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Power Automate Flow to Sort Incoming Emails Based on Email Addresses Listed in Excel

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Posted on by Cchurchoptimum

I'm working to set up a flow in Power Automate as an alternative to using Outlook Rules, which have reached their size limits for my needs. Here’s what I want the flow to accomplish:

Trigger whenever a new email arrives in my inbox.
Check an Excel spreadsheet to see if the sender’s email address exists in a specific column.
If the sender’s email is found in the spreadsheet, automatically move the email to a designated subfolder in my Outlook account.

Is this setup achievable in Power Automate, and how reliable is this approach in terms of consistency and processing large numbers of emails? I’m open to any advice on configuring this flow effectively.

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Building flows

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David_MA 12,966 Super User 2025 Season 2 on at

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Something like this should work:

For the List rows present in a table action, you'll add a filter query to lookup the e-mail address of the sender (replace EmailAddress with the column name in your Excel file):

In the condition you'll check to see if at least one matching row was found with this condition, which uses a length expression to count the number of rows returned (length(outputs('List_rows_present_in_a_table')?['body/value'])):

If rows are returned, you can use the Move email action to move it to the folder of your choice. As for how much it can process, that will depend on your licensing for Power Automate. If you expect a lot of e-mail and do not have any filters enabled on the trigger, you'll probably need either a premium per user license or a per flow plan. You can read about limitations at Requests limits and allocations - Power Platform | Microsoft Learn.

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Cchurchoptimum 8 on at

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The issue didn't work and the ai on the side said the below. If I don't have anyone in the "From" Field for "When a new email arrives (v3), would this be an issue?:

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David_MA 12,966 Super User 2025 Season 2 on at

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You will need to show how you configured the action. It works for me. AI is telling lies (aka hallucinating) as all e-mails have to come from someone. How could you get an e-mail if it didn't come from someone? You probably don't have something configured correctly, so you will need to show how you configured the action that caused the error. It should be configured as shown below with Requester replaced by your column name:

This is a flow run showing this works:

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Cchurchoptimum 8 on at

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I think the issue may be related to the "From" Property. Do you have to add it to the "When a New Email Arrives" Module?

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David_MA 12,966 Super User 2025 Season 2 on at

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Nothing special is required to return the From field with the When a new email arrives (V3) trigger. It is automatically included as noted at Office 365 Outlook - Connectors | Microsoft Learn:

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