In this guide you’ll learn how to combine and convert all Microsoft Forms into a single document and email it using Power Automate.
Microsoft Forms provides a quick and easy way to create surveys and questionnaires to collect responses from different people. Even though this is useful, the completed Forms are not easily portable i.e.you cannot send this from one person to another person keeping the “Look and Feel” of the completed Form intact along with any files that have been uploaded to it.
Using Power Automate (Flow) and Muhimbi PDF Converter, you can merge all the responses and attachments into a single document along with the responses and then send that document as an email or write the generated PDF to SharePoint, OneDrive, or anywhere you can send files to using Microsoft Power Automate.
Before we start building the workflow, ensure all prerequisites are in place. It is also assumed that the reader has some knowledge of MS Forms and also knowledge of building Workflows using Power Automate.
Make sure you have installed the full or trial subscription for the Muhimbi PDF Converter for Power Automate.
Naturally, in Microsoft O365, permission to use Power Automate needs to be available to the user as well.
You will need to have the appropriate privileges to create Flows.
Here is a sample MS Form that will be used to show how to convert Microsoft Forms to Word using Power Automate:
Using Power Automate to Convert Forms to Email
We can now start building our Flow. From a high-level, our Flow looks as follows:
As a first step, you can add the ‘When a new response is Submitted’ trigger action specifying the ‘Form Id’ of the Microsoft Form. It will trigger the Flow when a new response is submitted.
Next, you can add ‘Get Response Details’ action specifying the ‘Form Id’ and the ‘Response Id’ of the Microsoft Form. It will trigger the Flow when a new response is submitted.
As a next step we will add the ‘Compose’ action. You can copy the HTML code fragment provided below into the ‘Inputs’ area of the Compose Action and then insert the various list fields in the appropriate places, just between each line’s <td\</td\elements. Your completed code should look like what you see in the screenshot.
Next, add the Muhimbi ‘Convert document’ action to the Flow Canvas and for the ‘Source File Name’,include a proper name with ‘.html‘ as an extension. For the ‘Source File Content‘, choose ‘Outputs‘. Choose ‘Output format‘ as ‘PDF‘ from the drop down menu. Click Save to save the workflow.
Next, add the ‘Send an email (V2)’ action to the Flow Canvas. For the ‘To‘, ‘Subject’, and ‘Body’ enter suitable values. If you want the email to be sent from a different email address enter suitable values for ‘To’ field. For the ‘Attachment Name’, select the Base Filename without extension. Ensure you add a ‘PDF’ extension to this. For the ‘Attachment Content’ select the Processed File Content (File generated by Muhimbi Converter).
. Click Save to save the workflow.