How to Send a Customized Email when a new File is added using Power Automate?

Recently, while working on Power Automate, I came across a requirement to send a customized email every time a new file was added to a specific SharePoint document library. The challenge is not just sending an email but making particular details about the file, such as its name, upload time, and even a direct link for quick access.

This kind of automation is helpful for teams that rely on real-time updates for document management, like when a team lead needs to be notified of a new project document or when a client uploads files to a shared folder.

In this tutorial, I will tell you how to send a customized email when a new File is added using Power Automate.

Send a Customized Email when a new File is added using Power Automate

Suppose you have a SharePoint library named “Corporate Projects” (as per your naming convention).

Now follow the below steps:

1. Go to Power Automate, create an Automated Cloud Flow, and Set the trigger as “When a file is created (properties only)” from the SharePoint connector.

• Site Address: Select your SharePoint site containing the Corporate Projects library.
• Library Name: Choose Corporate Projects.

2. Add a Send an email (V2) action to send a customized email and provide below parameters:

• To: Enter the employee email name (email address) from dynamic content.
• Subject: Enter a subject line for Mail.
• Body: Enter the body of the email. Then, enable the code view, add HTML code, pass the values from dynamic content, and customize the mail as per requirement.

<style>
    .email-container {
      font-family: Arial, sans-serif;
      color: #333333;
      line-height: 1.6;
      max-width: 600px;
      margin: 0 auto;
      border: 1px solid #ddd;
      padding: 20px;
      background-color: #f9f9f9;
    }
    .email-header {
      font-size: 18px;
      font-weight: bold;
      color: #0056b3;
    }
    .file-info {
      margin: 20px 0;
      padding: 15px;
      background-color: #ffffff;
      border: 1px solid #cccccc;
      border-radius: 5px;
    }
    .file-info p {
      margin: 8px 0;
    }
    .action-button {
      display: inline-block;
      margin-top: 20px;
      padding: 10px 15px;
      font-size: 14px;
      color: #ffffff;
      background-color: #0056b3;
      text-decoration: none;
      border-radius: 5px;
    }
    .footer {
      margin-top: 20px;
      font-size: 12px;
      color: #666666;
    }
  </style>


  <div class="email-container">
    <div class="email-header">
      📁 New File Uploaded to Corporate Projects Library
    </div>
    <p>Dear @{triggerBody()?['Author/DisplayName']},</p>
    <p>We are excited to inform you that a new file has been added to the <b>Corporate Projects</b> library. Here are the details:</p>
    <div class="file-info">
      <p><b>File Name:</b> @{triggerBody()?['{Name}']}</p>
      <p><b>Uploaded By:</b> @{triggerBody()?['Author/DisplayName']}</p>
      <p><b>Upload Time:</b> @{formatDateTime(triggerBody()?['Created'], 'dd/MM/yyyy HH:mm tt')}</p>
      <p><b>File URL:</b> <a href="@{triggerBody()?['{Link}']}">Click here</a></p>
    </div>
    <a class="action-button" href="@{triggerBody()?['{Link}']}">View File</a>
    <p class="footer">This is an automated email notification. If you have any questions, please contact the administrator.</p>
  </div>

Where:

• The template uses a clean and modern design with a blue header, white background, and some padding for better readability.
• Styles are defined at the top in the <style> block to make the email look professional.
• Displays a bold and blue title: “📁 New File Uploaded to Corporate Projects Library.”
• The email starts with “Dear [Uploader’s Name]” (dynamically fetched from the Author/DisplayName field in Power Automate).
• File Name: The name of the file.
• Uploaded By: The uploader’s name.
• Upload Time: The date and time the file was uploaded (formatted as dd/MM/yyyy HH:mm tt).
• File URL: A clickable link to view or download the file.
• A blue “View File” button lets the recipient access the uploaded file quickly.

Save the flow, click ‘Test,’ then go to the SharePoint document library and upload a file.

After the flow runs successfully, the creator receives an email.

Conclusion

This tutorial explored creating a Power Automate flow that sends a customized email notification whenever a new file is added to a specific SharePoint document library, such as “Corporate Projects.” We covered setting up the flow with the “When a file is created (properties only)” trigger, configuring the email details using dynamic content, and designing a professional HTML email template. The email includes file details like the name, uploader, upload time, a direct link to the file, and a “View File” button for quick access.

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Bijay Kumar

After working for more than 18 years in Microsoft technologies like SharePoint, Microsoft 365, and Power Platform (Power Apps, Power Automate, and Power BI), I thought will share my SharePoint expertise knowledge with the world. Our audiences are from the United States, Canada, the United Kingdom, Australia, New Zealand, etc. For my expertise knowledge and SharePoint tutorials, Microsoft has been awarded a Microsoft SharePoint MVP (12 times). I have also worked in companies like HP, TCS, KPIT, etc.