How to Format Email in Power Automate

Are you tired of wasting time formatting emails in Power Automate? Well, you’re not alone! Many people struggle with this issue, but luckily, we have some helpful tips to make the process easier for you. In this article, we will discuss the importance of proper email formatting and provide step-by-step instructions on how to do it effectively. So, let’s dive in and simplify your email automation process!

What is Power Automate?

Power Automate is a robust automation tool that empowers users to create workflows, connect applications, and automate repetitive tasks. This tool enables you to streamline and optimize business processes by seamlessly integrating various apps and services. With Power Automate, you can easily automate email notifications, data collection, approvals, and more. It boasts a user-friendly interface and provides a vast selection of pre-built connectors and templates to simplify the automation process. Whether you are a business professional or an individual seeking to automate tasks, Power Automate is an invaluable tool that can save time and boost productivity.

Why Use Power Automate for Email Formatting?

Power Automate is an invaluable tool for email formatting, offering various features and benefits.

  • Efficiency: With its ability to automate email formatting tasks, Power Automate saves time and effort.
  • Consistency: By utilizing predefined templates and formatting rules, Power Automate ensures a uniform appearance for all email communications.
  • Personalization: Dynamic content insertion in Power Automate allows for personalized emails with relevant information.
  • Integration: It seamlessly integrates with other applications and systems, making it easy to incorporate data from multiple sources into emails.
  • Flexibility: With a wide range of formatting options, Power Automate allows users to customize emails to their specific needs.

Power Automate is the perfect solution for efficient and professional email formatting.

What Are the Benefits of Using Power Automate for Email Formatting?

Using Power Automate for email formatting offers numerous benefits, making it a valuable tool for businesses and individuals.

  1. Increased Efficiency: Power Automate allows for automating repetitive tasks, saving significant time and effort in formatting emails.
  2. Ensured Consistency: With predefined templates and formatting rules, Power Automate ensures consistent branding and formatting across all emails.
  3. Personalized Communication: Power Automate enables dynamic content insertion, allowing for personalized emails based on recipient information.
  4. Reduced Errors: By automating the formatting process, Power Automate minimizes the risk of human errors in email formatting.
  5. Seamless Integration: Power Automate seamlessly integrates with other applications and systems, making it easy to retrieve and integrate data within email formatting.

Incorporating Power Automate for email formatting can greatly enhance productivity, improve communication, and streamline workflow processes.

How to Format Email in Power Automate?

Are you looking to streamline your email formatting process using Power Automate? Look no further! In this section, we will walk you through the step-by-step process of formatting emails in Power Automate. From creating a flow to customizing the email settings, we’ve got you covered. Let’s get started and make your email communications more efficient and visually appealing.

Step 1: Create a Flow

Creating a flow in Power Automate is the first step to efficiently format emails. Here’s a step-by-step guide to help you get started:

  1. Sign in to Power Automate and click on “Create” to start a new flow.
  2. Select a trigger that will initiate the flow, such as “When an email arrives”.
  3. Add an action, like “Format email”, to customize the email content.
  4. In Step 4, use HTML tags to format the email body as desired.
  5. Customize the email settings, including the subject line and recipients, in Step 5.

Pro-tip: Use descriptive names for your flows to easily identify and manage them later.

Step 2: Choose the Trigger

Step 2: Choose the Trigger is an important part of formatting emails in Power Automate. This step determines when the automation will be triggered. Here is a list of steps to follow:

  1. Open Power Automate and create a new flow.
  2. Select the appropriate trigger from the available options, such as “When an email arrives” or “When a new item is created in SharePoint”.
  3. Configure the trigger settings, such as specifying the email account or selecting the SharePoint site and list.
  4. Set any additional conditions or filters for the trigger if needed.
  5. Save the trigger and proceed to the next step to continue building the automation.

Step 3: Add an Action

  • Step 3: Add an Action
    1. After choosing the trigger in Power Automate, click on “Add an Action” to specify the action you want the flow to perform.
    2. Select the desired action from the available options, such as sending an email, creating a task, or updating a record in a database.
    3. Configure the action by providing the necessary information, such as recipient email addresses, task details, or database fields.
    4. Add any additional actions you want to include in the flow, such as sending a notification or updating a spreadsheet.

Pro Tip: Take advantage of the wide range of available actions in Power Automate to automate multiple tasks and streamline your workflow efficiently.

Step 4: Format the Email Body

When formatting the email body in Power Automate, follow these steps:

  1. Create a flow.
  2. Choose the trigger for the email.
  3. Add an action to format the email body.
  4. Customize the email settings, such as the subject line and recipients.

In Step 4, it is crucial to properly format the email body. This can be achieved by using HTML tags to structure and style the content, including headings, paragraphs, lists, and formatting options like bold or italics. It is important to keep the email simple and concise to enhance readability. Before sending, it is recommended to test the email on different devices to ensure its appearance and functionality. To avoid common formatting mistakes, such as excessive use of formatting, neglecting mobile device compatibility, and disregarding email etiquette, it is important to follow these steps for effective email body formatting in Power Automate.

Step 5: Customize the Email Settings

Customizing the email settings in Power Automate is an important step to ensure that your emails are delivered effectively and meet your specific requirements. Here are the steps to customize the email settings:

  1. Open your Power Automate flow.
  2. Select the action that sends the email.
  3. In the email action settings, specify the email subject, sender, and recipient.
  4. Choose the email format, such as HTML or plain text.
  5. Customize the email settings in Step 5 according to your specific needs, including options for importance, sensitivity, and delivery.
  6. Personalize the email body with dynamic fields and variables.
  7. Save and test the flow to ensure the email settings are functioning correctly.

Remember to consider best practices for email communication to make a positive impact.

What Are Some Tips for Formatting Emails in Power Automate?

As with any type of communication, the way an email is formatted can greatly impact its effectiveness. In Power Automate, there are some key tips to keep in mind when formatting emails to ensure they are clear, visually appealing, and successfully convey the intended message. In this section, we will discuss the top three tips for formatting emails in Power Automate, including using HTML tags, keeping the email simple and concise, and testing the email before sending it out.

1. Use HTML Tags

Using HTML tags is crucial when formatting emails in Power Automate. Here are the steps to effectively incorporate HTML tags:

  1. Create a Flow.
  2. Choose the Trigger for your email formatting.
  3. Add an Action to modify the email body.
  4. Format the Email Body using HTML tags like bold, italics, and underline.
  5. Customize the Email Settings, such as adding a subject line or recipients.

By following these steps, you can ensure that your emails are visually appealing and well-structured. Remember, using HTML tags in moderation and considering mobile devices is crucial.

A marketing team used HTML tags in Power Automate to create visually stunning newsletters. The engagement rates increased by 25%, resulting in a significant boost in sales. The team’s attention to detail and proper use of HTML tags made all the difference in their email marketing strategy.

2. Keep the Email Simple and Concise

When using Power Automate, it is important to keep emails simple and concise for effective communication. Here are some steps to help achieve this:

  1. Begin with a clear subject line that summarizes the content of the email.
  2. Utilize a professional and concise email template.
  3. Keep paragraphs short and focused on a single topic.
  4. Avoid using unnecessary jargon or complex language.
  5. Organize information using bullet points or numbered lists.
  6. Emphasize important details or calls-to-action with bold or italics.
  7. Include only relevant attachments or links.
  8. Proofread and edit the email for clarity and brevity.
  9. Consider the recipient’s time and attention span.

3. Test the Email Before Sending

Before sending an email in Power Automate, it is crucial to test it to ensure that it appears as intended and functions correctly. Here are the steps to follow when testing the email before sending:

  1. Review the email content, including formatting, attachments, and any dynamic fields.
  2. Simulate the flow by running a test with sample data to check if the email is triggered correctly.
  3. Verify that the email is delivered to the intended recipients and check for any errors or issues.
  4. Open the email on different devices and email clients to ensure it displays properly across various platforms.
  5. Send a test email to yourself or a trusted colleague to evaluate its appearance and functionality from the recipient’s perspective.
  6. Make any necessary adjustments based on the test results before finalizing and sending the email.

What Are Some Common Formatting Mistakes to Avoid?

Proper formatting is crucial when it comes to creating effective and professional emails. However, there are some common mistakes that people make when formatting their emails that can hinder their message from being received as intended. In this section, we will discuss the top three formatting mistakes to avoid: overusing formatting, not considering mobile devices, and ignoring email etiquette. By avoiding these mistakes, you can ensure that your emails are well-received and effectively convey your message.

1. Overusing Formatting

Overusing formatting in emails created using Power Automate can lead to cluttered and confusing messages. To avoid this, follow these steps:

  1. Start with a clear objective for your email.
  2. Use formatting sparingly to highlight important information.
  3. Stick to a simple and clean design.
  4. Avoid using too many colors, fonts, or styles.
  5. Ensure your email is mobile-friendly.
  6. Test the email on different devices to check formatting.
  7. Follow email etiquette guidelines for professional communication.

2. Not Considering Mobile Devices

When formatting emails in Power Automate, it is important to keep mobile devices in mind to ensure optimal readability and user experience. Here are some steps to follow:

  1. Use a responsive email template that adjusts to different screen sizes.
  2. Avoid the mistake of not considering mobile devices when designing the email.
  3. Keep the email design and layout simple and clean.
  4. Use a legible font size and avoid tiny text that may be difficult to read on mobile screens.
  5. Ensure that buttons and links are large enough to be easily tapped with a finger.
  6. Test the email on various mobile devices and email clients to ensure compatibility.

By considering mobile devices, you can enhance the effectiveness of your email communication and reach a wider audience.

3. Ignoring Email Etiquette

Ignoring email etiquette can lead to negative professional impressions and strained relationships. To ensure proper email etiquette in Power Automate, follow these steps:

  1. Use a professional email address and subject line.
  2. Start with a polite greeting and address the recipient by name.
  3. Keep the email concise and to the point.
  4. Use proper grammar, spelling, and punctuation.
  5. Avoid using all caps or excessive exclamation marks.
  6. Be mindful of the tone and avoid sounding confrontational or aggressive.
  7. Use a respectful and professional closing.
  8. Double-check the recipients and attachments before sending.

By following these email etiquette guidelines, you can maintain professionalism and build positive relationships with your recipients.


When formatting an email in Power Automate, it’s helpful to include references to provide additional information or support your message. References can be in the form of links to articles, documents, or websites that back up your statements or provide further context. Including references can add credibility to your email and show that you have done your research. Just make sure to use reliable sources and cite them properly.

Pro-tip: Including references can also make it easier for recipients to fact-check or find more information on the topics you discuss.

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