How to Send Microsoft Forms Response Notifications to Multiple People
Question details
Configure Microsoft Forms to automatically send email notifications to multiple recipients when a new response is submitted.
- Product
- Microsoft Forms
- Device & OS
- not provided
- Scenario
- Collaborating on form responses where several team members need immediate email alerts upon new submissions, rather than just the form owner.
- Observed behavior
- By default, Microsoft Forms only sends response notification emails to the creator or owner of the form. Users with View and Edit permissions do not receive these notifications automatically.
Ensure you have access to Microsoft Power Automate with your Microsoft 365 account, as you will need to create a cloud flow to bypass the default Microsoft Forms notification limitations.
Create a Power Automate Flow for Multiple Recipients
Use a Power Automate cloud flow to intercept new form submissions and send customized email notifications to a specific list of recipients.
Since Microsoft Forms does not natively support sending notification emails to multiple collaborators, you must use Power Automate (formerly Microsoft Flow). This approach allows you to fully customize who receives the email, what the email says, and which form details are included in the message body.
Open your web browser, navigate to make.powerautomate.com, and sign in with your Microsoft 365 account credentials.
Click on 'Create' in the left-hand navigation menu, select 'Automated cloud flow', give your flow a name, and choose the trigger 'When a new response is submitted' (Microsoft Forms). Click 'Create'.
In the trigger box, use the 'Form Id' dropdown menu to select the specific Microsoft Form you want to track.
Click 'New step', search for 'Microsoft Forms', and select the 'Get response details' action. Select the same 'Form Id' again, and click in the 'Response Id' field to select the dynamic content 'Response Id' from the trigger.
Click 'New step' again, search for 'Office 365 Outlook', and select the 'Send an email (V2)' action. In the 'To' field, enter the email addresses of all the people you want to notify, separated by semicolons. Customize the 'Subject' and 'Body' of the email using dynamic content from the form.
Click the 'Save' button at the top or bottom of the page. Once saved, submit a test response to your Microsoft Form to ensure all specified recipients receive the email notification.
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Frequently Asked Questions
Can I add multiple email addresses directly in Microsoft Forms settings?
No, Microsoft Forms natively only allows the form creator or owner to receive submission notifications. Adding multiple email addresses directly in the form's settings menu is not supported, which is why a Power Automate flow is required.
Do I need a premium subscription to use Power Automate for Forms?
No, using the standard Microsoft Forms trigger and the Office 365 Outlook email action does not require a premium Power Automate license. These are standard connectors included with most Microsoft 365 business, education, and enterprise plans.
How do I turn off default Microsoft Forms email notifications?
If you are the form owner and want to stop receiving the default notifications after setting up your custom flow, open the form in Microsoft Forms, click the three dots (...) in the top right corner, select 'Settings', and uncheck the 'Get email notification of each response' option.
