Send email workflow in sharepoint 2013 online

Posted on July 25th, 2014

In this video you will learn how to send an email using SharePoint designer workflow in SharePoint 2013 online.

Use Case:

Client list is to maintain all the list of clients in a company. All clients will be managed by a client manager. We need to notify client manager whenever new client details has been added.Its just a basic example.

Steps to send email using SharePoint designer workflow

  1. Open your site from SharePoint designer 2013.
  2. Select workflows from left navigation.
  3. Select List workflow and click on Clients list.
  4. Enter Name “Send an Email” and description “Send an email when client data added".
  5. Select workflow platform target “SharePoint 2013 workflow” and click ok.
  6. From actions, Add a comment from core section, type message as Send an email. Comment helps to understand what workflow is performing. In case of large workflows this helps to under stand the logic.
  7. Then you can choose send an email action or just type send an email press enter.
  8. Click on “these users” here to format the email message.
  9. Select in the To to whom we need to send an email.
  10. Here is am sending an email to myself, so I am selecting “Devendra Velegandla”.
  11. In the subject click on ellipse to build the message, for example “ New client [client name] Has been added.
  12. Lets type New Client and click on “Add or change lookup” to pickup the client name which will be added to the list.
  13. Then log to History list action to log the messages to workflow history list whether the email send or not.
  14. To complete the workflow, click on Transition to Stage, right click and select go to stage.
  15. From a stage choose End of the workflow.
  16. Change the stage name to “Send an email”.
  17. Click on check for errors and publish the workflow.
  18. Edit the workflow to change the start up options, when item added to the list.

Test the workflow

  1. Create a new item in the clients list and see that workflow has been completed.
  2. Check workflow history details for the messages we have logged.
  3. click on outlook see if I have received an email or not.
  4. You can see that the email message we have build is available now.


In this video you have learned how to send an email from SharePoint designer workflow in SharePoint 2013 online.

› send email workflow in sharepoint 2013 online

Join 8,000 subscribers and receive instant access to

Devendra's Library of Resources for SharePoint Developers

About Author

Devendra Velegandla is a five-time recipient of Microsoft's Most Valuable Professional (MVP) award (2014-2019) for Office Apps and Services, Office Servers and Services MVP and  SharePoint Server. He received the MCC award for his contributions in Microsoft MSDN/TechNet forums. He loves sharing articles, videos, and tutorial on SharePoint and Office 365.