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Format Workflow Generated E-mails

A SharePoint Workflows tutorial by Peter Kalmström

SharePoint Designer iconWhen you create a workflow for automatic e-mails, you might want to format the e-mail body field, for example with a table or an image.

The formatting can be done with HTML code, and in the demo below, Peter Kalmström, CEO and Systems Designer of kalmstrom.com Business Solutions, shows how to manage it.

The techniques Peter describes, can of course also be used in other workflows when you need to build HTML, such as creating SharePoint list items with HTML formatting. If you know some HTML, it is not difficult, and for the table you can even manage without that knowledge.

Flow e-mail table

A good option for images is to copy image code that has been written in an HTML editor. But you cannot paste the code directly into the e-mail body field in SharePoint Designer. Instead, you should use a local variable, as Peter shows in the demo below.

For tables, HTML code in a local variable does not work well. Instead, you can create a table in Word and paste it into the e-mail body field in SharePoint Designer. The HTML code behind the Word table will automatically be translated into suitable SharePoint Designer code when you paste the table.

When you build the workflow and create the template for the e-mail body, you can add lookups for the image variable and for any dynamic content you wish to use in the table.

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