Power Automate

Power Automate (formerly Microsoft Flow) is a powerful tool that allows you to automate workflows and integrate Microsoft Forms with other applications and services. By connecting Forms to Power Automate, you can streamline processes, save time, and enhance productivity. This guide will walk you through how to use Power Automate with Microsoft Forms.

What is Power Automate?

Power Automate is a cloud-based service that helps you create automated workflows between apps and services. It can trigger actions, such as sending notifications, updating databases, or syncing data, based on specific events—like when a form response is submitted.

Why Use Power Automate with Microsoft Forms?

Integrating Power Automate with Microsoft Forms enables you to:

• Automate Repetitive Tasks: Save time by automating workflows, such as sending emails or updating spreadsheets.

• Connect with Other Apps: Integrate Forms with hundreds of apps, including SharePoint, Excel, Outlook, and more.

• Enhance Data Management: Sync form responses to databases, CRM systems, or other platforms.

• Improve Collaboration: Notify team members or stakeholders when a form is submitted.

How to Create a Flow with Microsoft Forms

Follow these steps to create an automated workflow using Power Automate and Microsoft Forms:

1. Start a New Flow

1. Go to Power Automate and sign in with your Microsoft account.

2. Click Create and select Automated Cloud Flow.

3. Name your flow and choose the trigger When a new response is submitted under Microsoft Forms.

2. Connect Your Form

1. Select the form you want to use from the dropdown menu.

2. Authorize Power Automate to access your Forms account if prompted.

3. Add Actions

After setting up the trigger, add actions to define what happens when a response is submitted. Some common actions include:

• Send an Email (Outlook): Notify yourself or others when a form is submitted.

  • Add dynamic content from the form response (e.g., respondent’s name or answers) to the email.

• Add a Row to Excel: Save form responses to an Excel spreadsheet.

  • Specify the Excel file and worksheet, and map form fields to Excel columns.

• Create a Task (Planner): Generate a task in Microsoft Planner based on form responses.

• Post a Message (Teams): Share form responses in a Teams channel.

• Update a SharePoint List: Add or update records in a SharePoint list.

4. Test Your Flow

1. Click Save and then Test to run your flow.

2. Submit a test response to your form and verify that the flow works as expected.

5. Monitor and Manage Your Flow

• Go to the My Flows section in Power Automate to monitor the status of your flows.

• Edit or delete flows as needed to adapt to changing requirements.

Example Use Cases

Here are some practical examples of how to use Power Automate with Microsoft Forms:

• Employee Onboarding: Automatically send a welcome email and create a task in Planner when a new employee submits their onboarding form.

• Customer Feedback: Notify your support team and log feedback in a SharePoint list when a customer submits a feedback form.

• Event Registration: Add event registrants to an Excel sheet and send them a confirmation email.

• Quiz Grading: Automatically email quiz results to students and update a gradebook in Excel.

Best Practices for Using Power Automate with Forms

• Plan Your Workflow: Map out the steps and actions you want to automate before creating the flow.

• Use Dynamic Content: Leverage dynamic content from form responses to personalize emails, notifications, or database entries.

• Test Thoroughly: Test your flows with sample data to ensure they work as intended.

• Monitor Performance: Regularly check the My Flows section to ensure your flows are running smoothly.

By integrating Power Automate with Microsoft Forms, you can automate workflows, connect with other apps, and streamline your processes. Whether you’re managing feedback, onboarding employees, or organizing events, Power Automate makes it easy to turn form responses into actionable outcomes.