Email notifications play a crucial role in keeping teams informed and ensuring that important updates are never missed. Power Automate allows users to set up automated email alerts based on triggers from various Microsoft 365 apps such as Outlook, SharePoint, Forms, Excel, Teams, and Dynamics 365.
In this guide, we will cover:
How Power Automate helps with email automation
The types of email notifications you can set up
A step-by-step tutorial to create automated email flows
Best practices for email automation
1. Benefits of Automating Email Notifications with Power Automate
✔ Saves Time – Eliminates manual email sending and ensures timely communication.
✔ Reduces Human Error – Ensures that no critical email is forgotten.
✔ Improves Productivity – Automates approvals, reminders, and alerts.
✔ Enhances Collaboration – Keeps teams updated on task progress.
✔ Integrates Easily – Works with Outlook, SharePoint, Teams, and third-party apps.
2. Types of Email Notifications You Can Automate
New File Alerts – Send an email when a new file is uploaded to SharePoint or OneDrive.
Form Submission Alerts – Notify a team when a Microsoft Forms response is received.
Task Updates – Send an email when a task is updated in Planner or Excel.
Approval Requests – Automatically email managers for approvals in Power Automate Approvals.
Due Date Reminders – Notify users of upcoming deadlines in Microsoft To Do or Planner.
Email Forwarding – Route emails to specific users based on keywords in Outlook.
3. How to Create an Email Notification Flow in Power Automate
We’ll create an automated cloud flow that sends an email when a new item is added to a SharePoint list.
Step 1: Open Power Automate
1️⃣ Go to Power Automate (https://flow.microsoft.com).
2️⃣ Click on Create in the left menu.
3️⃣ Select Automated Cloud Flow.
Step 2: Choose a Trigger
1️⃣ In the “Choose a flow trigger” window, search for SharePoint.
2️⃣ Select “When an item is created”.
3️⃣ Click Create.
Step 3: Connect to SharePoint
1️⃣ Select the Site Address where your list is located.
2️⃣ Choose the List Name.
3️⃣ Click Next.
Step 4: Add an Email Action
1️⃣ Click New Step.
2️⃣ Search for “Send an email (V2)” under the Outlook connector.
3️⃣ Choose “Send an email (V2)”.
Step 5: Configure Email Details
1️⃣ To: Enter recipient email(s) (e.g., manager@company.com).
2️⃣ Subject: “New SharePoint Item Created: [Title]” (use dynamic content for Title).
3️⃣ Body:
lessCopyEditA new item has been added to SharePoint:
- Title: [Title]
- Created by: [Created By]
- Description: [Description]
Click here to view: [Item URL]
4️⃣ Click Save.
Step 6: Test and Run the Flow
1️⃣ Click Test (manual or automatic test).
2️⃣ Add a new item to your SharePoint list.
3️⃣ Check if the email notification is received.
4. Advanced Email Notification Use Cases
Notify Teams and Slack Users – Send an email and a Teams or Slack message when an event occurs.
Use Dynamic Email Addresses – Automatically email the person who created or modified an item.
Condition-Based Alerts – Send notifications only if certain conditions are met (e.g., if status = “Urgent”).
Approval Workflows – Send approval emails with Approve/Reject buttons.
Send Reports via Email – Automate weekly report emails with Power BI or Excel data.
5. Best Practices for Email Automation
✔ Use Meaningful Subjects – Make email subjects clear and informative.
✔ Limit Notifications – Avoid excessive emails to prevent inbox overload.
✔ Use Conditions – Send emails only when necessary (e.g., only for high-priority items).
✔ Personalize Emails – Use dynamic content for customization.
✔ Secure Your Flow – Avoid sending sensitive information in plain-text emails.
✔ Monitor and Maintain – Regularly review and update flows to ensure they work correctly.