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Automatically Send an email based on a forms response--Anonymous respondents

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Posted on by odegardr

Hello All,

My team currently has group forms set up to collect information from folks outside of our organization. They are not required to 'sign in' to fill out the form. Forms codes this as 'anonymous.' Therefore, I'm having a difficult time figuring out how to set up a flow to automatically send an email when someone fills out a form.

I DO have a form field set up to collect an email address from the respondent. How can I set up automatic emails (with an attachment) based on only capturing the email in a form field?

Thank you very much! New to this but committed to learning 🙂

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Building flows

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David_MA 12,966 Super User 2025 Season 2 on at

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Maybe this seems too obvious, but is there a reason you cannot use the Send an email action in Power Automate? You will have no way to know if what the person entered is their e-mail address, but there isn't much you can do about that. You will also need to check what they entered is in a valid e-mail format since MS Forms doesn't have a way to validate e-mail addresses.

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odegardr 4 on at

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Hm. I tried the 'send an email' action in Power Automate. I ran into an issue when I realized I couldn't figure out to get the email to send to the specific email form field folks responded to. Am I missing a simple step here?

I certainly understand the inherent challenges with relying on the emails people manually type into the form field.

Thanks...learning!

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David_MA 12,966 Super User 2025 Season 2 on at

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You want to be using the Outlook Send an email (V2) action. Just populate the e-mail address into the to field, include a subject and body and that's all there is to it. The e-mail does need to be in valid email format (e.g. account@domain.com) or you will get an error. If it is at last validly formatted, but not a valid e-mail, you should get a bounce reply.

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odegardr 4 on at

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I'm still not understanding how to indicate the RECIPIENT of the email. The way I'm capturing this information is a form field response from responders. I feel like there's a simple step I'm missing to indicate this.

Thank you!

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David_MA 12,966 Super User 2025 Season 2 on at

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You can only use the send from field if the person who you want to send on behalf of has given you delegate permissions to their account: About delegates: Allow someone to manage your mail and calendar - Microsoft Support. This isn't something most people are going to want to do, and you will need to have everyone who you want to send from set this up or your flow will fail for users who do not grant this access.

The best thing to do, if you don't want the e-mails coming from your Outlook account, is to set up a shared mailbox that your account is the owner and can send from. You can then use the action Send email from a shared mailbox.

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