The Outlook Email action sends an email from your own Microsoft Outlook account when an automation runs. Recipients see your address, and replies come back to your mailbox.
You connect the account once, then set the recipients, subject and message. Emails sent this way do not count toward SmartSuite's daily email limit.
Example: a Risk Register table in an Enterprise Risk Management solution. When a risk is accepted, the risk lead's Outlook account emails the internal audit team. The email lists the risk and shows which fields changed.
Plan Availability | All plan types. The separate O365 action needs a Microsoft 365 integration, on Enterprise and Signature. |
Permissions | Administrators, in any solution, and Solution Managers, in the solutions they manage, create and edit automations. |
Platform | Web |
Related Reading |
My Outlook email did not send: check these five things, in order
You need the Administrator role, or the Solution Manager role for the solution, to open History and change the automation.
A credential error. An expired or invalid credential stops the action. Remove it from the automation and add it again. See Common Automation Error Troubleshooting.
A retry after reconnecting. A rerun keeps the old credential. Trigger a fresh run. See Automation Run History/Erroring.
The recipients. Send To takes typed addresses, an Email field or a member field. See Automation Actions explained.
An attachment over 3 MB. An uploaded file shows an error. A larger file from a Files and Images field is skipped, and the email goes out without it. See Automation Actions explained.
The automation did not run. History shows no run. See Fix an automation that did not run.
Still stuck: select the chat button in the lower-right corner of SmartSuite, then Ask a question. Include the automation link, the time of the run, the record link and the error text.
Before you start
An Outlook account you can sign in to.
Send Outlook Email switched on for the workspace. Administrators set it in Workspace Administration > Email Settings, under Automations Email Actions.
How do I add the action?
Open the Solution Menu, the arrow beside the solution name, and select Automations.
Select Add Automation and pick a trigger, such as When a record is updated.
Under Then do this, select Add Action. Under Integrations, point to Outlook Email and select Send Email.
Connect the Outlook account
In the action, select Add New Outlook Email Credential.
Sign in to Outlook when asked.
When sign-in completes, close the window with the X or by clicking outside it.
To remove the account later, select Disconnect beside the credential.
The Outlook Email: Send email Action Settings with the account list and Add new Outlook Email credential.
The email fields
Send To: one or more addresses. Or map an Email field, or a member field such as Assigned To or Followed By.
More Options: CC and BCC.
Subject: the subject line.
Message: the body, with rich text such as bold, colors, links and lists.
Attachments: files you upload in the step, or a Files and Images field of the record. Up to 3 MB each. An uploaded file over the limit shows an error. A larger file from a field is skipped, and the email still goes out.
Include Field Comparisons: add fields to the Fields box. The email ends with each new value in green and the old value in red.
Each field takes typed text, values from the record, or both. Then select Save Automation, and Yes, Switch It On when asked.
Note: After you fix a credential, trigger a fresh run. A rerun of a failed run keeps the old credential and fails again.
Frequently asked questions
What is the difference between Outlook Email and Send an Email?
What is the difference between Outlook Email and Send an Email?
Outlook Email sends from your Outlook mailbox. Send an Email sends from a SmartSuite address and counts toward the workspace's daily email limit.
Can I email the people named on the record?
Can I email the people named on the record?
Yes. Map an Email field, or a member field such as Assigned To, into Send To.
Can the email show what changed?
Can the email show what changed?
Yes. Under Include Field Comparisons, add fields to the Fields box. New values show in green and old values in red.
What if the credential error comes back after a fresh run?
What if the credential error comes back after a fresh run?
Report it to support with the automation link and the run time. It may be a defect.
Need more help? Ask the SmartSuite Community, where builders, administrators and the SmartSuite team answer questions about building on SmartSuite. For your account, billing or data, select the chat button in the lower-right corner of SmartSuite to reach support.
Last verified 1 Nov 2026.