Send an Email

The Send an Email action sends an email message via SMTP or Microsoft Graph API. Use this to send notifications, auto-replies, or forward information to other recipients.

When to Use This Action

Use this action when:

• You want to send an auto-reply or confirmation to a sender after processing their email
• You need to notify your team about an automation event (e.g., ticket created, error detected)
• You want to forward information to another address as part of your automation

Configuration

From

Field	Description
From Address	The sender's email address. Supports text expressions. SMTP defaults to [email protected]. Delegated Microsoft connections can default to the connected user's mailbox. Enterprise Apps require this field and use it as the sending mailbox.
From Display Name	Optional display name for the sender.
Reply-To Address	The email address for replies. Use this when you want replies to go to a different address than the From address.
Reply-To Display Name	Optional display name for the reply-to address.

Recipients

All recipient fields allow comma-separated lists of email addresses and support text expressions.

Field	Description
To	Primary recipient(s).
CC	Carbon copy recipient(s).
BCC	Blind carbon copy recipient(s).
Suppress Email Addresses	Email addresses that should never receive this message. Use this to prevent sending back to MSPintegrations mailboxes and avoid email loops.

Message

Field	Description
Subject	The email subject line. Supports text expressions.
Body (Plain Text)	The plain text email body. Shown when Send HTML message is disabled. Supports text expressions.
Body (HTML)	The HTML email body with rich text formatting. Shown when Send HTML message is enabled. Supports text expressions.

Options

Field	Description
Send HTML message	When enabled, sends the email as HTML using the rich text editor.

Files

Select incoming email files, form uploads, and files generated by earlier action steps. New actions select no files by default.

Field	Description
Files	Add source rows in processing order. No files are selected by default. Use Up and Down to reorder rows.

Sources can include email.attachments, email.inline_images, email.original_eml_file, email.original_email_as_image, form fields such as input.photos, action results such as custom.generatedPdf, and All Files. All Files includes every available file and creates the original EML and original email image when the automation processes an email. Select email.attachments when you want only regular files attached to the incoming email.

Each source row has optional Filename, MIME type, and Maximum bytes filters. A file must match every filter you fill in on its source row. To filter every available file, add an All Files source and configure its row filters. When sources contain the same file, the action attaches its first occurrence only.

HTML images referenced through cid: links remain embedded automatically, even when you do not select email.inline_images. If you select email.inline_images, the action adds only images that the HTML body did not already embed as regular attachments.

Sending Method

Field	Description
Send Via	Choose SMTP or Microsoft Graph API. Default: SMTP.
SMTP Server	The SMTP server to use. Leave empty to use the default server. Shown when Send Via is SMTP.
Microsoft Credential	The delegated or Enterprise App Microsoft connection to use for sending. Leave empty to use the default delegated Microsoft connection. Select an Enterprise App explicitly. Shown when Send Via is Microsoft Graph API.

Returned Variables

This action does not return any variables.

Test a sending connection

In the SMTP servers or Microsoft connections list, choose Send test email beside the saved connection you want to check.

1. Review the connection details to confirm you selected the intended server or Microsoft connection.
2. Enter a To address that can receive your test message.
3. Optionally enter a From address. Leave it blank to use the system default From address shown in the field.
4. Choose Send test email in the dialog.

The test uses that connection's saved credentials, even if you enter a different From address. Your email provider must authorize the connection to send from the From address, including the system default when you leave it blank. For Microsoft Graph, enter an authorized mailbox address if the default address does not belong to your Microsoft tenant.

A successful test means your provider accepted the message for delivery. Check the destination mailbox and spam folder to confirm that it arrived. Save any connection changes before testing; the test does not use unsaved edits or switch to another connection if sending fails.

If a test fails, review the failure stage, provider error codes, and provider message. For example, an SMTP 535 5.7.139 error can indicate that Microsoft 365 disabled Basic Authentication. Microsoft Graph's ErrorSendAsDenied indicates that the connection cannot send from the selected From address. Correct the connection settings or sender permissions before testing again.

Choose Copy diagnostics to copy the available error details, attempted addresses, and timestamp for your support ticket. Microsoft Graph errors can also include request IDs for provider tracing. Passwords, tokens, and full SMTP conversations do not appear in the diagnostics.

When the result says delivery is unknown, check the destination inbox and your provider's message trace before retrying. The provider might have accepted the message before the connection failed, so another test could send a duplicate.

Notes

• Must have at least one recipient (To, CC, or BCC) and body content
• Subject is truncated to 255 characters
• Includes anti-loop protection to prevent email cycles
• A permanent authentication rejection from an SMTP server you configure stops the action without further retries. Check your SMTP server credentials and authentication settings. If Microsoft 365 disables Basic Authentication, choose Microsoft Graph API under Send Via and select an authorized Microsoft connection.
• Other SMTP delivery failures receive up to 3 immediate retries, followed by later retries with increasing delays. Waiting for sending capacity does not reset those failure counts.
• Delegated Microsoft connections require the Mail.Send delegated permission
• Enterprise Apps require the Mail.Send application permission with admin consent
• Enterprise Apps require an explicit From Address and do not fall back to another mailbox
• Microsoft must authorize the selected connection to send from the From Address
• Use Exchange Online RBAC for Applications to restrict which mailboxes an Enterprise App can send from
• Use Address Suppressions to prevent sending to your own MSPintegrations mailboxes

Related Topics

• File Uploads in Forms: collect files for email attachments
• Generate PDF: create a PDF file to attach