How to Fix Microsoft Forms Group Email Notifications Not Received
Question details
The user needs to receive email notifications when responses are submitted to a Microsoft Form shared with a group.
- Product
- Microsoft Forms
- Device & OS
- not provided
- Scenario
- Collecting form responses via a shared group form and expecting email alerts for new submissions.
- Observed behavior
- Group members are not receiving email notifications for form responses despite having configured group ownership, response notifications, and delivery settings.
Ensure that you have administrator or owner privileges for the Microsoft 365 Group, as modifying group delivery and mailbox settings requires appropriate permissions.
Verify Group Mailbox and Delivery Settings
Ensure the Microsoft 365 group is correctly set up to receive external emails and forward group conversations to members' personal inboxes.
Even if basic notification settings are enabled within Microsoft Forms, the underlying Microsoft 365 Group must be configured to allow emails and route them to individual member inboxes properly.
Log in to the Microsoft 365 admin center or Outlook on the web and navigate to your specific group's settings.
Check the box for 'Let people outside the organization email the groups' if your form responses are being submitted by or involve external users.
Ensure that the option 'Send copies of group conversations and events to group members' is enabled so notifications reach individual inboxes.
Verify the group mailbox as well as the individual members' spam or junk folders for the missing notification emails.
Set Up Power Automate for Shared Mailbox Notifications
Since Microsoft Forms lacks a native feature to route notifications directly to a shared mailbox or customized list without a group, use Power Automate.
Test Notification Delivery with a New Group
Isolate the issue to determine if the current Microsoft 365 group is corrupted or misconfigured by testing a fresh group.
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If troubleshooting Microsoft 365 group settings becomes too complex, consider switching to WPS Office. WPS offers powerful, lightweight, and highly compatible tools for managing data, creating documents, and building forms—all seamlessly integrated into one free suite.
- 1. Open WPS Form: Launch WPS Office and select 'WPS Form' from the application's main tools menu.
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- 3. Share and collect: Share the generated form link with your audience and instantly view all responses organized in a built-in spreadsheet.
Frequently Asked Questions
Why do personal Microsoft Forms send notifications, but group forms do not?
Personal forms route notifications directly to the creator's inbox. Group forms send notifications to the overarching Microsoft 365 Group mailbox by default. If the group is not explicitly configured to forward emails to member inboxes, members will not see the alerts.
Can I send Microsoft Forms notifications directly to a shared mailbox?
Microsoft Forms does not natively support sending notifications directly to a shared mailbox without using a Group. To achieve this, you must set up a Power Automate flow to trigger an email to the shared mailbox whenever a new response is submitted.
How do I turn on email notifications for a Microsoft Form?
Open your form in Microsoft Forms, click the three-dot menu (More form settings) in the top right corner, select 'Settings', and check the box for 'Get email notification of each response'.
