How to Send a SINGLE EMAIL ✉️ with multiple SharePoint list items | Build THIS Power Automate Flow

If you are looking for a way to send multiple SharePoint List items that have been assigned to a user in an email—this Power Automate tutorial is for you.

Building a Power Automate flow that will send an email with multiple SharePoint items can be a bit complex. In this video tutorial I’ll cover how to build a flow that will send a single email to each user with tasks that have been assigned to them. The logic in this flow can be applied to many different scenarios.

First, I’ll show you how to use a Filter Query to return items from your SharePoint list that meet your criteria. Then I’ll show you how to return a list of unique email addresses so that each user receives a single email. Lastly I’ll show you how to compose an email that will contain an HTML table with a list of tasks for each user.

#microsoft365 #powerautomate #powerplatform #sharepointonline #outlook #microsoftpowerautomate #productivityhacks #productivitytips #techtipsandtricks #techtips

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IN THIS VIDEO:

✅ How to send multiple list items in a single email with a Power Automate Flow
✅ How to create a dynamic date range
✅ How to use the Convert Time Zone action
✅ How to use a Filter Query in the Get Items action
✅ How to count number of items in an array
✅ How to use the Select action to extract a users display name and email address
✅ How to create a unique list of email addresses
✅ How to use the Create HTML Table action
✅ How to customize the HTML Table with CSS styles
✅ How to use the Send an email (V2) action
✅ How to use the Append to String Variable action
✅ How to create a custom list of items for an email
✅ How to use the Send an email (V2) action
✅ How to display singular or plural text based on the number of items returned

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SKIP AHEAD:
00:00 | Build the Flow
01:29 | Create a Date Range
04:14 | Get Items
6:34 | Add a Condition
6:57 | Get an Array of Users
7:55 | Get an Array of Unique Users
8:25 | Apply to Each User
10:26 | Get Users Items
12:04 | Create an HTML Table
13:38 | Compose the Email
15:14 | Style the HTML Table
16:06 | Customize the List
19:08 | Add HTML to Your Custom List
20:32 | Replace the Trigger
21:21 | Helpful Insights
21:26 | Turn on Pagination
21:43 | Singular & Plural Text

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THINGS YOU’LL NEED:

Please remember: Not all email clients will display CSS. It’s always best to use inline styles in email. This CSS is very basic—just to get you started. Customize it to suit your needs.

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[acreativeopinion]

How would you use this logic in other flows? Let me know down below!👇👇👇

Also, the line break at 17:49 isn't necessary. Outlook actually ignores it anyway 🫠. If you want to insert a line break—use a <br> tag instead!

If your SharePoint list has multiple assigned to users, check out this YT Tutorial 👉How to Handle Multi-Person SharePoint Item Notifications in Outlook and MS Teams with Power Automate: 

[JapLomm]

This has been a very in depth tutorial for this type of automation and it's been exactly what I was looking for.
The suggestion of getting the outputs have been really useful as well.

[thermant]

THANK YOU!!!! This was super helpful. You've set your videos up in a way that makes them very clear and easy to follow.

Even the little dropdown that shows when you say what code we should type in.

In addition, just you saying "question mark, square bracket snd single quotes" out loud helped me to remember it.

Your voice is perfect and the additions at the end were very helpful.

Thanks for sharing!

[TMAwan]

Thanks a lot for the excellent video, truly appreciated. I was struggling with this requirement for some time

[mongolainfalcon]

Can't tell you how much I love this. I love how you've detailed the process.

[corrinnasca]

This video along with many of your other videos has been very helpful! I am 100% new to Power Automate and no nothing about code. I have used Chat GPT to help flow ideas but the execution is difficult. Your examples, cadence, and pace are excellent and have improved from your earlier videos. You are Da Boom! I would love to see more videos on summing, averaging, or anything with math through List or approval responses. Anyways, you are freaking awesome "A Creative Opinion" and have made learning Power Automate easier 🙂

[chrispastor]

Thank you thank you thank you thank you! I've been working on my flow for 3 weeks and couldn't get it to work. thanks to your video I was able to identify the issue with my date formatting and solve it. THANK YOU!

[emlearning]

It would be awesome if you created a small video that covers the nuances of inline HTML/CSS styling with some good to knows. Love your style of videos and know you'd knock it out of the park!

[pouyanebrahimi]

This is AWESOME! Thanks. Can we have a link for each item in the email?

[VANDIK]

Thanks @acreativeopinion very helpful the video, question, in the Create HTML table, how can I handle multiple-choice field column, to show only the value? thanks 👋

[bhargavaboddeti]

This is a great tutorial, clear explanation.

Can you please make a tutorial on integrating Adobe Sign with SharePoint using Power Automate? Please.

[vhgyjwq]

Thanks for this video. This is exactly what I want to build. However my list has multiple users in the "assigned to" column how would I set this up to send one email to each user that lists the tasks assigned to that user?

[WilsonC]

Thank you for your video. There is one problem with the get item filter query where the item is null it will also pick up that to send the email which is wrong.

[Mogwai-jncz]

This is so very helpful. Thank you! I would like to take this idea one step further but I don't know how to achieve it. What I'd would like to do is include data from another sharepoint list that is connected to the first sharepoint list via a lookup column. For example, the second list is sub tasks associated to the "parent" task list, and in the email to list each task in a row and the sub tasks directly below each unique task. What are your thoughts?

[michaelrusso]

Hello. This tutorial has been extremely helpful. I am running into a snag though. Part of the result I want in my table for the email is a multiple line text field. When the flow runs the result has a bunch of HTML code in the table due to the multiple line text field. I understand that I can add the HTML to text action but am having trouble with where to place it in this flow. Can you please help or point me in the right direction? Thank you so much!

[philippvanderheide]

Awesome explanation - dont have a use case for this yet, but there will be some def. :) Thanks a lot.

[k.kristina]

I have followed this and it works great when I do a test but the flow will not show up when I want to manually trigger it. What am I missing? Thank you!

[crowfriend]

Thanks for this helpful video! I would love to see another one that covers the scenario where you want to send a SINGLE email to ALL unique users, rather than one email to each user. I have tried to edit the flow described in this video, but it keeps sending multiple emails 😅

[rudivanderlocht]

Great demo !!
You are an exceptionally good teacher

[sqynlwj]

Hi! Excellent video! I'm having trouble creating the Select User action, next the Condition. When I select the "Assign To DisplayName" the program add a For Each loop automatically. This loop results in multiple emails to the task responsible. How can I add the parameters without the loop? This doesn't happens when use other Dynamic Content like Created By DisplayName.