How to send an email using designer workflow in SharePoint Online or SharePoint 2013?

This SharePoint workflow explains, how to send an email using SharePoint designer workflow. For this Let’s create a list named “products”. The list looks like below:

Column Datatype
Product ID Number
Product Name Single line of text
Product Description Multi lines of text
Quantity Number

Let’s go and create a workflow send an email to the manager.

Before let’s created a manager SharePoint user group under site collection. You can see the SharePoint group name as “Manager” like below:

Send Email using sharepoint 2013 designer workflow

Send Email using sharepoint 2013 designer workflow

Open SharePoint 2013 designer. Click Create a list workflow -> Pick the “Product” SharePoint list

Send Email using sharepoint designer workflow 1

Send Email using SharePoint designer workflow 1

Provide the name of workflow “Email Status”

sending email using workflow sharepoint

sending email using workflow sharepoint

Click Ok
On the “Action” comment pick “Send an email”.

send email in workflow sharepoint 2013

send email in workflow sharepoint 2013

Click These users link.

sharepoint email using sharepoint designer workflow

sharepoint email using sharepoint designer workflow

For picking up the “To user” Click on the user/group icon to pick the user from the sharepoint site collection.

Pick the manager group and then click Add.

sharepoint email using sharepoint designer workflow 2013

sharepoint email using sharepoint designer workflow 2013

In the subject, I get the “Created date” parameter of the product.

sharepoint designer workflow examples

sharepoint designer workflow examples

Let’s create the body message
Pass the parameters in the body section
– Product ID
– Product Name
– Product Description
– Quantity

Click on Add or Change look up button to map the parameters

sharepoint 2013 workflow send email when new item created

sharepoint 2013 workflow send email when new item created

sharepoint workflow send email when field changes

sharepoint workflow send email when field changes

How to send an email using designer workflow in SharePoint Online or SharePoint 2013?, Send Email using sharepoint designer workflow

Finally all the parameters passed it look like the below screen.

sharepoint workflow send email

sharepoint workflow send email

Click ok and navigate to workflow settings
There will be three option
– Manually you can start the workflow
– An item has been added
– An item as been updated
In our scenario I picked up “An item has been added”.

sharepoint workflow send email

sharepoint workflow send email

Click Save and publish

 SharePoint designer online workflow examples

SharePoint designer online workflow examples

sharepoint designer 2010 workflow send email

sharepoint designer 2010 workflow send email

Let’s go inside the portal and create a product.

SharePoint designer 2013 workflow examples

SharePoint designer 2013 workflow examples

After successful status of product creation you can now see the status of “Email status” it shows “completed”.

sharepoint designer 2013 workflow send email

sharepoint designer 2013 workflow send email

Let’s check the product manager email. So you got the mail now.

SharePoint designer 2013 workflow examples

SharePoint designer 2013 workflow examples

You may like following SharePoint designer workflow tutorials:

Hope this SharePoint workflow tutorial explains, how to send an email using designer workflow in SharePoint 2013/2016 or SharePoint Online.

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Vinodh Narayanan

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