How to Loop Through SharePoint List Items in Power Automate

If your Power Automate flow is only processing 100 items and quietly stopping, you’ve hit the default Get Items limit. It’s one of the most common mistakes I see, and it doesn’t throw an error, so people don’t even realize it’s happening.

In this tutorial, I’ll show you exactly how to loop through all SharePoint list items in Power Automate. I’ll cover two real-world examples — looping through all items to update a status field, and looping through filtered items to send event reminder emails. I’ll also show you how to handle lists with more than 100 items, more than 5,000 items, and how to avoid some nasty mistakes that can silently break your flow.

Table of Contents

Quick Pre-Flight Checklist

Before building this flow, make sure you have these in place:

Your SharePoint list is created with all the columns you need
You have Edit permissions on the SharePoint list
If your list has more than 100 items, you must enable Pagination (I’ll show you exactly how)
The Status column is set as a Choice type, not a single line of text
Any column you plan to filter on is indexed in the list settings (critical if your list has more than 5,000 items)
Concurrency Control in Apply to Each is OFF if your loop is updating items (more on why below)

The 100-Item Trap (Read This First)

This is something nobody tells beginners, and it causes a lot of confusion.

When you add a Get Items action in Power Automate, it returns 100 items by default. That’s it. If your list has 500 items, your loop will only process the first 100 — no warning, no error, just silent data gaps.

Here’s how to fix it based on your list size:

List Size	What to Do
Up to 100 items	Default settings are fine — no changes needed
100 to 5,000 items	Enable Pagination in Get Items settings, set Threshold to 5000
5,000 to 100,000 items	Set Top Count to 5000 AND enable Pagination with Threshold 100000

To enable pagination, click the three dots (⋯) on the Get Items action → Settings → toggle Pagination to ON → enter your threshold value.

Which Approach Should You Use? (Decision Guide)

Here’s a simple way to decide how to set up your loop:

How many items are in your list?
│
├── Less than 100
│   └── Default Get Items — no changes needed
│
├── 100 to 5,000
│   └── Enable Pagination, Threshold = 5000
│
└── More than 5,000
    ├── Set Top Count = 5000
    ├── Enable Pagination, Threshold = 100000
    └── Make sure the column you filter on is INDEXED in SharePoint

Loop Through SharePoint List Items in Power Automate

Let’s discuss how to loop through SharePoint list items in Power Automate by taking some real examples.

Example 1: Loop Through All Items to Update Product Status in Power Automate

The Scenario

I have a SharePoint list called Inventory Data that tracks product quantities. Every Monday, I want a flow to automatically loop through all products and update the Status column based on how many units are left:

Total Quantity ≥ 10 → Status = In Stock
Total Quantity between 1 and 9 → Status = Low Stock (send email alert)
Total Quantity = 0 → Status = Out of Stock (send email alert)

SharePoint List Setup

Here’s the list structure I’m working with:

Column Name	Data Type
Department (Title)	Single line of text
Product Name	Single line of text
Price	Single line of text
Stock	Number
Status	Choice (In Stock, Low Stock, Out of Stock)

Loop Through All Items to Update Product Status in Power Automate

Step-by-Step Flow

Step 1: Create a Scheduled Cloud Flow

Go to Power Automate → click + Create → select Scheduled Cloud Flow
Give your flow a name, set the start date and time
Set Repeat every 1 Week on Monday
Click Create

Looping Though and Organizing Data by Value Using Power Automate

Step 2: Add Get Items Action

Click + New step → search for and select Get items
Set Site Address to your SharePoint site
Set List Name to Inventory Data

Checking the status field of all items in a sharepoint list

⚠️ Important: If your list has more than 100 products, stop here and enable Pagination. Click the three dots on Get Items → Settings → Pagination ON → Threshold = 5000. If you skip this, your flow will only update the first 100 products.

Step 3: Add the Status Condition (This Auto-Creates Apply to Each)

When you reference a field from Get Items inside a Condition, Power Automate automatically wraps everything in an Apply to Each loop. This is the loop that processes each item one by one.

Click + New step → select Condition
Left value: Select Stock from dynamic content (Apply to Each will appear automatically)
Operator: is greater than or equal to
Right value: 100

Power Automate Apply To Each Loops 20X Faster

Step 4: Handle the “In Stock” Branch (If Yes)

In the If Yes section:

Click Add an action → select Update item
Site Address: your SharePoint site
List Name: Inventory Data
Id: select ID from dynamic content
Title: select Title from dynamic content
Status: select In Stock from the dropdown

power automate apply to each current item

Step 5: Handle Low Stock and Out of Stock (If No)

In the If No section, add another Condition:

Left value: Stock
Operator: is less than
Right value: 100
Click + Add → Add row → select AND
Left value: Stock
Operator: is greater than
Right value: 1

If Yes (Low Stock — quantity between 2 and 99):

Add Update item → set Status to Low Stock
Add Send an email (V2) → fill in the To, Subject, and Body to alert the sales team

If No (Out of Stock — quantity is 0 or 1):

Add Update item → set Status to Out of Stock
Add Send an email (V2) → alert the sales team

Power Automate Loop Through All Items to Update Product Status

Step 6: Test the Flow

Click the Test icon (top right) → select Manually → click Test
Confirm the connection and click Run flow → click Done
Check your SharePoint list — the Status column should now be updated for every product

Power Automate to Loop Through Large SharePoint Lists