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How to Send Power Automate Emails Based on Microsoft Forms Answers

Maira Mehtab Sep 22, 2026 869 views

Question details

The user needs to automatically route completed Microsoft Forms answers to specific email addresses (such as store locations) based on a store number selected in the form response.

Product: Microsoft Forms and Power Automate
Device & OS: not provided
Scenario: Automating email notifications and routing form data to specific branch locations based on a user's form submission.
Observed behavior: A flow needs to be configured to evaluate the submitted form data and trigger an email dispatch to the correct recipient based on that data.

Before you start

Ensure you have access to both Microsoft Forms and Power Automate, and verify that your target form is fully published with the store number question clearly defined.

Solution 1Recommended

Create an Automated Cloud Flow with Conditional Logic

Use a Condition or Switch action in Power Automate to evaluate the store number and route the email to the correct branch.

By leveraging the 'Get response details' action alongside conditional branches, you can parse individual answers from a Microsoft Form submission and trigger unique email workflows for different responses.

Set the flow trigger

Log into Power Automate, create a new automated cloud flow, and select the 'When a new response is submitted' trigger for Microsoft Forms. Link this trigger to your specific form.

Retrieve form responses

Click 'New step' and add the 'Get response details' action. Select your form ID again and map the Response ID from the dynamic content of the trigger.

Add a condition or switch

Click 'New step' and insert a 'Condition' or 'Switch' control action. Configure it to compare the dynamic content of the store-number answer against your predefined list of store numbers.

Configure the email action

Within each matching branch (or Switch case), add the 'Send an email (V2)' action. Input the corresponding store's email address in the 'To' field, and insert the form response dynamic content into the email body.

Optimizing Large Workflows: If you are routing emails to more than 3 or 4 stores, using a 'Switch' control is generally cleaner and easier to manage than multiple nested 'Condition' branches.

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Frequently Asked Questions

Why isn't the store number appearing in my Power Automate dynamic content?

Ensure you have added the 'Get response details' action immediately after your trigger. Without this action, the specific answers from your Microsoft Form will not be extracted and made available as dynamic content in subsequent steps.

Can I send emails to multiple stores at once based on form answers?

Yes. If your form allows multiple store selections (like a multi-select checkbox), you can use an 'Apply to each' loop in Power Automate alongside your condition to iterate through the array of answers and send emails to all selected branches.

Is there a limit to how many conditions I can add in Power Automate?

Power Automate allows up to 8 levels of nested conditions. If you have a large number of store locations, it is highly recommended to use a 'Switch' action or store the email mapping in an Excel table to retrieve the email address dynamically, avoiding the nesting limit.

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