How to Send Emails to Multiple Recipients from a SharePoint List Using Power Automate?

While working on an employee leave application process, I encountered a situation where I needed to send emails to multiple recipients based on data stored in a SharePoint list. Whether it was notifying HR, the employee’s manager, or other team members, the challenge was to automate the process efficiently. After researching, I discovered various ways to achieve this in Power Automate.

In this tutorial, I’ll show you how to send emails to multiple recipients from a SharePoint list using Power Automate in different scenarios. Whether you’re managing project updates, notifying team members about completed tasks, inviting attendees to events, or sending notifications across departments.

Send Emails to Multiple Recipients from a SharePoint list Using Power Automate

Suppose you have a SharePoint list named Project Updates with the below columns:

The goal is to send an email with the Update Details to all recipients listed in the Recipients column whenever a new item is created or modified.

To do this, follow the below steps:

1. Create an automated cloud flow. Give the flow name and select the trigger When an item is created or modified. Also, provide the Site Address and List Name.

2. Add the Send an email (V2) action and provide the below parameters:

• To: Enter the recipient column from dynamic content.
• Subject: Set the subject to :

Project Update: @{triggerBody()?['Title']}

• Body: In the body, use the following text:

Dear Team,
Here’s the latest update for the project @{triggerBody()?['Title']}:
@{triggerBody()?['UpdateDetails']}

Best regards,
Your Automation Team

Save the flow and run it manually. Once the flow starts, go to the SharePoint list, add an item, and in the Recipients column, enter two or more email addresses separated by semicolons, as shown in the screenshot below.

After the flow runs successfully, you see the two recipients receive email.

Send Email to a Multiple Person Field using Power Automate

You have a SharePoint list named Task Tracker that includes the below columns:

I want Power Automate to email all users listed in the Assigned To column when the task status is updated to “Completed.”

To do this, follow the below steps:

1. Create a Power Automate Instant cloud flow. Then, add the Get items flow action and provide parameters such as Site Address, List Name, and Filter Query condition.

TaskStatus eq 'Completed'

2. Add Select action and provide the below parameters to select email address:

• From: Provide the assigned column from dynamic content.
• Map: Click the T icon and provide the below expression:

item()?['Email']

It will automatically add a For each loop.

3. Inside the For each, Add a join action and provide the below parameters:

• From: provide the output of the above select action.
• Join with: Provide Semicolon.

4. Add Send an email (V2) action and provide the below parameters:

• To: Provide output from dynamic content of join action.
• Subject: Set the subject to :

Project Update: @{triggerBody()?['Title']}

• Body: In the body, use the following text:

Dear Team,

The following task has been marked as Completed:

Task Name: @{item()?['TaskName']}
Due Date: @{item()?['DueDate']}
Status: Completed
Please review the task if necessary.

Save the flow and run it manually. After it runs successfully, you will see that it notifies the users that the task assigned to them is completed.

Notifying Multiple Attendees of an Event Created in SharePoint using Power Automate

You have a SharePoint list named Event Management with the following columns:

Whenever a new event is created, you want Power Automate to email all attendees in the Attendees column.

To do this, follow the below steps:

1. Create an automated cloud flow using the “When an item is created” trigger and provide below parameters:

• Site Address: Provide your SharePoint site address.
• List Name: Select your SharePoint list (e.g., Event Management).

2. Add the “Initialize variable” action and provide the below parameters to store the email addresses of all attendees in an array:

• Name: Set a name, varRecipients.
• Type: Select Array.
• Value: leave as blank.

3. Add the “Append to array variable” action and provide the below parameters to collect the email addresses of all attendees and add them to the array:

• Name: Select the variable created in Step 2 ( varRecipients).
• Value: Select the Email property of the Attendees field from dynamic content.

It will automatically add a For each loop because the Attendees column contains an array of people.

4. Add a “Compose” action proved below expression:

join(variables('varRecipients'),';')

Email systems like Outlook require multiple email addresses to be in a single string, separated by semicolons (;). The join() method converts the array to the required format.

5. Add the “Send an email (V2)” action and provide the below parameters:

• To: Use the output of the Compose action (the semicolon-separated email addresses).
• Subject: Provide the subject:

New Event: @{triggerBody()?['EventName']}

• Body: Include details like the event name and date. For example:

Dear Attendees,

You are invited to the following event:

Event Name: @{triggerBody()?['EventName']}
Event Date: @{triggerBody()?['EventDate']}
Looking forward to your participation.

Best regards,
The Event Team

Save the flow and click the Test button. Choose the Manually option, then add a new item to the SharePoint list to trigger the flow.

After the flow runs successfully, verify that all attendees receive the email.

Power Automate Sending Emails to Multiple Recipients Across Multiple Departments

Suppose you are managing an organization-wide event and need to send email notifications to representatives of multiple departments. Each department has multiple recipients (team members), and the data is stored in two SharePoint lists:

1. Department List: Stores department details and email addresses.
2. Event Details: Stores details about events and their associated departments.

When a new event is added to the Event Details list, Power Automate should:

• Fetch the relevant department emails from the Department List.
• Send an email to all recipients in those departments.

Now follow the below steps:

1. Create an automated cloud flow using the “When an item is created” trigger and provide below parameters:

• Site Address: Provide your SharePoint site address.
• List Name: Select your SharePoint list (e.g., Event Details).

2. Add the “Get items” action and provide the parameters below to fetch the department’s email addresses:

• Site Address: Select your SharePoint site.
• List Name: Select the Department List.

Here, I want all departments. Use a filter query for each department if you need a specific department. Add another “Get items” action and include the filter query.

3. Add the “Initialize variable” action and provide the parameters below to store the email addresses of the recipients for the event.

• Name: RecipientsArray
• Type: Array
• Value: Leave blank.

4. Add the “Append to array variable” action and provide the below parameters:

• Name: RecipientsArray
• Value: Email Addresses (from Get items dynamic content).

It automatically adds two “For Each” loops for the “Get items” action and another for the multiple manager emails.

5. Add a “Compose” action proved below expression:

join(variables('RecipientsArray'),';')

6. Add the “Send an email (V2)” action to send the event notification email to the recipients in the selected department:

• To: Use the output of the Compose action (the semicolon-separated email addresses).
• Subject: Provide the subject:

New Event: @{triggerBody()?['EventName']}

• Body: Include details like the event name and date. For example:

Dear Team,

This is to inform you about the upcoming event:

Event Name: @{triggerBody()?['Title']}
Location: @{triggerBody()?['Location']}
Description: @{triggerBody()?['Description']}
Event Date: @{triggerBody()?['EventDate']}

Thank you,
Organization Team

Save the flow and click the Test button. Choose the Manually option, then add a new item to the SharePoint list to trigger the flow.

After the flow runs successfully, verify that all attendees receive the email.

Conclusion

This tutorial covered how to send emails to multiple recipients in Power Automate using various scenarios. We explored sending project updates to recipients stored in a SharePoint list, notifying task assignees when a task is completed, inviting attendees to events using the “Attendees” column, and sending emails to multiple departments based on event details.

You may also like:

• Send Birthday Emails from Excel Using Power Automate
• Use Append to String Variable Action in Power Automate
• Power Automate Send 7 or 14-Day Task Due Reminder Emails
• Send Monthly Email Reminder for a Due Date Using Power Automate

Bijay Kumar

After working for more than 18 years in Microsoft technologies like SharePoint, Microsoft 365, and Power Platform (Power Apps, Power Automate, and Power BI), I thought will share my SharePoint expertise knowledge with the world. Our audiences are from the United States, Canada, the United Kingdom, Australia, New Zealand, etc. For my expertise knowledge and SharePoint tutorials, Microsoft has been awarded a Microsoft SharePoint MVP (12 times). I have also worked in companies like HP, TCS, KPIT, etc.