File Sharing Problems

How to Share Microsoft Forms Notifications with SharePoint Members

Amos Gikunda Oct 19, 2026 868 views

Question details

The user needs to notify a colleague or SharePoint member whenever a new response is submitted to a Microsoft Form.

How to Share Microsoft Forms Notifications with SharePoint Members

Product: Microsoft Forms, Power Automate
Device & OS: not provided
Scenario: Sharing form submission notifications with colleagues or specific members of a SharePoint site.
Observed behavior: Microsoft Forms lacks a built-in feature to share form ownership directly with another SharePoint member to trigger automatic submission alerts.

Before you start

Ensure you are signed into the Microsoft 365 portal with an account that has owner permissions for the Microsoft Form and access to Power Automate.

Solution 1Recommended

Use Power Automate to Send Email Notifications for Form Submissions

Create an automated cloud flow in Power Automate that triggers an Outlook email to a designated colleague every time a new response is submitted.

Since Microsoft Forms does not natively support direct form ownership sharing for notifications, Power Automate serves as the bridge to route these alerts. This method allows for highly customizable emails directed to individuals or shared group inboxes.

Create a New Flow

Open Power Automate from your Microsoft 365 portal. Click on 'Create' from the left sidebar and choose 'Automated cloud flow' to build your own.

Set the Trigger

Search for Microsoft Forms in the trigger options and select 'When a new response is submitted'. Choose the specific form you want to track from the dropdown menu.

Add the Email Action

Click 'New step', search for the Microsoft 365 Outlook connector, and select the 'Send an email (V2)' action.

Configure Notification Details

In the email action settings, enter your colleague's email address or the SharePoint group email in the 'To' field. Customize the 'Subject' and 'Body' of the email to indicate that a new form response has been recorded.

Save and Test

Click 'Save' at the bottom or top right of the page. Once saved, submit a test response on your Microsoft Form to ensure the flow triggers successfully and the notification email is delivered.

Use Power Automate to Send Email Notifications for Form Submissions

Automating Details: You can add the 'Get response details' action between the trigger and the email action to include the submitter's exact answers dynamically in the email body.

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Frequently Asked Questions

Can I send Microsoft Forms notifications to an entire SharePoint group?

Yes. In the Power Automate 'Send an email' action, simply enter the unified email address of your SharePoint group or Microsoft 365 group in the 'To' field instead of individual email addresses.

Do I need a premium license to use Power Automate for Microsoft Forms?

No, the standard connectors for Microsoft Forms and Microsoft 365 Outlook are included in basic Microsoft 365 business and enterprise licenses, meaning no premium license is required to set up this automated notification flow.

Why isn't my Microsoft Form appearing in the Power Automate dropdown menu?

Ensure you are signed into Power Automate with the exact same Microsoft 365 account that originally created the form, or verify that you have been granted owner permissions for that specific form.

Can I CC or BCC colleagues on the notification email?

Yes. When configuring the 'Send an email' action in Power Automate, click on 'Show advanced options' to reveal the CC and BCC fields, where you can add additional colleagues.

Document & File Issues