Formatting Issues

How to Reduce Font Size in SharePoint News Emails

Maira Mehtab Sep 22, 2026 868 views

Question details

The user needs to reduce oversized text when sharing a SharePoint news post to a team via email.

Product: SharePoint
Device & OS: not provided
Scenario: Sending a published SharePoint news post to team members by email.
Observed behavior: The native SharePoint Send to Email feature results in oversized text and lacks built-in controls to adjust or reduce the font size.

Before you start

Verify that your Microsoft 365 account has access to Power Automate, as you will need to create a custom flow to bypass SharePoint's native email limitations.

Solution 1Recommended

Use Power Automate for Custom HTML Emails

Bypass the native SharePoint email feature by creating a Power Automate flow that uses HTML and CSS to strictly define your email font sizes.

Since the built-in 'Send to Email' interface in SharePoint does not offer font-size controls, formatting often defaults to oversized text in desktop email clients. To gain complete formatting control, you can automate the process using Power Automate.

Create a New Flow

Open Power Automate and create an Automated Cloud Flow triggered when a SharePoint news post is published or modified.

Add an Email Action

Add the 'Send an email (V2)' action from the Office 365 Outlook connector to your automated flow.

Format with HTML and CSS

Toggle the email body to HTML view by clicking the code icon (</>). Wrap your dynamic SharePoint content in HTML tags and use inline CSS (e.g., <span style="font-size: 14px;">) to enforce the exact font size you need.

Test the Flow

Save your flow and run a test to ensure the email is delivered to your team's inboxes with the properly reduced font size.

Inline CSS Tip: Email clients can be restrictive with external stylesheets. Using inline CSS within your HTML tags ensures the highest formatting compatibility across different email applications like Outlook.

Solution 2

Submit Feedback for Native Controls

Request built-in font formatting options directly in the SharePoint interface for future updates.

Free Microsoft Office alternative

Switch to WPS Office for Flawless Document Formatting

While SharePoint handles intranet news distribution, creating standard documents, spreadsheets, and presentations is much easier with WPS Office. As a free, lightweight, and highly compatible Office alternative, WPS ensures your files always maintain their exact formatting.

1. Download the Installer: Visit the official WPS website and click 'Download WPS Office Free' to get the lightweight installation file.
2. Install and Launch: Run the installer, follow the on-screen prompts, and launch the application on your computer.
3. Open Your Office Files: Drag and drop your existing Microsoft Office files into WPS Office to enjoy seamless editing with complete formatting control.

Fully compatible with Microsoft Word, Excel, and PowerPoint formatsPrecise rich text and font-size controls for perfect document formattingFamiliar user interface that requires zero learning curveLightweight installation that runs flawlessly on Windows, Mac, and LinuxSeamless migration from other office suites

microsoft office alternative - wps office

Frequently Asked Questions

Why is the font size so large when sending a SharePoint news post by email?

SharePoint's native 'Send to Email' feature strips some original formatting and uses default HTML templates that often display as oversized text in desktop email clients like Outlook.

Can I edit the font size directly in the SharePoint email preview?

No, the current SharePoint interface does not offer native formatting tools or font-size controls within the Send to Email preview window.

Do I need premium licenses to use Power Automate for custom emails?

Standard Microsoft 365 plans usually include basic Power Automate features, which are fully sufficient to create a flow using the 'Send an email' action with custom HTML.

Are there other workarounds besides Power Automate?

If you do not want to use Power Automate, your only other option is to manually copy the news post content, paste it into a blank Outlook email, and adjust the font size manually before sending.

Document & File Issues