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How to Create a Microsoft Form That Emails Responses Automatically

Maira Mehtab Sep 22, 2026 868 views

Question details

A user needs to collect profile information through a questionnaire and automatically forward each submitted response to a specific email address.

Product: Microsoft Forms
Device & OS: not provided
Scenario: Setting up a form for data collection and automating email notifications so that designated personnel receive the responses immediately upon submission.
Observed behavior: The user is looking for the correct workflow and tools to integrate form submissions with automated email delivery.

Before you start

Ensure you have an active Microsoft 365 account with access to both Microsoft Forms and Power Automate to set up the necessary workflows.

Solution 1Recommended

Use Microsoft Forms and Power Automate

This is the standard and most efficient method to link a Microsoft Form to an email address, triggering an automatic message whenever a user submits their answers.

Microsoft Forms does not have a built-in feature to send customized emails to specific addresses natively beyond basic notifications. To achieve fully automated and formatted emails, you must connect the form to Power Automate (formerly Microsoft Flow).

Create your questionnaire

Open Microsoft Forms, click 'New Form', and add the necessary questions to collect the required hotel profile information.

Open Power Automate

Log into Microsoft Power Automate, click on 'Create' in the left sidebar, and select 'Automated cloud flow'.

Set the trigger

Name your flow and choose 'When a new response is submitted' (Microsoft Forms) as the trigger, then click 'Create'.

Select your form

In the trigger setup, select the specific form you just created from the 'Form Id' dropdown menu.

Add an action to get response details

Click 'New step', search for 'Get response details' (Microsoft Forms), select it, choose your form again, and map the 'Response Id' field.

Add the email action

Click 'New step' again, search for 'Send an email (V2)' (Office 365 Outlook), and enter the designated email address. You can insert dynamic content from the form responses into the email body to format the collected information.

Save and test

Click 'Save' at the bottom. Submit a test response in your Microsoft Form to ensure the email is sent automatically to the correct address.

Data Management: All form responses will also be saved automatically and can be exported directly to an Excel spreadsheet for easy record-keeping.

Solution 2

Use a Word Form with Content Controls

An alternative method if you prefer a document-based workflow rather than a web-based questionnaire.

Free Microsoft Office alternative

Streamline Your Data Collection and Documents with WPS Office

If you are looking for an intuitive, lightweight, and highly compatible productivity suite to manage your forms, spreadsheets, and document workflows, WPS Office is an excellent free alternative to Microsoft Office. It seamlessly handles major file formats and includes built-in tools for data collection.

1. Download and Install: Get WPS Office for free from the official website and install it on your preferred device.
2. Open WPS Form: Launch the application, navigate to 'New', and select 'Form' to start building your questionnaire.
3. Share and Collect: Generate a sharing link for your new form to easily distribute it and gather responses instantly.

Seamless compatibility with Microsoft Office formats, including DOCX, XLSX, and PPTX.Built-in WPS Form features to easily collect, share, and manage questionnaire data.Lightweight application that runs smoothly across Windows, Mac, Linux, and mobile devices.Free and user-friendly interface that requires zero learning curve for Office users.

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Frequently Asked Questions

Can Microsoft Forms send an email confirmation to the person who filled it out?

Yes. You can allow respondents to receive an email receipt of their responses by going to the form's Settings and checking the 'Send email receipt to respondents' box, provided they are logged into their organization account.

How do I export my Microsoft Forms data to Excel?

Navigate to the 'Responses' tab inside your Microsoft Form. Click on the 'Open in Excel' button to automatically download a spreadsheet containing all the submitted data.

Is Power Automate free to use with Microsoft Forms?

Basic integration between Microsoft Forms and Outlook is included in most standard Microsoft 365 business, enterprise, and education licenses. However, connecting to premium third-party apps may require an upgraded Power Automate plan.

Can I send form notifications to multiple email addresses?

Yes. In the Power Automate 'Send an email' action, simply separate the different email addresses with a semicolon (;) in the 'To' field.

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