Bulk send of Emails in Draft state

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Posted on by Jennifer Cambell

Hi Forum,

Is there any way to "Send" emails that are in Draft en masse - we have 1200 Draft emails that need to be sent, and it's not feasible to manually open each and hit the Send button. Do we have a clever way round this? I have tried a workflow to convert to Pending Send but the email doesn't then actually go out the door...

Thanks!

Jen

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Manoj Mane 1,020 on at

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Hi Jennifer Cambell ,

You can create an temporary Power Automate (MS Flow) to achieve your goal.

Create an Recurring MS Flow. You can set recurring frequency as any for now as we are running this flow only once.

Next step will be to get the all the email messages which are in a draft status, for this we need one fetchXML to get the list of records. For this you need to click on the advance find icon are as shown in below. It will open an pop-up window.

In the opened pop-up window we need to define our query to get the email message with the status as a DRAFT.

Note:- you can add more conditions in the advance find as well as per your requirement.

After successfully adding the all the condition click on the "Download Fetch XML" button. It will download an XML file which we needed in the further steps.

now once again we need to navigate back to the MS flow --> where we need to select the List Record Connector. And in the Table Name you can select Email Message.
And we need to put the Download fetch XML file query in the "Fetch XML query" block as shown in the below image.

Now last step we need to add in the MS flow is to perform the Send Email Action. For that we need to add an connector as "perform An Bound Action". as shown in the below image.

To send an email to recipient we need to select the Action name and IssueSend as shown in the image.
and Row Id :- This will be the GUID (unique ID) of the record to send. which we can select from the previous step.

So your entire flow will be look like as shown in the below.

After successfully creating all the above steps you can save your flow by simply clicking on the Top --> Right Menu. And after that you can click on the Test --> Select Manually --> Test --> Run Flow.

Thanks,
Manoj.

Please mark this as VERIFIED if it helps.

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Jennifer Cambell 23 on at

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Amazing Manoj, thank you so much. I will have a go!

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Catherine_B 5 on at

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Another suggestion that just uses Power Automate.

Create your trigger as appropriate.

Use the Outlook action 'Get emails'. Choose the drafts folder and if you have another criteria for the emails that should be included add them here too.

For each, send an email (v2). Use the dynamic fields from step 2 to populate the "to", "body", "subject" etc.

Add another step to remove the email from drafts then after it sends. (This means if you have a recurrence it won't send them again if you forget to turn off your flow) The message ID from the dynamic fields should go in here (it'll still be in your sent items).

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