Email Notifications

Lets explore how you can email a form response

Updated over a week ago

By default, form responses are automatically uploaded to SharePoint, and you can access them on the submissions screen. For a more proactive approach, you may find it useful to receive an email copy of each submission as soon as it's submitted. Achieving this is simple, just follow these steps:

  1. Navigate to the form builder screen for the desired form.

  2. Access the 'Email' tab.

  3. Toggle the switch to enable email notifications.

  4. Customize the email template, specify recipients, and activate options such as attaching a PDF copy of the submission.

Dynamic Email Template

You have the flexibility to incorporate dynamic content into your email template. For example, you can include responses to questions from your form or add conditional statements (if-else conditions). Achieving this is straightforward using the email editor. Simply type what you want, and the editor will automatically suggest dynamic fields. You can also press the ‘/’ (forward slash) key to see auto-suggestions.

Team Forms email auto suggestions

Change the sender email address

By default, email notifications are sent from the user who set up the email notification feature. However, it is often preferred to have the email sent from a generic shared inbox, such as contact@companyname.com. To set this up, follow these steps:

  1. Click the button displaying the email address of the sender (usually located at the top and highlighted in green).

  2. A menu will appear. Choose 'Send as'.

  3. Enter the email address you want the email notifications to come from (e.g., contact@companyname.com).

  4. Note that the user authenticating the email notification feature will need ‘send as’ permission on the shared inbox in Microsoft 365; otherwise, the email notifications will fail to send.

Configuring "send as" for Team Forms email notifications

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