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Combine Microsoft Forms Responses into One Email in Power Automate

Maira Mehtab Sep 28, 2026 869 views

Question details

The user wants to send a single consolidated biweekly email containing multiple matching Microsoft Forms IDs extracted from Excel, rather than receiving separate emails for each ID.

Product: Microsoft Power Automate
Device & OS: not provided
Scenario: Scheduling a biweekly summary email using data filtered from an Excel spreadsheet by status and timestamp.
Observed behavior: The current flow sends a separate email for every single matching Form ID instead of grouping them into one combined email.

Before you start

Ensure you have access to your Power Automate workflow canvas and the target Excel file containing your Microsoft Forms responses before modifying the flow structure.

Solution 1Recommended

Use Array Variables and Join Operations to Consolidate Data

To prevent multiple emails from triggering in a loop, you need to collect the filtered IDs into a variable inside the loop and send the combined email outside of the loop.

When an email action is placed inside an 'Apply to each' loop, Power Automate sends an email for every item processed. Moving the email action outside the loop and using an array variable solves this issue.

For complex troubleshooting specific to your flow structure, it is highly recommended to consult the Microsoft Power Platform Community.

Initialize an array variable

At the start of your flow (before your Excel filter or loop), click 'New step', search for 'Variables', and select 'Initialize variable'. Name it and set the Type to 'Array'.

Append values to the array

Inside your 'Apply to each' loop where you process the Excel data, click 'Add an action', choose 'Append to array variable', and select the Forms ID dynamic content to store each matching ID.

Join the array values

Outside and after the 'Apply to each' loop, click 'New step', search for 'Data operations', and select 'Join'. In the 'From' field, insert your array variable. In the 'Join with' field, type a comma or <br> to separate the IDs.

Send the consolidated email

Add your 'Send an email (V2)' action at the very end of the flow. In the email body, insert the 'Output' from your Join operation.

Community Support: Power Automate-specific flow questions are best addressed in the Microsoft Power Platform Community forums, where experts can review your exact flow screenshots.

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Frequently Asked Questions

Why does Power Automate send multiple emails instead of one?

This typically happens when the 'Send an email' action is accidentally placed inside an 'Apply to each' loop. The flow triggers an email for every single row it processes in the Excel table instead of waiting for the loop to finish consolidating the data.

How do I move the email action outside the loop in Power Automate?

You can drag the 'Send an email' action out of the 'Apply to each' container to the bottom of the flow canvas. However, you will need to use variables to store the dynamic data from the loop so it can still be referenced in the final email.

Can I format the joined Forms IDs in the email body?

Yes. When using the 'Join' operation in Power Automate, you can specify a delimiter like a comma, space, or an HTML line break (<br>) to cleanly format how the collected Forms IDs appear in your final consolidated email.

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