response Trained Technology is Power BI, the assigned trainer will automatically get an email about the feedback.

Conclusion

I hope you understand how to send emails based on Microsoft form responses using Power Automate. Following the above steps, you can email to the responder when a response is submitted in Microsoft Forms using Power Automate.

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  • Hi there –
    Really stuck on this one and it should be simple! I’ve built a simple form, and want to follow the exact steps you laid out. If the selection (they can select one or many) = Adoption, then send an email. I’m testing, and the condition continues to come back as false. Any ideas?
    I would be happy to send over screen shots

  • Curious if there is a way to grab all field values at once and embed in the email body instead of dropping each field individually? So if the form changes (i.e. a field is added), the email body automatically picks up that new field and includes it instead of having to go back in and add the new field

  • If only it was that simple. I set a form and flow up exactly like this, but simply entering the form field’s value doesn’t work. “Expression Result” of the condition returns “False” and never sends the email. More Microsoft disappointment. Promising simplicity and delivering complexity.

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