SharePoint Document Issues

How to Send SharePoint Documents as PDF Email Attachments

Phi Hung Vo Oct 21, 2026 868 views

Question details

The user needs a method to automatically convert documents stored in SharePoint into PDF format and email them to customer contacts as soon as an order is ready.

How to Send SharePoint Documents as PDF Email Attachments

Product: SharePoint, Power Automate, Outlook
Device & OS: not provided
Scenario: Automating the delivery of order-related documents to clients to improve business workflow efficiency.
Observed behavior: Documents are currently uploaded to SharePoint, but need an automated process to handle PDF conversion and Outlook email delivery to specific customer addresses.

Before you start

Ensure you have the necessary Microsoft 365 permissions to create Power Automate flows, and verify that your customer contact information (names and email addresses) is accurately stored in a SharePoint list.

Solution 1Recommended

Automate PDF Conversion and Emailing via Power Automate

Create an automated cloud flow in Power Automate that triggers upon file creation, identifies the associated customer, converts the document, and sends it via Outlook.

This solution relies on connecting SharePoint, OneDrive (for native PDF conversion), and Office 365 Outlook through Power Automate. It requires your documents to be linked to customer metadata so the flow knows where to send the email.

Set up the customer directory in SharePoint

Navigate to your SharePoint site and create a new List. Add columns for Customer Name, Customer ID, and Email Address. Ensure the document library where order files are uploaded includes a metadata column (like Customer ID) to link each file to this list.

Create a new automated flow

Log into Power Automate. Go to 'Create' and select 'Automated cloud flow'. Name your flow and choose 'When a file is created (properties only)' for SharePoint as the trigger. Specify your Site Address and Library Name.

Retrieve customer contact details

Add a new step and search for the SharePoint 'Get items' action. Configure the Filter Query field to match the document's Customer ID metadata with the corresponding Customer ID in your SharePoint contact list.

Convert the document to PDF

Add the 'Get file content' action for SharePoint to retrieve the document. Next, temporarily create the file in OneDrive using 'Create file', then use the OneDrive 'Convert file' action to convert the newly created file into a PDF format.

Send the email with attachment

Add the 'Send an email (V2)' action under Office 365 Outlook. In the 'To' field, insert the dynamic content for the customer's Email Address. Expand 'Advanced options', specify the Attachment Name (ensure it ends with .pdf), and insert the dynamic File Content from the Convert file step.

Automate PDF Conversion and Emailing via Power Automate

Testing your flow: Before deploying the flow to production, use the 'Test' button in the upper right corner of Power Automate and manually upload a sample document to verify that the PDF formatting and email delivery work correctly.

Free Microsoft Office alternative

Experience Lightweight Document Management with WPS Office

While Power Automate and SharePoint are excellent for complex cloud workflows, you may occasionally need to manually review, edit, or convert documents locally. WPS Office is a high-performance alternative to Microsoft Office that includes built-in PDF tools.

Fully compatible with Microsoft Office formats like DOCX, XLSX, and PPTX.Built-in PDF toolkit allows you to convert, edit, and compress PDF files locally without premium cloud subscriptions.Lightweight installation ensures smooth performance even on older devices.User-friendly interface featuring a convenient all-in-one tabbed workspace.

Frequently Asked Questions

Can I send the emails from a shared company mailbox instead of my personal account?

Yes. In the Power Automate 'Send an email (V2)' action, click on 'Advanced options' and enter the shared mailbox address in the 'From (Send as)' field. You must have Send As permissions for that shared mailbox in Exchange for this to work.

Do I need a premium Power Automate license to convert files to PDF?

No, if you use the standard OneDrive for Business 'Convert file' action within your flow, it is included in standard Microsoft 365 plans. However, if you choose third-party connectors like Muhimbi or Encodian, you will need a premium license.

How can I prevent the flow from running on every single document uploaded?

You can add Trigger Conditions in the settings of your 'When a file is created' trigger, or add a 'Condition' control immediately after the trigger to check specific properties (such as checking if an 'Order Status' column equals 'Ready'). The flow will only proceed if the conditions are met.

Document & File Issues