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Flow Sending Four Emails with One Line Rather than One Email with Four Lines

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Posted on by Phineas

5,331 Moderator

I trying to fine tune my Word template Power Automate flow.

I'm pulling in the data from the SharePoint list.

I got an array built in Power Automate.

Flow is kicking out and email with the report and data.

The issue, there are four test items in the SharePoint list, and flow
is kicking out four different emails. All four items should be on one
email.

What am I missing?

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Building flows

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bscarlavai33 756 Super User 2026 Season 1 on at

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You have an Outlook Send an email action inside of a loop that is iterating 4 times so therefore you're sending 4 emails.

My guess is in your Populate a Word template or your Send an email action, you're referencing something from an array and therefore power automate automatically puts it inside an Apply to each loop.

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Phineas 5,331 Moderator on at

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Yep, I figured that much.

Any idea how I fix my flow so that all data appears on the same invoice in one email?

I'm stumped!

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creativeopinion 10,508 Moderator on at

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@Phineas Can you provide insights to the logic of your flow. Its's hard to offer any recommendations without seeing the logic behind your flow. In edit mode, click on each action to expand it. Upload a screenshot of your full flow.

I'm assuming the Apply to Each actions are looping through the items returned from the Get Items action. However, you have two Apply to each actions and it's redundant and can be inefficient.

You should combine your actions into a single Apply to Each action and pull the send an email action OUTSIE of the Apply to Each action.

To send multiple SP items in a single email, refer to this YT Tutorial 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

Hope this helps!

Consider giving me a ❤️ if you liked my response!

👉 Level up your Power Automate skills by checking out my tutorials on YouTube
👉 Tips and Tricks on TikTok and Instagram

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Phineas 5,331 Moderator on at

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Thank you for your patience.

I have two SP List (Job Details / Job Costs).

I have two arrays in flow capturing the data from the SP lists.

The top array are all the items (from the WO Details SPList) associated with the work
being done for a single job.

The bottom array is the cost (fromt the WO Cost SPList - Component Subtotal, Labor
Subtotal, TotalCost) associated with the job with the items.

All of the data is coming in and I am getting an email with all the data, but I am getting
four emails instead of one. I also can't figure out how to access the array with the total
while in the Populate Word action. None of those three fields (Subtotal, TotalCrew, TotalDue
appear in the dynamic content options. The only lists fields that are options are from
the Work Details list.

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Phineas 5,331 Moderator on at

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When the 'Send an email' is in the 'Apply to each' I get the email with all
the data, but I get one email for each item on the list rather than one email.

When I configure the flow as follows, I cannot access the Word template
action as the Send Email Attachment content
.

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