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How to Import RMA Emails into Microsoft Lists with Power Automate

Natalie Taylor Sep 30, 2026 868 views

Question details

The user needs to automate the extraction of RMA information from incoming emails into separate Microsoft Lists columns, generate a PDF using Power Apps, and send notifications.

How to Import RMA Emails into Microsoft Lists Using Power Automate

Product: Microsoft Power Automate, Microsoft Lists
Device & OS: not provided
Scenario: Automating the processing of vendor RMA emails to efficiently track product returns, create PDF documentation, and alert required staff members.
Observed behavior: RMA data arrives via email and must be dynamically parsed and imported into a structured list to trigger further PDF generation and notification workflows.

Before you start

Ensure you have an active Microsoft 365 subscription with access to Power Automate and Microsoft Lists, and consider standardizing your incoming RMA email templates to make data extraction more reliable.

Solution 1Recommended

Create a Power Automate Flow to Parse RMA Emails

Set up an automated workflow that triggers on incoming vendor emails, extracts the RMA fields, and populates your Microsoft Lists automatically.

This solution utilizes Power Automate to bridge the gap between your inbox and Microsoft Lists. For consistent email formats, standard text expressions are sufficient. For varied formats, Microsoft's AI Builder is recommended.

Set up the email trigger

Open Power Automate and create a new Automated Cloud Flow. Select the trigger 'When a new email arrives (V3)'. Configure the trigger by selecting the specific Inbox folder or defining sender conditions for your RMA emails.

Extract the RMA data

Add a new action to parse the email body. If you use a consistent template, use data operation expressions like 'split' and 'substring' to isolate the RMA numbers. Alternatively, add the AI Builder action 'Extract information from text' to dynamically identify and pull RMA fields from unstructured emails.

Create the Microsoft Lists item

Add the 'Create item' action for SharePoint/Microsoft Lists. Select your site address and the Returns list. Map your extracted email data fields to the corresponding columns in your Microsoft List.

Generate PDF and notify users

Add an action to 'Create file' in OneDrive or SharePoint using an HTML to PDF converter action with your extracted list data. Finally, add the 'Send an email (V2)' action to alert the necessary staff members that a new RMA has been logged and attach the generated PDF.

Create a Power Automate Flow to Parse RMA Emails

AI Builder Licensing: Using the AI Builder action for intelligent text extraction requires premium licensing or AI Builder credits in your Microsoft Power Platform environment.

Free Microsoft Office alternative

Manage Your Returns and Documents Seamlessly with WPS Office

If you are looking for an easier way to manage return logs and generate PDFs without setting up complex Power Automate workflows, WPS Office provides a free, lightweight, and highly compatible alternative. Easily track RMAs in WPS Spreadsheet and export forms instantly.

1. Download and install WPS Office: Get the free WPS Office suite from the official website and install it on your device.
2. Create your RMA tracking spreadsheet: Open WPS Spreadsheet, create a new workbook, and set up your columns for tracking RMA data natively.
3. Export directly to PDF: Use the built-in 'Export to PDF' button on the toolbar to quickly generate return documentation for your vendors.

Fully compatible with Microsoft Excel (.xlsx) formats for effortless RMA tracking.Built-in PDF toolkit to instantly convert your tracking sheets and forms into PDF documents.Lightweight architecture that runs smoothly on Windows, Mac, and mobile devices.Familiar user interface requiring zero learning curve for a seamless transition.

microsoft office alternative - wps office

Frequently Asked Questions

Can Power Automate extract data from poorly formatted RMA emails?

Yes, but it typically requires AI Builder. While standard text parsing expressions work perfectly for consistent templates, AI Builder's text extraction models can intelligently identify fields like RMA numbers and dates even when the email structure varies.

Do I need a premium license to connect Power Automate to Microsoft Lists?

No. Connecting Power Automate to Microsoft Lists uses the standard SharePoint connector, which is included in standard Microsoft 365 licenses and does not require a premium flow.

How can I automatically attach the original email to the Microsoft List item?

In your Power Automate flow, add the 'Add attachment' action for SharePoint immediately after the 'Create item' step. Use the 'Message Id' from your email trigger to attach the original email file (.eml) directly to the new list item.

Can Power Apps generate PDFs directly without relying on Power Automate?

Yes, Power Apps includes a PDF function that allows you to create a PDF document directly from a screen or gallery. However, for background generation triggered purely by incoming emails, using Power Automate is the standard approach.

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