Email notifications

Email notifications can send a response summary, generated PDF, or uploaded files when a form is submitted. They are configured separately for each form.

Enable an email notification

1. Open the form builder and select the Email tab.
2. Enable email notifications.
3. Add the recipients. Separate fixed email addresses with commas.
4. Edit the subject and message, then choose whether to attach the generated PDF or uploaded files.
5. Preview and test the form before publishing.

Recipients do not have to be fixed. You can use an email address collected by the form or calculate recipients from response data. See Dynamically setting email recipients and Conditionally send an email notification.

Add response data to the message

The email editor uses Handlebars for dynamic fields and conditional template blocks. Type / to browse available values, or start typing to insert a response field. Use {{ data.fieldKey }} syntax; email template fields do not execute JavaScript. Keep messages as readable plain text by default, using HTML only for specific formatting such as links or tables.

See the email template syntax reference for supported variables, conditions, loops, date formatting, and attachment placeholders. Detailed examples are also available for dynamic email templates, data-grid tables, uploaded-file attachments, and dynamic PDF filenames.

Choose the sender

By default, messages are sent using the account that authorised the email feature. To send from a shared mailbox, choose Send as and enter its address. The authorising account must have Microsoft 365 permission to send as that mailbox.

Email authorisation can expire or be revoked. If notifications stop, verify the sender account, its mailbox permissions, and the notification’s authentication state. See Change the sender email address, Create a shared mailbox, and Email authentication expiration.