Sending Emails with Power Automate: Step-by-Step Guide

How to Use Power Automate to Send an Email: Detailed Guide

Are you looking for a way to streamline and automate your email-sending processes? Look no further! In this blog, you will discover the benefits of using Power Automate in your workflow and learn how to set it up.

Get started today and make your emailing process more efficient and professional.

Can I use Power Automate to send emails?

Yes, you can use Power Automate to send emails.

Power Automate is a powerful email automation tool that can help you create and send customized emails with ease. You can use this software to create email campaigns, send automated emails, and track your email marketing performance.

You decide what you want to send when you want to send it and to whom. Power Automate can be used to send email newsletters, promotional emails, or just general email correspondence.

Or, it could mean automatically sending an email based on data in Excel. For example, you could create a spreadsheet that tracks customer orders. Then, you could use Power Automate to automatically send an email thanking the customer for their order and providing information about their purchase.

This allows you to send emails from a wide variety of platforms, including email clients like Gmail and Outlook, as well as web-based applications like Gmail and Outlook.com.

If you are a beginner to Power Automate, our detailed article can help you get started: What is Power Automate? An example-based guide for beginners.

3 Simple Steps for Sending an Email in Power Automate:

When it comes to email, you don’t have to be a rocket scientist to send and automate great messages. But with so many options and tools available, sometimes it’s hard to know where to start. Especially if you’re new to email marketing.

So whether you’re a beginner or an experienced email marketer, you must know these three basic steps for sending emails.

1. Trigger

2. Connector

3. Email Content

How to send emails using Instant Cloud Flow in Power Automate?

With Power Automate, you can easily send large, bulk emails without having to spend hours typing each one.

Let’s assume that you want to send emails to 50 users, at the same time. Follow these steps to send all at once.

Step 1: Create a Flow

First, create an Instant cloud flow.

On the left side of your dashboard, click on the My flows and then click on the “+New Flow” button, and select “Instant Cloud Flows” which is under New Flow.

Next, Add your flow name, whatever you want, like “DemoMails”, and to trigger this flow, choose the “Manually trigger a flow” option and Create.

Just simply click on Next Step:

In the search box, write a variable and select “Initialize Variable”.

Now Enter the name, and you may see a boolean as Type by default. Change Type to Array and add emails manually as Value.

To add emails, remember this simple format.

• All the emails should be separated with commas “,”.
• Each Email should be enclosed with a string like “abc@domain.com”.
• All the emails should be enclosed within Square Brackets [].

Click Next.

Click on Control, If you do not find it, just search or find it in the Builtin Section as Shown in the image. Then select Apply to each.

Now click on User Email from the dynamic section.

Click on Add an action button > Standard tab > Choose Your Desired Mail System. Here, Office 365 Outlook is used. Select Send an email (V2).

Step 2: Configure “Send an email (V2)” Action

Here you will see three options:

To: Add the email IDs of your users or to whom you want to send an email. Just Select the current item under Dynamic Content and move to the subject.

Subject: Add the Title of your email here.

Body: In the body, add the message you want to send! In this section, you can insert the link, change font size, and make the text bold, italic, or underlined. You can format your mail as you want.

Let’s explore its advanced settings > Click on Show Advanced Options

• Attachments: It allows you to add attachments.
• Importance: It allows you to set imports up to 3 levels Low, Normal, and High.
• Reply to: Put email address or addresses, here to use when replying

At the end Save the whole setting!

Step 3: Testing

Check on the top right corner and Click on Test

Select Manually.

Click Test >Continue>Run Flow

Done

Here you have done, mail has been successfully sent to all email IDs.

How to send an email with options using Power Automate?

Power Automate provides an easy way to send emails with options that can help streamline communication and processes. With the Send an Email with Options action, you can create emails that allow the recipient to select from different options, such as Yes/No, or any other predefined options.

First, create a flow, using Instant cloud flow, and trigger it manually. After this, open up the + New button to add a new step. Select the Send an Email with Options action and click it.

The first step is to enter the recipient’s email address. You can either enter it directly in the text box or use dynamic content from another step to populate the address. For example, if you have a previous action that has stored a person’s email address, you can select it from the dynamic content list.

The next step is to add the subject line to the email. This is the part that will appear in the inbox of the recipient, so make sure that it clearly states what the email is about.

After adding the subject line, you can add the body of the email. This is where you can provide more information about what the email is about and what options are available for the recipient to choose from. You can add text or HTML code to format your message.

Finally, you will need to add your options in the User Options field. You can add as many options as you need, such as Yes/No, or multiple-choice questions. Once you’ve added all of your options, you can save the flow and run it whenever you need to send an email with options.

Save and Test! Click on Continue and then Run the flow!

By using Power Automate to send an email with options action, you can quickly and easily create emails that allow recipients to select from different options. This feature can be used in a variety of scenarios, such as providing customer surveys or collecting feedback from employees.

Power Automate: Send Email with Attachment

First, open your Power Automate dashboard and click on the Create button. You’ll be asked to select from several different triggers and actions. Select Instant Cloud Flow from the list of available options.

Now, Add the name of your campaign, and select a trigger, named Manually trigger with a flow from the given options. Click on Create and then Next Step.

Next, search “ get file content” in the search bar and then select Get File Content. There are other options too like SharePoint or file system, but the file is in OneDrive.

Now it’s time to attach your file. Click on File Icon, and select Root file.

Attach your required file and click on New Step.

Next, search Send an Email and Select Send an Email V2.

Next, you’ll need to enter the details of your email. This includes the recipient’s email address, subject line, and message body.

You can also include attachments at this stage. To do this, click on the additional name of the attachment and add file content under the Add dynamic content.

Once you have all the details entered, click Create Flow to save your changes. Now, every time the trigger you set up runs, your email with an attachment will be sent.

Now Test and Send your Email. Click on Test, Continue, and then Click on Run Flow.

Power Automate makes it easy to automate the process of sending emails with attachments. With just a few clicks, you can create a flow that will save you time and energy when it comes to sending out important emails with files attached. Try it out today and see how much more efficient your workflow can be!

Send an Email with an Image:

Do you want to send an email with an image in it? It’s easy to do with Microsoft Power Automate.

First, you need to create a flow in Power Automate. To do this, open up the Power Automate dashboard and click on Create a flow. From there, select the Instant cloud flow option to begin creating your flow.

Enter the flow name and select Manually trigger a flow option. And click on Create to continue.

Now click on Next Step and Then search and select Get file content (One Drive for Business).

Hit the file icon and then click on > sign in the Root Option and select your image from the given available files.

Now search Initialize Variable and select it.

Now enter the name, type as String, and value as File Content under the dynamic field, and click next.

In the end, choose action. Choose to Send an email V2.

Enter the name in the name field, select Type as “String” and enter this line of code as it is

<img src=”data:image/jpeg;base64, ” alt=”CompanyLogo”/>

After this, write .$content in the Expression tab under Add dynamic content. Then select the dynamic content tab and select File content.

The tricky part is that you should add this file content between base64, and the” alt=”CompanyLogo” code.

For example:

<img src=”data:image/jpeg;base64,@{outputs('Get_file_content')?['body'].$content}” alt=”CompanyLogo” />

In the end, it will look alike.

Create a new step, search end an email, and select Send a mail V2.

Add the receiver’s emails and the subject and message of the body. After that add image via Add dynamic content. Select the variable we initialized before with the name “EmbedImage”.

Another Method:

Use this HTML code in the body section.

<p>Hello,<br>
<div id=”email”>
<! Banner –>
 <table role=”presentation” width=”100%”>
   <tr>
      <td align=”center” style=”color: white;”>     
          <img alt=”congratsImg” src=”https://images.pexels.com/photos/8127309/pexels-photo-8127309.jpeg” height=”300px” width=”100%” align=”middle”>    
      </td>  
 </table>

Change this “” link with your image link.

What are the benefits of sending an email with an image?

1. Increased Engagement:

When sending an email with an image, readers are more likely to be drawn in and engage with the content of your message. Images help draw the eye and can even help capture the readers’ interest enough for them to take action.

2. Improved Branding:

Adding an image to your email allows you to showcase your company’s branding. Using a logo or a specific color palette helps your email stand out from the competition and reinforces your company’s branding.

3. Enhanced Message:

Adding an image to your email helps you convey your message more effectively. Whether it’s a product, an event, or simply a reminder about an upcoming deadline, images can help make sure that the reader gets the full message.

4. Time-Saving:

With Power Automate, you can automate the process of sending emails with images, saving you time and effort. You can easily create templates that will include images and quickly send them out to multiple contacts at once.

Using images in your emails is a great way to increase engagement, improve branding, and convey your message more effectively. With Power Automate, it’s easy to add images and automate the process of sending emails, making it faster and easier than ever before.

Power Automate Email Body Formatting Using HTML

If you want to format your email using HTML, you can. But you should know HTML.

Here is an Example:

Code:

<table role=”presentation” width=”100%” border=”0″ cellpadding=”0″ cellspacing=”10px” style=”padding: 30px 30px 30px 30px;”>
  <tr>
      <td>
          <h2> You have completed the SEO Fundamentals Course!</h2>
          <h4> SEO Training Details </h4>
          <table role=”presentation” width=”100%” border=”1″ cellpadding=”0″ >
              <tr style=”border: 1px solid #d9d9d9;background-color:#82c1d1″>
                 <td align=”left” style=”border-left:1px”>Course Code</td>
                 <td align=”left” style=”border-left:1px”>Course Name</td>
                 <td align=”left” style=”border-left:1px”>Credits earned </td>
              </tr>
              <tr style=”border: 1px solid #d9d9d9;”>
                 <td align=”left” style=”border-left:1px”>SEO101</td>
                 <td align=”left” style=”border-left:1px”>SEO Fundamentals 101</td>
                 <td align=”left” style=”border-left:1px”>100</td>
              </tr>
          </table>
          <p>
             Please complete the quiz and earn credits.
             <br>
          </p>
          <p>
             All the best!
          </p>
       </td>
  </tr>
</table>
<! Banner Row –>
<table role=”presentation” bgcolor=”#EAF0F6″ width=”100%”>
   <tr>
      <td align=”center” style=”padding: 20px 20px;”>
         <h3> Happy studying! </h3>
         <p>
            <br><strong>
                Training Team </strong>
         </p>
      </td>
   </tr>
</table>
</div>
</p>

Send Email from Shared Mailbox When an Item is created in SharePoint:

One of the most common uses of Power Automate is to send emails, whether it’s for marketing purposes or to keep your team up-to-date on project progress.

If you need to send emails using a shared mailbox, it’s important to configure it properly in Power Automate so that everyone can access the same mailbox from the same location.

One of the many tasks you can automate with Power Automate is sending emails using a shared mailbox. A shared mailbox is a mailbox that multiple users have access to, allowing them to send and receive emails from the same address. This makes it a great tool for teams that need to collaborate on email communication.

In this section, we’ll walk you through the process of setting up a shared mailbox in Power Automate and then sending an email using it.

Let’s create a flow using Automated flow.

It’s time to select a trigger. Choose the name of the flow, and select When an item is created.

Select the File icon, then go to the root, and select the folder, for which you want to get notified when a new file is created.

Now it’s time to select an action. Search send an email with shares in the search bar and select it.

Fill in that information and save it. At the last test and send it. That’s it.

Using Power Automate to send emails from a shared mailbox can help streamline processes, reduce manual effort, and improve team collaboration.

Keep in mind that it’s important to ensure that all users have access to the shared mailbox account and understand how to use it properly. Following these steps will help you ensure success when sending emails from a shared mailbox in Power Automate.

Setting Up to Send Emails From Excel With Power Automate

What You Need Before You Begin

You’ll need to set up a few things before you get started. First, you’ll need to create an Excel spreadsheet with the email addresses of the people you want to send the email. You can also add a subject line and a customized message.

Next, you’ll need to create a Power Automate flow. This is where you’ll specify the conditions that will trigger the email to be sent. For example, you might want the email to be sent only if a certain cell in your spreadsheet is filled out.

Once you’ve created your flow, all you need to do is click on the “test” button to make sure it’s working correctly. And that’s it! You’re ready to start sending automated emails from Excel.

Step-by-Step Guide to Sending Emails From Excel

Now that you know the basics of using Power Automate to send emails from Excel, let’s dive into a step-by-step guide on how to do it.

– First, open up Excel and create a new workbook.

– Next, create a new sheet and name it “Email Data.”

– In the Email Datasheet, create columns for the following information:

– You can add email addresses, subject lines, and body text as per your requirements.

Now, you need to Save your file, in one drive or Sharepoint.

After this, you can create a flow within excel or open your automate account in any web browser. It’s up to you. 

– Now, click on Add-ins in excel and search & add Automate flow and create a new flow.

– Select “Instant cloud flows”

You will see something like the below image.

– Choose your Location. I have saved my file in OneDrive, So Selected that.

– Enter Document Library as On Drive. If you have a file in SharePoint, enter SharePoint here.

– Select your excel file.

– Enter the table.

– In the action event, select “Send an email V2.”

– Enter the email addresses from your Excel sheet into the “To” field.

– Enter the subject lines from your Excel sheet into the “Subject” field.

– Enter the body text from your Excel sheet into the “Body” field.

– Save and run your flow, and you’re all set!

Tips for Optimising Your Power Automate Email Setup in Excel

Here are a few tips to keep in mind when you’re setting up your Power Automate email:

– Make sure your Excel sheet is well-organized and easy to navigate. This will make it easier for you to find the data you need when you’re working in Power Automate.

– If you have a lot of data in your Excel sheet, consider using filters to narrow down the data that’s being pulled into Power Automate. This will make it easier to find the data you need and will help keep your Power Automate emails more focused.

– When you’re setting up the email template in Power Automate, be sure to use all of the available fields so that you can include all of the relevant information in your emails.

– Test your Power Automate email setup before you start using it for real. Send a few test emails to yourself or to a colleague to make sure everything is working as it should.

Troubleshooting Power Automate for Sending Emails From Excel

If you’re having trouble with Power Automate for sending emails from Excel, there are a few things you can do to troubleshoot the issue.

– First, make sure that you have the latest version of Power Automate installed. To do this, open Power Automate, click the gear icon in the top-right corner, and then click Check for updates.

– Next, try creating a new flow from scratch. To do this, open Excel, select the cells you want to include in the email, and then click Insert > Email.

– Finally, if you’re still having trouble, make sure that your email account is set up correctly in Power Automate. To do this, open Power Automate, click the gear icon in the top-right corner and then click Accounts.

Power Automate: Send Emails to Multiple Recipients

Imagine you have a list of customers in an Excel spreadsheet. You want to send them a promotional email, but you don’t want to have to copy and paste the email addresses into the “To” field one by one. That’s where Power Automate comes in.

With Power Automate, you can easily send an email to multiple recipients. This is a great way to keep everyone in the loop or to get feedback from a group of people.

To send emails to multiple participants, put your data in excel and use the above method of sending emails using excel.

To get started, you’ll need to create a new flow. To do this, open Microsoft Power Automate and select Flows from the menu bar.

From here, select the + icon in the top-left corner of the window to create a new flow. Select Scheduled cloud flow.

Next, you’ll need to give your flow a name and schedule your email. You can also customise the options for Delivery Date and Time, Priority, and even can send reminders/repeat.

After this, to complete this flow setup, read the above methods, we discussed earlier in this blog.

Or to set up your Flow, simply, you’ll need to add an Action. For our example, we’ll use the Action “Send an email.“

Enter the email address to which you’d like to send the message, along with the subject and body of your email.

When you’re finished configuring your email, select Done in the top-right corner of the window to save your changes.

Best Practices for Sending Scheduled Emails With Microsoft Power Automate

Here are a few best practices to keep in mind when sending scheduled emails with Microsoft Power Automate:

– Make sure your email content is clear and concise. The last thing you want is for your email to be misinterpreted or ignored.

– Use images sparingly. Too many images can make your email look cluttered and can be a turn-off for recipients.

– Keep your subject lines short and to the point. This will help ensure that your email stands out in recipients’ inboxes.

– Proofread your email before sending it. This will help avoid any embarrassing typos or mistakes.

Troubleshooting Basics for Sending Emails With Power Automate

Before you start troubleshooting, it’s important to understand the basics of how Power Automate sends emails. Here are a few key things to keep in mind:

-Power Automate connects to Outlook to send emails. Make sure Outlook is open and that you’re logged in before trying to send an email.

-If you’re using a custom connector to send emails, make sure the connector is configured and working correctly.

-Emails can be sent from either Power Automate or an automation run in Outlook. If you’re having problems sending an email from Power Automate, try sending it from Outlook instead.

Now that you understand the basics, let’s start troubleshooting.

Tips for Debugging Errors When Sending Emails

When you’re sending a lot of emails, the last thing you want is for something to go wrong. A little hiccup in your email flow can cause all sorts of chaos—and we want to help you avoid that. So, here are a few tips for debugging errors when sending emails with Power Automate.

First, make sure that you’re using the correct email address and password in your Power Automate account. If those are correct, try testing the email account in a different browser. If it’s still not working, reach out to our support team for help.

Next, check your recipient list and make sure that all of the email addresses are correct. One small typo can result in a whole bunch of misdirected emails. Similarly, make sure that you’re not sending emails to too many recipients at once. The limit is 500 per send, and if you go over that limit, your email will likely bounce back.

Finally, check your email content for any typos or errors. This is especially important if you’re including merge fields in your email content. One wrong character can completely disrupt the formatting of your email. So, take a second look at your content and make sure that it’s perfect before hitting send.

How to Check the Connection and Action Settings

The first thing you’ll want to do is check the connection and action settings. To do this, open Power Automate and select the Flows tab. Then, find and select the flow you want to troubleshoot.

Once you’ve selected the flow, click on Edit and then on Show Details. This will open up the settings for your chosen flow. You’ll be able to see whether the connection is active and whether the action is triggering as expected.

Common Problems and Solutions When Sending Emails With Power Automate

If you’re having trouble sending an email with Power Automate, you’re not alone. It’s a common problem, but there are a few things you can do to troubleshoot it.

First, make sure that the email address you’re using is valid and that you have the correct spelling. Next, check to see if the email server is down or if any other technical issues might be causing the problem.

If all of that checks out, the next step is to make sure that Power Automate is correctly configured. This includes making sure that the correct SMTP server and port are being used. To do this, go to the Settings tab in Power Automate and click on the Email connector. From there, you can enter the SMTP server and port information.

Still, having trouble? The last step is to contact Microsoft Support. They can help you troubleshoot any remaining issues and get your emails flowing again in no time.

Conclusion

Well, there you have it! You are now a Power Automate expert! Just kidding. But, seriously, now that you know how to schedule emails using Power Automate, the possibilities are endless. You can use it to automate all sorts of tasks, big and small. So go out and start automating your life

In this article we have covered how to send emails in Power Automate using images, attachments, and excel, and how to format the body using HTML.

If your automated email flow has come to a standstill, or you’re having trouble getting started, don’t worry. These troubleshooting tips will help you get your emails back on track in no time.

If you want to learn more about Power Automate, our detailed course will help you: Power Automate Training: Learn to Automate Your Business Processes.