You did it—you created a Microsoft Form! 🎉
By default, Microsoft Forms sends submission notifications directly to the form owner and any collaborators. But what happens when stakeholders need visibility into submissions without needing full collaborator access to the form itself?
Giving too many people collaborator permissions can create unnecessary risk. Team members may accidentally edit questions, change settings, delete responses, or gain access to information they don’t actually need. Sometimes, people just need visibility, not the keys to the kingdom.
Thankfully, there’s a simple solution: Power Automate.
In this post, we’ll walk through how to create a Power Automate flow that automatically emails your team whenever a new Microsoft Forms submission comes in and allows you to embed form response details. It’s a lightweight automation that keeps everyone informed while maintaining tighter control over your form.
Step 1: Create a New Automated Cloud Flow
In Power Automate, select the option to create a new flow from blank and choose an Automated Cloud Form.
Give your flow a name and choose its trigger. In the search bar, look for:
“When a new response is submitted”
Be sure to choose the Microsoft Forms version of the trigger. You’ll see the Forms logo next to it. Once selected, click Create.
💡Pro Tip: Naming your flows clearly at this point will save you from future confusion. “Forms Notification Flow” is easier to identify than “Test Flow 3 FINAL.”
Step 2: Connect the Flow to Your Form
After creating the flow, Power Automate opens the design workspace. Select the trigger box, and a sidebar will appear.
From the Form Id dropdown menu, select the Microsoft Form you want to monitor. Once connected, the flow will know which form submissions should trigger the notification email.
At this point, your automation is officially listening for new responses.
Step 3: Add Response Details
Now it’s time to maximize the email’s usefulness. Instead of simply notifying recipients that a form was submitted, you can embed the form responses directly into the email itself. This gives stakeholders visibility into submissions without needing collaborator access to the form.
Add another step to your flow called:
“Get response details”
Again, make sure you select the version associated with Microsoft Forms (you’ll see the logo next to it).
Just like in the trigger step, select your form in the Form Id field. Then, in the Response Id field, click into the box and type a forward slash (/) to bring up the insert dynamic content menu. Select Response Id.
Step 4: Add the Email Notification Step
Next, click the plus (+) icon to add another action. Search for:
“Send an email (V2)”
Choose the Outlook version of the action.
This is where you’ll build the notification email your recipients receive whenever someone submits the form. You can add multiple recipients, customize the subject line, and compose the body of the message.
To embed form response fields directly into the email, click into the body of the email and type a forward slash (/) to bring up the Insert dynamic content option. After selecting it, you’ll see all of the fields from your form listed under the Get response details step. Simply select the fields you want to include in the email and build out your message.
A notification email might look something like this:
A new Employee Feedback Form submission has been received.
Submitted By: [Responder Email Address]
Department: [Department Field]
Feedback Type: [Feedback Type Field]
Comments: [Comments Field]
Make sure to add a title before the field, because only the response will automatically populate in the email, not the question that was asked.
Step 5: Save and Test Your Flow
Before calling it done, make sure to click Save. Then manually test the automation by submitting a sample response through your form.
If everything is configured correctly, your recipients should receive the notification within moments.
❗Important Note: The notification email will come from the email address of the person who created the flow. If you’re building flows for a shared business process, you may want to create a team flow by assigning co-ownership of the flow to an M365 group.
Wrapping It Up
What starts as a simple notification email can quickly become the foundation for smarter business processes.
Rather than relying on manual follow-up or granting unnecessary access to forms, Power Automate allows you to put information exactly where it needs to go, automatically. It’s a small change that can improve visibility, reduce administrative work, and help teams respond faster.
Better yet, this workflow is just the beginning. The same approach can be used to trigger approvals, create tasks, update records, send reminders, and connect information across the Microsoft ecosystem.
Sometimes the most valuable automations aren’t the flashy ones. They’re the simple workflows that quietly save time and keep work moving every day.
If you’d like help identifying automation opportunities or building more advanced solutions with Microsoft Power Platform, our team is always happy to help.
