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How to Use Microsoft Forms to Collect Hotel Profiles and Email Responses

Guest Writer Sep 28, 2026 868 views

Question details

The user needs a method to collect comprehensive hotel profile information (including text, dates, and images) and have the submitted responses automatically emailed to a designated address.

How to Collect Hotel Profiles with Microsoft Forms and Automate Email Responses

Product: Microsoft Forms and Word
Device & OS: not provided
Scenario: Gathering standardized hotel profile details from respondents or internal staff and automating the data delivery process via email.
Observed behavior: Looking for the most efficient workflow to integrate data collection forms with an automated email notification system.

Before you start

Ensure you have an active Microsoft 365 subscription with access to both Microsoft Forms and Power Automate before beginning this workflow setup.

Solution 1Recommended

Create a Form in Microsoft Forms and Automate Emails

Build a comprehensive web-based form to collect hotel details and use Power Automate to trigger automatic email notifications for each submission.

This is the most efficient method for collecting data from external users or large groups. Microsoft Forms handles the data capture (including file uploads and date fields), while Power Automate seamlessly links the form to your email client.

Create the Hotel Profile Form

Log in to Microsoft Forms, click 'New Form', and add various question types such as Text for the hotel name, Date for establishment dates, and File Upload for hotel images.

Set Up Power Automate

Navigate to Microsoft Power Automate, click 'Create' on the left sidebar, and select 'Automated cloud flow'.

Configure the Submission Trigger

Name your flow, search for and select the trigger 'When a new response is submitted' (Microsoft Forms), and click Create. Select your hotel profile form from the dropdown menu.

Add the Email Action

Click 'New step', search for 'Send an email (V2)', and specify the recipient's email address. Use the 'Dynamic content' panel to insert specific form responses (like the Hotel Name) directly into the email subject and body.

Create a Form in Microsoft Forms and Automate Emails

Testing Your Flow: Always submit a test response in your Microsoft Form to verify that the Power Automate flow triggers correctly and the email is formatted as expected.

Solution 2

Create a Fillable Document Form in Microsoft Word

If you only need internal staff to fill out the hotel profiles, creating a fillable Word document template is a secure and easily distributable alternative.

Create Document Forms with WPS Office

Design Fillable Hotel Profiles Easily in WPS Writer

If you prefer the document-style approach for internal hotel data collection, WPS Writer provides a robust, easy-to-use Forms feature. You can quickly build customized, interactive hotel profile documents with form fields and securely distribute them.

1. Open a New Document: Launch WPS Office and open a new blank document in WPS Writer to begin designing your hotel profile layout.
2. Insert Form Fields: Navigate to the 'Insert' tab, click on 'Forms', and select from various field types like Text Form Fields, Check Boxes, and Drop-Downs to build your questionnaire.
3. Protect the Form: Go to the 'Review' tab and select 'Restrict Editing'. Choose to allow only 'Filling in forms' to ensure respondents don't alter the document layout.
4. Save and Distribute: Save your completed profile form as a .docx file and distribute it to your team via email for seamless data collection.

Create interactive templates using the built-in Forms toolbar in WPS Writer.Fully compatible with Microsoft Word document formats (.docx).Easily protect your documents so users can only type within designated form fields.Free, lightweight software with a highly familiar user interface.

microsoft office alternative - wps office

Frequently Asked Questions

Can I attach images or files to a Microsoft Form submission?

Yes, Microsoft Forms includes a 'File Upload' question type. This allows respondents to upload photos of the hotel or supplementary documents directly into the form. Note that this feature requires the form to be shared only with people inside your organization, or you must be using a OneDrive/SharePoint backed form.

How do I export all Microsoft Forms data to Excel at once?

Open your form in Microsoft Forms, navigate to the 'Responses' tab at the top of the page, and click the 'Open in Excel' button. This will automatically download a spreadsheet containing all submitted hotel profiles in a structured format.

Can Power Automate route emails to different addresses based on the form response?

Yes. Within your Power Automate flow, you can add a 'Condition' control step after the trigger. You can set rules such as 'If the Hotel Region is equal to Europe, send an email to the European manager', allowing for dynamic email routing based on the respondent's answers.

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