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How to Email Microsoft Forms Responses to a Selected Recipient

Elise Williams Oct 10, 2026 868 views

Question details

The user needs to automatically send form submissions to specific individuals based on the recipient chosen from a dropdown list within the form.

How to Email Microsoft Forms Responses to a Selected Recipient

Product: Microsoft Forms
Device & OS: not provided
Scenario: Automating dynamic email routing for form submissions based on user selection.
Observed behavior: Microsoft Forms does not natively support dynamic email routing, requiring an external automated workflow solution.

Before you start

Ensure you are logged into your Microsoft 365 account with active access to both Microsoft Forms and Power Automate, as this process requires building a custom automated workflow.

Solution 1Recommended

Automate Email Routing using Microsoft Power Automate

Since Microsoft Forms lacks a built-in feature to route responses to specific dropdown selections, you can create a custom flow in Power Automate to capture the response and send the email dynamically.

Power Automate connects directly to Microsoft Forms, allowing you to trigger actions based on form submissions. By mapping the dropdown answers to specific email addresses, you can create a seamless routing system.

Create a new automated cloud flow

Open Microsoft Power Automate, click 'Create' in the left menu, and select 'Automated cloud flow'. Name your flow and choose 'When a new response is submitted' as the starting trigger.

Retrieve the response details

Add a new step and search for the 'Get response details' action under Microsoft Forms. Select your specific form from the 'Form Id' dropdown and map the 'Response Id' dynamic content into the corresponding field.

Set up a condition or switch to evaluate the recipient

Add a 'Switch' control block (or 'Condition' if you only have two options). In the 'On' field, select the dynamic content corresponding to your dropdown question from the form. Create cases for each possible dropdown answer.

Add the email action to each branch

Inside each case branch, add the 'Send an email (V2)' action. Enter the specific email address associated with that branch's dropdown choice, and customize the email subject and body using dynamic content from the form submission.

Save and test your flow

Click 'Save' at the top right, then run a test by submitting a new response to your Microsoft Form to ensure the email routes to the correct recipient.

Automate Email Routing using Microsoft Power Automate

Community Support: If you encounter errors or need advanced logic (like looking up emails from an Excel table), the Microsoft Power Automate community forums are an excellent resource for flow-specific guidance.

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Frequently Asked Questions

Can I route Microsoft Forms responses to multiple selected recipients at once?

Yes. If your form allows multiple selections for a question, you can use the 'Apply to each' control in Power Automate to loop through the selected options and send an email to every chosen recipient.

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

No, the standard Microsoft Forms and Office 365 Outlook connectors used for basic email routing are included in most standard Microsoft 365 business, enterprise, and educational licenses.

Is it possible to attach a summary of the form response to the email?

Yes. You can use Power Automate actions to compile the response data into an HTML table or use the OneDrive connector to generate a file, which can then be appended as an attachment in the 'Send an email' action.

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