{"id":243,"date":"2018-01-24T14:36:45","date_gmt":"2018-01-24T14:36:45","guid":{"rendered":"https:\/\/www.harepoint.com\/Blog\/?p=243"},"modified":"2019-07-08T09:46:15","modified_gmt":"2019-07-08T09:46:15","slug":"sharepoint-workflow-email-word-body","status":"publish","type":"post","link":"https:\/\/www.harepoint.com\/Blog\/sharepoint-workflow-email-word-body\/","title":{"rendered":"Sending e-mails with Word document body from SharePoint workflow"},"content":{"rendered":"\n

HarePoint Workflow Extensions<\/b> product includes “E-mail”<\/b> category with the actions to Send E-mails with various options<\/a>:<\/p>\n

\"HarePoint<\/p>\n

Despite there are so many options available, the capabilities to create an e-mail with rich text formatting were limited to only very basic features:<\/p>\n

\"Limited<\/p>\n

Now, HarePoint introduced a workflow action that implements an easy approach to create e-mails with complex text formatting – Send E-mail with Word Document as a Body<\/b> action.<\/p>\n

The idea is simple; first, you write and format the e-mail body in Microsoft Word<\/b> using its wide formatting capabilities, save it to a document library in SharePoint, and then point to this Word document in a Send E-mail with Word Document as a Body<\/b> action.<\/p>\n

As a result, an e-mail will be sent with the body taken from the Word document.<\/p>\n

Here is how it works step by step.<\/p>\n

Step 1: Writing and formatting the future e-mail body in Microsoft Word<\/h2>\n

As you can see, in this example the Word document contains complex formatting elements such as tables, colored text, horizontal delimiters and content control fields.<\/p>\n

\"Compose<\/p>\n

Step 2: Uploading the Word document to a document library<\/h2>\n

\"Upload<\/p>\n

Step 3: Adding a workflow to send e-mail<\/h2>\n

The new workflow action is very easy to use; all parameters are intuitive \u2013 To<\/b>, Cc<\/b>, Bcc<\/b> fields, e-mail subject<\/b>, and finally the link to the Word document<\/b> we\u2019ve just uploaded.<\/p>\n

\"Workflow<\/p>\n

The last parameter is optional and allows specifying an alternative sender address, if necessary.<\/p>\n\n

Note<\/b>: the workflow actions from E-mail<\/b> category use the global SharePoint settings for outgoing e-mails. Consult your SharePoint administrator to make sure this configuration in SharePoint is complete.<\/i><\/p>\n

Result<\/h2>\n

When the workflow runs, it sends out an e-mail with the body exactly as in the Word document:<\/p>\n

\"Email<\/p>\n

As you can see, the new Send E-mail with Word Document as a Body<\/b> action is very straightforward to use.<\/p>\n\n

You can see whole process of creating such a workflow in this video:\n