How to Send Microsoft Forms Notifications to Only One Person
Question details
The user wants to restrict response notifications from a Microsoft Forms group form so that only a single designated person receives the alert.
- Product
- Microsoft Forms
- Device & OS
- not provided
- Scenario
- Managing a group form where only a specific researcher or team member needs to be notified when a new response is submitted.
- Observed behavior
- By default, the built-in notification setting sends an email to the entire group mailbox, which cannot be natively limited to a single member within Microsoft Forms settings.
Ensure you have access to both Microsoft Forms and Microsoft Power Automate with your Microsoft 365 account before setting up this custom notification workflow.
Disable Group Notifications and Use Power Automate
Turn off the default group alerts in Microsoft Forms and create a custom flow in Power Automate to route the response email to a single recipient.
Since Microsoft Forms does not offer a built-in feature to isolate notifications for group forms, you must disable the default setting and use Power Automate to handle the email routing.
Open your Microsoft Forms group form. Click the three-dot menu (...) in the top right corner, select 'Settings', and uncheck the 'Get email notification of each response' option.
Log in to Microsoft Power Automate. Click 'Create' on the left sidebar, select 'Automated cloud flow', name your flow, and choose the trigger 'When a new response is submitted' under Microsoft Forms.
In the trigger step, select your specific group form from the 'Form Id' dropdown menu.
Click 'New step' and search for 'Get response details'. Select the action, choose the same Form Id, and click into the 'Response Id' field to insert the 'Response Id' dynamic content.
Add another step and search for 'Send an email (V2)' under Office 365 Outlook. In the 'To' field, enter the email address of the single person who should receive the notifications. Customize the 'Subject' and 'Body' using dynamic content, then save and test your flow.
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Frequently Asked Questions
Why does Microsoft Forms send notifications to everyone in the group?
When a form is created under a Microsoft 365 Group, it is owned by the group rather than an individual. By default, the 'Get email notification of each response' setting sends an alert to the associated group mailbox, which is accessible to all group members.
Can I send Microsoft Forms notifications to multiple specific people instead of just one?
Yes. Using the same Power Automate flow, you can add multiple email addresses in the 'To' field of the 'Send an email (V2)' step. Simply separate each email address with a semicolon to notify a specific subset of people instead of the entire group.
Does Power Automate require an extra premium license to send form notifications?
The standard connectors for Microsoft Forms and Office 365 Outlook used in this workflow are included in most standard Microsoft 365 business and educational subscriptions, meaning no premium Power Automate license is typically required.
How do I stop receiving Microsoft Forms notifications altogether?
To stop all email notifications for a form, open the form in Microsoft Forms, click the three-dot menu in the upper right, select 'Settings', and uncheck the 'Get email notification of each response' box. If a Power Automate flow was created, you will also need to turn off or delete that flow.
