Others

How to Email an Assigned Person Based on a Specific Microsoft Forms Answer

Chanuka Geekiyanage Sep 28, 2026 868 views

Question details

The user wants to configure automated email notifications to specific individuals, such as supervisors, whenever a specific response is submitted in a Microsoft Form.

How to Email an Assigned Person When a Specific Microsoft Forms Answer Is Submitted

Product: Microsoft Forms
Device & OS: not provided
Scenario: Setting up conditional email routing based on exact text submitted in a form response.
Observed behavior: Microsoft Forms lacks a built-in feature for conditional email routing, requiring an automated workflow solution to process response details and trigger notifications.

Before you start

Ensure you have access to Power Automate with your Microsoft 365 account and have already created the Microsoft Form with the specific question you intend to use for the routing condition.

Solution 1Recommended

Create a Conditional Email Workflow with Power Automate

Since Microsoft Forms does not have native conditional email routing, you can easily build a workflow in Power Automate to send emails based on specific response details.

Power Automate acts as a bridge between Microsoft Forms and Outlook, allowing you to extract the submitted answers and apply logical conditions to determine who receives an alert.

Set up the flow trigger

Go to Power Automate, click on Create, and select Automated cloud flow. Name your flow and choose the 'When a new response is submitted' trigger for Microsoft Forms.

Retrieve the response details

Add a new step and search for 'Get response details'. Select your Form ID from the dropdown and map the Response ID dynamic content to this action so the flow can read the answers.

Add the Condition control

Click New step and select 'Condition'. In the left box, select the dynamic content representing the specific question from your form. Set the rule to 'is equal to' and type the target answer text in the right box.

Configure the email action

Under the 'If yes' branch, add the 'Send an email (V2)' action. Enter the assigned person's email address in the 'To' field, and customize the subject and body using dynamic content from the form submission.

Create a Conditional Email Workflow with Power Automate

Testing the flow: After saving, submit a test response in your Microsoft Form using the specific answer that triggers the condition to ensure the email is routed to the correct recipient.

Free Microsoft Office alternative

Boost Your Productivity with WPS Office

If you are looking for a cost-effective way to manage your daily tasks, documents, and data collection, WPS Office is an exceptional choice. It provides seamless compatibility with Microsoft formats in a lightweight, user-friendly suite.

1. Download and Install: Visit the official WPS website to download the free suite for your Windows, Mac, or mobile device.
2. Sign In: Create a free account to unlock cloud storage and sync features across your devices.
3. Open Your Files: Instantly open and edit your existing Microsoft Office documents without any format loss.

100% compatible with Microsoft Office formats including DOCX, XLSX, and PPTX.Includes the built-in WPS Form feature for quick data collection and surveys.Lightweight software that runs smoothly on older devices and consumes minimal system resources.Free to use with a familiar, easy-to-navigate interface that makes switching effortless.

microsoft office alternative - wps office

Frequently Asked Questions

Can I send different emails to different people based on various answers?

Yes. Instead of a single 'Condition', you can use the 'Switch' control in Power Automate. This allows you to evaluate one question and create multiple branches to send different emails depending on the various possible answers.

Is it possible to notify the form respondent directly instead of a supervisor?

Yes. If your form collects the respondent's email address (or requires them to log in), you can select their email address from the dynamic content menu and place it in the 'To' field of the email action.

Why is my Power Automate flow not triggering when a form is submitted?

Ensure the Form ID in the trigger matches the actual form exactly. Additionally, check the flow's Run History to see if the trigger failed due to permission issues or if the condition evaluated to 'false' because of a typo in the target answer text.

Office Quick Solutions