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How to Notify a Selected Supervisor from Microsoft Forms Using Power Automate

Phi Hung Vo Oct 13, 2026 871 views

Question details

The user wants to send an automated email notification to a specific supervisor based on a multiple-choice selection made by the respondent in a Microsoft Form.

How to Notify a Selected Supervisor from Microsoft Forms

Product: Microsoft Forms
Device & OS: not provided
Scenario: Configuring conditional email routing for form submissions to ensure only the relevant supervisor is notified.
Observed behavior: The goal is to properly route the form submission details to the matching email address of the selected supervisor using an automated flow.

Before you start

Ensure you have an active Microsoft 365 account with access to both Microsoft Forms and Power Automate, and that your form includes a multiple-choice question listing the supervisors.

Solution 1Recommended

Set Up Conditional Email Routing in Power Automate

Create a flow that triggers upon form submission, evaluates the selected supervisor from the response, and routes the email accordingly.

Power Automate acts as the bridge between Microsoft Forms and Outlook. By using a 'Condition' or 'Switch' statement, the flow can evaluate the form's output and direct the email to the correct recipient dynamically.

Create an Automated Cloud Flow

Log into Power Automate, click on 'Create' in the left sidebar, and select 'Automated cloud flow'. Name your flow and select the trigger 'When a new response is submitted'.

Select Your Form

In the trigger setup, click the 'Form Id' dropdown menu and select the specific Microsoft Form you want to monitor.

Get Response Details

Click 'New step', search for 'Get response details', and add it. Select the same 'Form Id' again, and click the 'Response Id' field to insert the Response Id dynamic content from the previous step.

Add a Switch or Condition Control

Click 'New step' and choose 'Control'. Select 'Switch' (ideal for more than two supervisors). In the 'On' field, select the dynamic content corresponding to your supervisor multiple-choice question.

Configure Email Actions per Supervisor

For each 'Case' within the Switch control, type the exact name of the supervisor as it appears on the form. Inside that case, add the 'Send an email (V2)' action and input that specific supervisor's email address in the 'To' field.

Set Up Conditional Email Routing in Power Automate

Advanced Configuration Help: If you have a large number of supervisors, it may be more efficient to use an Excel table mapping names to emails and using the 'Get a row' action. For complex flow designs, you can post your requirements in the Microsoft Power Automate Community.

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Frequently Asked Questions

Can I send an email to multiple selected supervisors at once?

Yes. If your Microsoft Form allows multiple answers for the supervisor question, you can use Power Automate to parse the array of selected names, map them to emails, and append them to a single string variable used in the 'To' field.

What if the form only asks for the supervisor's name, but I need their email address?

You can use a 'Switch' control in Power Automate to manually map each selected name to their respective email address. Alternatively, you can store a mapping table in an Excel file on SharePoint and use the 'Get a row' action to fetch the email dynamically.

Why is my Power Automate flow failing to send the email?

Flows commonly fail if the dynamic content selected in the Switch or Condition control does not exactly match the text output from Microsoft Forms (including extra spaces). Check your flow's run history to see the exact output it received from the form and adjust your logic accordingly.

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