Send email with options and record responses

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Posted on by JMAFO

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Hello everyone,

I need to send an email with options, for example: 'In office', 'Working from home', and 'N/A' to around 200 people and collect each response along with their name, and store it in an excel sheet or SharePoint list. Is this possible? Would it also be possible to track who responded to this email?

Thanks ahead of time!

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Building flows

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Jcook 7,781 Most Valuable Professional on at

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Hello,

Unfortunately the send an email with options is pretty limited to what you can grab.

May I suggest using a MS form. This way you can have more reporting and see who has submitted.

You can still send the email out to all users. With the form link.

Than store the results in a SharePoint list.

—Josh
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JMAFO 303 on at

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Thanks for quick response.

This is a good idea. How would I be able to track who responded?

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Jcook 7,781 Most Valuable Professional on at

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Hi,

MS forms has a option in Flow to get the responder.

How big is your organization?
You could have all users emails in a SharePoint list. With a column called ‘Respond’
Than when the flow is triggered, which will be on form submission.
You can update the person email address in the SharePoint list to update the field ‘Respond’ to Yes.

—Josh
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JMAFO 303 on at

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Organization is around 250 users, some who know their passwords and some who don't. This will need to be collected daily as well.

Forms may be the only option other than PowerApps..

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Jcook 7,781 Most Valuable Professional on at

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@JMAFO

Yes forms, is a simple solution.

Power Apps would be good if you had the time to develop a App.

Let me know if you need help with the Flows, if you decide to go down the MS forms path.

—Josh
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DanyElHoyek 91 on at

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You can send an email with options, collect user response and store in SharePoint or excel (recommend SharePoint for that).

The bad news is that Flow have a limitation of 100 email by day by user. you should find a workaround for this design limitation.

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DanyElHoyek 91 on at

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MS Forms Options is a better alternative for your requirement.

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JMAFO 303 on at

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I could definitely find a workaround for the user limitation. Send email with options lacks simple validation so getting data would be an issue..

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RobElliott 10,323 Super User 2025 Season 2 on at

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@DanyElHoyek "The bad news is that Flow have a limitation of 100 email by day by user." . Not exactly, that's only if you use the Send an email notification (V3) action. Send an Email (V2) can send 900 emails every 60 seconds which should meet most requirements.

Rob
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v-litu-msft on at

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Hi @JMAFO,

I think @RobElliott is correct, you could use the MS Form to do it.

If you want to track who responded to the Form, as you mentioned, you want to store responses in an excel sheet or SharePoint list, so you could update an Excel that with all recipients. Once one person responds it, update the Row according to the Responder's email.

And before create Flow, the MS Form survey should set to "Only people in my organization can respond":

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