Create a MS Form that will notify people via email and then export into an Excel spreadsheet

The process involves a few steps, primarily using Microsoft Forms for form creation and Microsoft Power Automate for automation tasks like sending emails and exporting data.

Create Your Form in Microsoft Forms

• Sign in to Microsoft Forms with your Microsoft account.
• Create a new form by selecting "New Form."
• Add your questions to the form by choosing the type of question (e.g., choice, text, rating) and filling in the details.
• Adjust settings like who can respond and whether multiple responses are allowed by clicking on the "..." (More Options) button and selecting "Settings."

Set Up Email Notification with Power Automate

• Go to Microsoft Power Automate and sign in with the same Microsoft account.
• Create a new flow by selecting "Create" > "Automated cloud flow."
• Name your flow and select the trigger "When a new response is submitted" from Microsoft Forms, then click "Create."
• Select your form by specifying the form ID or selecting it from the list of your forms.
• Add a new step to get the response details. Choose "Add an action," search for "Microsoft Forms," and select "Get response details." Then, select your form and use the dynamic content box to insert the "List of response notifications Response Id."
• Add another step to send an email. Choose "Add an action," search for "Send an email" (using the Outlook service or another email service available in Power Automate), and fill in the details:
• To: Add the email addresses of the recipients. You can separate multiple emails with a semicolon.
• Subject and Body: Craft your message, and you can include dynamic content from the form response.

Export Data to Excel

• Prepare your Excel file in OneDrive for Business or SharePoint with a table structured to receive the data.
• Add another action in your flow after the email action, search for "Excel Online (Business)," and select "Add a row into a table."
• Specify the location of your Excel file, the file name, and the table name.
• Map the form fields to the columns in your Excel table.

Save and Test Your Flow

• Save your flow.
• Test it by submitting a response to your form. You should receive an email notification, and the response data should be added to your Excel file.

Additional Notes

• Ensure you have the necessary permissions and licenses for Microsoft Forms, Power Automate, and Excel Online.
• You might need to tweak the flow based on specific requirements or to accommodate more complex scenarios, like conditional logic in emails.
• Regularly check your flow for any errors and adjust the Excel file structure as your form evolves.
• This setup automates the process of notifying several people via email when a Microsoft Forms form is completed and exports the submitted data into an Excel spreadsheet. If you encounter any specific issues or need further customization, feel free to ask!