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How to Send Microsoft Forms Notifications to a Shared Mailbox

Tauseeq Magsi Oct 14, 2026 868 views

Question details

The user wants to route Microsoft Forms response notifications to a general shared mailbox and enable multiple colleagues to manage surveys and quizzes.

How to Send Microsoft Forms Notifications to a Shared Mailbox

Product: Microsoft Forms
Device & OS: not provided
Scenario: A team needs to collaboratively manage form responses and ensure continuity even if the original form owner leaves the organization.
Observed behavior: By default, Microsoft Forms response notifications are only sent to the original form creator's personal inbox, preventing shared mailboxes or team members from receiving timely updates.

Before you start

Ensure you have an active Microsoft 365 account with access to both Microsoft Forms and Power Automate, and verify that you have the correct email address for your shared mailbox.

Solution 1Recommended

Use Power Automate to Route Notifications to a Shared Mailbox

Create an automated cloud flow in Power Automate to send an email to a shared mailbox or specific team members whenever a new form response is submitted.

Since Microsoft Forms does not have a built-in feature to send notifications to anyone other than the form creator, Power Automate bridges this gap by triggering a custom email whenever someone submits the form.

Open Power Automate

Log in to Microsoft Power Automate with your Microsoft 365 credentials and select 'Create' from the left-hand navigation menu.

Create an Automated Cloud Flow

Select 'Automated cloud flow'. Give your flow a name, and search for the trigger 'When a new response is submitted' under Microsoft Forms. Click 'Create'.

Select Your Form

In the trigger step, use the 'Form Id' dropdown menu to select the specific Microsoft Form or Quiz you want to monitor.

Add an Email Action

Click 'New step', search for 'Send an email (V2)', and select it. In the 'To' field, enter the email address of your shared or general mailbox.

Customize and Save

Fill out the 'Subject' and 'Body' of the email. You can use dynamic content to include specific answers from the form. Once finished, click 'Save' and run a test submission to ensure the shared mailbox receives the notification.

Use Power Automate to Route Notifications to a Shared Mailbox

Flow Testing: Always submit a test response on your form after setting up the flow to verify that the email is correctly delivered to the shared mailbox without any permission errors.

Solution 2

Share the Form for Collaboration

Grant coworkers co-authoring permissions so they can view responses and edit the form directly, ensuring multiple trainers can manage the data.

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Frequently Asked Questions

Can I transfer the ownership of a Microsoft Form so it isn't lost if I leave?

Yes. You can move your form to a Microsoft 365 Group. Go to the 'My forms' tab, click the 'More options' (...) button on the specific form, and select 'Move'. Choose the relevant group so that all group members become co-owners, preventing the form from being deleted if your individual account is deactivated.

Why isn't my shared mailbox receiving the form notifications from Power Automate?

This usually happens due to permission issues or flow errors. Ensure your Power Automate flow is turned on and that the connection to Microsoft 365 Outlook is authenticated with an account that has permission to send emails. Check the 'Run history' of your flow to identify exactly which step failed.

Do co-authors automatically get email notifications for new responses?

No, co-authors do not receive email notifications by default. Only the original creator of the form has the option to enable default email notifications. If co-authors need to be notified, you must manually add their email addresses to the 'To' field in your Power Automate flow.

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