How to turn Microsoft Forms responses into PDFs and email them automatically

In Power Automate select Create > Automated cloud flow. Name it (the demo uses Job Application PDF), search for Forms, choose When a new response is submitted and select Create. Pick your form in Form Id.

The trigger only gives you the response ID, not the answers. Add the Microsoft Forms action Get response details, select the same form and set Response Id to the Response Id from the trigger. Now every answer is available as dynamic content.

Ask ChatGPT (or any AI tool) for a PDF-friendly HTML template for Power Automate, not a normal web page. The prompt asks for simple inline CSS, standard fonts like Aptos, and a table-based layout instead of flexbox or grid, because OneDrive's converter handles simple document-style HTML best. Include a placeholder for each form field.

Before using it, paste the code into a text file, save it as pdf.html and open it in a browser to preview the layout.

Add a Compose action, rename it Convert to HTML and paste the code into Inputs. Find each placeholder (name, email, position applied for, years of experience, why us), delete it, type /, choose Insert dynamic content and pick the matching answer from Get response details.

Add Create file from OneDrive for Business and rename it Create HTML file. Set Folder Path to your HTML files folder (the demo uses Job Application PDF/HTML Files).

For File Name type Job Application-, add Position Applied For, a dash, the Submission time (under See more in Get response details) and end with .html. Set File Content to the outputs of Convert to HTML.

The Convert file action needs a real file. It cannot read from Compose directly.

Add a Delay action with Count 10 and Unit Second. If you convert a file right after creating it, the flow can fail because OneDrive is not ready yet. The delay makes the flow reliable.

Add the OneDrive for Business action Convert file and rename it Convert to PDF. Set File to the Id from Create HTML file. Target type is already PDF. The PDF now exists in the flow but is not saved yet.

Add another Create file, rename it Save PDF file and choose your PDF files folder. Use the same naming pattern: Job Application-, the position, the applicant name and the submission time, separated by dashes, ending in .pdf. Set File Content to the File Content from Convert to PDF.

Add Send an email (V2) from Office 365 Outlook. Enter your address in To, a subject like New Job Application Received - <Position> - <Name>, and a short body saying the application summary PDF is attached.

Under Advanced parameters add Attachments. For Name use the file name from Convert to PDF and type .pdf after it, because that file name has no extension. For Content pick the File Content from Convert to PDF.

To send a copy to the applicant too, add a second email action using the Email answer from the form.

Save, select Test > Manually, and submit a test response. Check that every action succeeds, open the PDF in OneDrive and check the email attachment.

If the PDF shows stray text that the AI added to the template (in the demo, extra lines at the top and bottom), delete it from the Compose action. Optionally add a OneDrive Delete file action to remove the temporary HTML file.