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Sending Email with table of grouped data

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Posted on by ER-01041649-0

Hi - Thanks in advance for any help! Your time is genuinely appreciated!

I need to set up a scheduled flow which sends 1 email to each address in a list. The body of the email needs to contain a table with rows of data that relate to that email address. The data table and email table are difference sources.

Data Format:

EmailTable

ID	Email
123	DepartmentA@email.com
456	DepartmentB@email.com

DataTable

ID	Name	Status	Score
123	John	Open	10
123	Sally	Pending	25
456	Peter	Closed	40
456	Jane	Open	5

Desired Result

When the process runs I would like 1 email to be sent to each email address from the Email Table. The email will contain the rows of data that relate to that email address, when matching on the "ID" column across the two tables.

Email 1

To: DepartmentA@email.com

Body:

ID	Name	Status	Score
123	John	Open	10
123	Sally	Pending	25

Email 1

To: DepartmentB@email.com

Body:

ID	Name	Status	Score
456	Peter	Closed	40
456	Jane	Open	5

Notes:

I am flexible on how this data is stored, whether that is a spreadsheet, sharepoint list, or even something like a power bi semantic model?

I do not want each department to get an email for each row, meaning they would get spammed.

This will be a scheduled weekly email.

Built within the microsoft ecosystem, so needs to rely on those tools. (excel/sharepoint/outlook etc)

I have tried searching for solutions, including using copilot for help. It seems I need to build an array for each ID, but I keep running into errors.

Please let me know what additional information is needed

Many thanks for any and all help.

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ronaldwalcott 3,847 Super User 2025 Season 2 on at

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SharePoint lists would be easier to maintain but show the errors that you are getting and someone here will help in resolving them.

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creativeopinion 10,502 Super User 2025 Season 2 on at

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@ER-01041649-0 You might be interested in this YT Tutorials linked below:

How to Send a SINGLE EMAIL ✉️ with multiple SharePoint list items
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.

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

---

Are you using the Microsoft Power Automate Filter Array Action wrong?

In this video tutorial I’ll show you 3 practical ways to use the Filter Array action and how to use it properly.
1️⃣ Cross-Referencing Data
2️⃣ Filtering by Key
3️⃣ Substring Matching
Did you know that the Condition action has a limit of 10 conditions? Although it might look like the Filter Array action can only accept one condition—this is not true. By using the advanced mode you can enter multiple conditions into a Filter Array action with an expression.

IN THIS VIDEO:
✓ 3 Ways to Use the Filter Array Action
✓ How to use the Scope Action to Group Actions
✓ How to Check the Number of Items returned from a Filter Array Action
✓ How to Cross-Reference Data in Excel with a SharePoint List
✓ How the Filter Array Action Works
✓ How to Access the Dynamic Content from a Filter Array Action
✓ How to Filter Items by a Key
✓ How to Filter Items by Matching a Substring
✓ How to Use Multiple Conditions in a Filter Array Action

If you still run into issues while building your flow, share screenshots of your full flow and the logic behind it.

Upload a screenshot of your flow in edit mode. If you are using the new designer, toggle it off and click each action to expand it.

Hope this helps!
Consider giving me a ❤️ if you liked my response!

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