Conditionally Format Microsoft Form Details sent in Email

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Posted on by trishmalloy

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Hello,

I'm using a Microsoft Form that has a few yes/no questions, is it possible to store the answers to these questions in a variable or some other action, format the color (green for yes, red for no) and send all form responses in an email? I'm hoping to avoid creating a bunch of conditional actions with emails.

Trish

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Michael E. Gernaey 53,335 Super User 2025 Season 2 on at

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Hi @trishmalloy

Its not super clear what you are saying.

If you want to set something with a color, you have to have conditional checks, you cannot simply store it in a variable and that takes that away.

But I don't know what the Email is supposed to look like, can you give me an example, like a picture of what you want in the email? What does it look like.

Here is a simple example

Email Body

Are Pants Green: You could just put the answer as it will be Yes or no

BUT if you want to actually change the metadata about something then you have to use expressions

Second Example

What Color are the Pants: add expression to return Green if yes, Blue if no.

You do not need Condition actions, you simply need to use expressions to check in the specific area that is needed. So if you can share what exactly you want to build in your email it will be easier.

But the answer is, you don't need Conditions, just expressions.

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RobElliott 10,323 Super User 2025 Season 2 on at

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Yes this is quite possible although in y experience not all email clients will render the color. Edit your send an email action in code view (meaning you'll need to add html tags throughout it). then you can use the <span style= color: with a variable. In the image below I used a switch control ("Is this a team or individual nomination?") to set the value of the color variable and had a different email in each case - this was necessary anyway as the questions for a team were different to the questions for an individual.

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Michael E. Gernaey 53,335 Super User 2025 Season 2 on at

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The "conditional checks" of what color to assign an answer have to go somewhere

You are saying you have multiple Answers, each answer has to be assigned to the color.

A single variable isn't going to do that, (well unless you use an object or array or some concatenated string you parse later)

So somewhere you have to place an expression to check what the answer value is, (Yes/No so Green/Red) so it can decide what color to choose.

Whether you do that inline somewhere, or you add N number of variables, you will still have the expression in each variable, 1 for each question.

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