When someone submits a Microsoft Form, Microsoft Forms automatically sends out a built‑in email notification. It’s quick and convenient, but also very limited. If you’ve ever wished the email included the full set of responses or wanted notifications sent to people who aren’t form owners, there’s a better way: creating a Cloud Flow in Power Automate.

Let’s walk through what the default notification does, what it doesn’t do, and how you can replace it with a fully customized email using Power Automate.

How the Default Microsoft Forms Notification Works

By default, Microsoft Forms sends a simple email message each time a form is submitted. Here’s what that notification includes—and what it doesn’t:

Who receives the notification?

• The form owner
• Any co‑owners

What the email contains 

• Subject: New response for [Form title]
• A short message saying that a response was submitted
• A link to the form’s Responses tab

What the email does not include

• The respondent’s answers
• Any attached or uploaded files
• Notifications to people who aren’t form owners

Other things to know

• Emails are sent right away after each submission.
• This setting is on by default, but you can turn it off in the form’s settings if you want to replace it with something more useful—such as a Power Automate flow.

Why Use a Cloud Flow Instead?

If you want to:

• Email full response details
• Notify a specific person or group
• Format your own subject and message
• Include uploaded files

…then you’ll need to build a Cloud Flow.

A Cloud Flow is an automated process you create in Power Automate (<https://make.powerautomate.com>). It triggers when someone submits your form, pulls in all the response data, and sends a customized email to any recipients you choose.

The best part? It’s easy to set up.

How to Create a Cloud Flow

Here’s a simple, step-by-step guide to creating your flow:

1. Create the flow and set the trigger

1. In Power Automate, select Create from the left menu.
2. Under Start from blank, choose Automated cloud flow.
3. Give your flow a name.
4. For the trigger, search for and select
   Microsoft Forms – When a new response is submitted.
5. Click Create.
6. Choose the form you want to connect.

2. Get the form response details

1. Add a new action:
   Microsoft Forms – Get response details
2. Select the same form from Step 1.
3. In the Response ID field:
• Click inside the field
• Select Response ID from the dynamic content panel (the lightning icon)

This step pulls the full set of responses into your flow so you can use them in your email.

3. Send the customized email

1. Add another action:
   Office 365 Outlook – Send an email (V2)
2. In the To field, type the email address(es) you want to notify.
3. Add a subject line of your choice.
4. In the Body:
• Click in the editor
• Use the dynamic content panel to insert responses
• Format the message any way you like (paragraphs, lists, bold text, etc.)

Now your recipients will receive a detailed, personalized email—not just a generic alert.

Example: A Customized Email Notification

Here’s what a finished email might look like:

Subject:
New Advising Request – Dunwoody Campus

Body:
A new advising request has been submitted.
Student Name: {{Name}}
Campus: {{Campus}}
Program Interest: {{Program}}
Urgent: {{Yes/No}}

View full response: {{Forms link}}

You can tailor this message to fit any business process—advising, support tickets, HR requests, event registrations, and more.

Final Thoughts

Microsoft’s default Forms notification is fine for simple needs, but a Cloud Flow gives you full control over who is notified and what they see. Whether you’re streamlining internal workflows or making sure important requests reach the right people, a custom email flow can make your process more reliable and much more informative.

If you want help building a more advanced flow—like including attachments or routing based on answers—IIT has a Microsoft 365 help page with tips and tools.

Keywords: forms, microsoft forms, cloud, flow, cloudflow, cloud flow, email notifications, subject, response, message, fields, form fields, customized notifications