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How to Create a Power Automate Email for Modified SharePoint Items

Aamir Naveed Akram Oct 10, 2026 869 views

Question details

The user needs to set up a scheduled automation to query a SharePoint list and send a daily email summarizing records that were modified during a specific period.

How to Create a Power Automate Email for Modified SharePoint Items

Product: Power Automate
Device & OS: not provided
Scenario: Automating daily email reports to track specific modified records, such as applicant name, approval, and credit status fields in a SharePoint list.
Observed behavior: Requires a functional workflow configuration using SharePoint connectors and OData queries to isolate and format recently modified items.

Before you start

Ensure you have the necessary access permissions to the target SharePoint list and an active Microsoft Power Automate license to create scheduled cloud flows.

Solution 1Recommended

Set Up a Scheduled Cloud Flow to Email Modified Items

Create a daily trigger in Power Automate to fetch recently modified SharePoint records, format them into an HTML table, and send an automated email.

Power Automate allows you to schedule tasks that interact with your SharePoint lists. By using the 'Get items' action with an OData filter, you can securely isolate only the items modified within your desired timeframe and format them for easy reading.

Create a Scheduled Flow

Log into Power Automate, navigate to 'Create' on the left sidebar, and select 'Scheduled cloud flow'. Name your flow and set the recurrence frequency to '1 Day'.

Add 'Get items' SharePoint Action

Click 'New step', search for the 'SharePoint' connector, and select 'Get items'. Connect to your specific Site Address and choose the appropriate List Name from the dropdown.

Apply OData Filter Query

Click on 'Show advanced options' in the 'Get items' action. In the 'Filter Query' field, enter an OData expression like "Modified ge '@{addDays(utcNow(), -1)}'" to retrieve only the items modified within the last 24 hours.

Format the Output

Add a new step and search for 'Create HTML table'. In the 'From' field, insert the 'value' dynamic content from your 'Get items' step. Set 'Columns' to Custom to manually map specific fields like applicant, approval, and credit status.

Send the Email

Add the 'Send an email (V2)' action. Fill in the recipient email address, add a subject line, and insert the 'Output' dynamic content from your HTML table into the email body. Save and test your flow.

Set Up a Scheduled Cloud Flow to Email Modified Items

Advanced Flow Design: If you encounter errors with complex OData filter expressions or need specialized workflow routing, the Microsoft Power Automate Community is an excellent resource for personalized troubleshooting.

Free Microsoft Office alternative

Looking for a Free Office Suite for Your SharePoint Exports?

While Power Automate handles your automated emails, WPS Office provides a free, lightweight, and powerful alternative to Microsoft Office if you need to manually download, analyze, or edit your SharePoint lists locally.

1. Download and Install: Get WPS Office from the official website and follow the brief installation prompts.
2. Open Your Exported Data: Launch WPS Spreadsheets and open the .xlsx or .csv files downloaded from your SharePoint list.
3. Analyze and Report: Utilize built-in filters, pivot tables, and advanced formulas to analyze your applicant and approval statuses.

100% compatible with Microsoft Excel (.xlsx and .csv) formats exported directly from SharePoint.Lightweight software that installs quickly and runs smoothly on almost any device.Familiar ribbon interface ensures zero learning curve for users accustomed to Microsoft Office.Completely free to download and use for your essential daily office tasks.

microsoft office alternative - wps office

Frequently Asked Questions

How do I avoid sending blank emails if no SharePoint items were modified?

Add a 'Condition' step immediately after your 'Get items' action. Use the expression `length(outputs('Get_items')?['body/value'])` and set the condition to 'is greater than 0'. Move your 'Create HTML table' and 'Send an email' actions into the 'If yes' branch.

Can I customize the appearance of the HTML table in the email?

Yes. You can add a 'Compose' action before the email step to write custom CSS styles (like setting table borders, padding, and header colors). You then place this 'Compose' output right above the HTML table output in the email body.

Why doesn't the 'Get items' action return all my modified list items?

By default, Power Automate limits the number of items retrieved to 100 to optimize performance. To process larger lists, click the three dots (...) on the 'Get items' action, go to 'Settings', turn on 'Pagination', and set the threshold higher (e.g., 5000).

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