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How to Create and Email a PDF from an Excel File in SharePoint
Question details
The user wants to convert an Excel workbook stored in SharePoint into a PDF file and send it as an email attachment without manually downloading and uploading it.
- Product
- Excel for the Web, SharePoint, Power Automate
- Device & OS
- not provided
- Scenario
- Distributing reports or data from a shared SharePoint Excel file to stakeholders via email in PDF format.
- Observed behavior
- Printing to PDF from Excel for the web forces the file to download locally, requiring users to manually attach it to an email rather than sending it directly from the cloud.
Ensure you have the appropriate permissions to access the Excel file in your organization's SharePoint library and verify that your Microsoft 365 account includes access to Power Automate.
Automate PDF Creation and Emailing using Power Automate
Create a seamless workflow that automatically fetches the SharePoint Excel file, converts it to a PDF, and emails it, bypassing the need for local downloads.
Power Automate allows you to connect SharePoint and Outlook, bridging the gap between file storage and email delivery. By setting up a cloud flow, you can trigger this process on a schedule, upon a file update, or manually via a button.
Log in to Microsoft Power Automate, click 'Create' on the left sidebar, and select 'Instant cloud flow' to trigger the process manually, or 'Scheduled cloud flow' for automated reports.
Add a new action and search for SharePoint. Select 'Get file content' and provide your Site Address and the specific File Identifier for your Excel workbook.
Add another action and use the OneDrive for Business 'Convert file' connector (or a third-party PDF conversion connector if preferred). Pass the file content from the previous step and set the target format to PDF.
Add the 'Send an email (V2)' action under Office 365 Outlook. Enter the recipient's email address, subject, and body. In the 'Attachments' section, use dynamic content to set the Attachment Name (e.g., Report.pdf) and use the output from the convert step as the Attachment Content.
Save your flow and click 'Test' in the upper right corner. Run the flow manually to ensure the PDF is generated correctly and arrives in the recipient's inbox.
Manually Print to PDF and Email
A straightforward, manual approach for users who do not want to set up an automated flow.
Easily Manage and Convert Spreadsheets to PDF with WPS Office
While Power Automate handles complex Microsoft 365 cloud workflows, WPS Office provides an incredibly simple, built-in way to manage spreadsheets and export them directly to PDF. As a free, lightweight alternative to Microsoft Office, WPS allows you to convert and share files in seconds with a highly familiar user interface.
- 1. Open your Spreadsheet: Launch WPS Spreadsheets and open your local or cloud-synced document.
- 2. Export to PDF: Click on 'Menu' or the 'Tools' tab, and select 'Export to PDF'.
- 3. Share via Email: Use the built-in 'Share' button to instantly attach the generated PDF to your default email client.
Frequently Asked Questions
Can I convert only a specific sheet of the Excel file to PDF?
Yes. Whether you are manually printing in Excel for the web or configuring a print area before using Power Automate, you can specify whether to print the 'Active Sheet', the 'Entire Workbook', or a 'Current Selection'.
Why does my PDF formatting look messy compared to the Excel sheet?
PDF conversion relies entirely on your page setup and print settings. Before converting, ensure your margins, page orientation (e.g., Landscape), and scaling options (like 'Fit All Columns on One Page') are properly configured in your Excel workbook.
Does Power Automate require a premium license to convert files to PDF?
Not necessarily. If you use the standard 'OneDrive for Business - Convert file' action as a workaround for SharePoint files, it generally falls under standard licensing. However, dedicated third-party PDF connectors (like Muhimbi or Plumsail) do require a premium Power Automate license.
