Microsoft Forms Responses & Attachments to Automated Email Using Power Automate

Introduction

This tutorial will guide you through using Microsoft Forms to create surveys, quizzes, and polls, and how to automate the emailing of responses and attachments using Power Automate. This process is valuable for anyone looking to streamline data collection and communication, such as business owners, educators, and marketers.

Step 1: Create Your Microsoft Form

1. Access Microsoft Forms

   • Go to the Microsoft Forms website.
   • Sign in with your Microsoft account.

2. Create a New Form

   • Click on "New Form" to start creating your survey or quiz.
   • Add a title and description for your form.

3. Add Questions

   • Click on "Add New" to include questions.
   • Choose from various question types:
     • Multiple choice
     • Text
     • Rating scales
   • Customize each question by adding options, images, or branching logic if necessary.

4. Customize Your Form

   • Use the "Theme" option to change the appearance.
   • Add logos or images to enhance branding.

Step 2: Set Up Power Automate

1. Access Power Automate

   • Go to the Power Automate website.
   • Log in with your Microsoft account.

2. Create a New Flow

   • Click on "Create" from the left-hand menu.
   • Select "Automated cloud flow."

3. Choose a Trigger

   • Search for "Microsoft Forms" and select "When a new response is submitted."
   • Choose the form you created in Step 1.

4. Add Actions

   • Click on "New Step" and search for "Get response details."
   • Select the same form to retrieve response data.

Step 3: Send Automated Emails

1. Add Email Action

   • Click on "New Step" and search for "Send an email (V2)."
   • Choose your email service (e.g., Outlook).

2. Configure Email Details

   • In the "To" field, add the respondent's email address (usually retrieved from the form).
   • Fill in the "Subject" and "Body" of the email:
     • Use dynamic content to personalize the message with the respondent's answers.

3. Attach Files

   • Scroll down to the "Attachments" section.
   • Click on "Add Attachment" and specify the file you want to attach (e.g., reports or images).

Step 4: Test Your Automation

1. Save and Test Your Flow

   • Click "Save" to store your flow.
   • Use the "Test" function to simulate a response submission.

2. Submit a Test Response

   • Fill out your Microsoft Form to see if the automated email sends correctly.

3. Check Email for Attachments

   • Verify that the email arrives as expected with the correct attachments.

Conclusion

You have now successfully set up Microsoft Forms to collect responses and automated the email process using Power Automate. This setup enhances your data collection efficiency and communication. Next steps could include exploring additional automation features in Power Automate, such as notifications or integrating with other applications. Happy automating!