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How to Match Email Senders to Microsoft List Folders in Power Automate

Phi Hung Vo Sep 27, 2026 869 views

Question details

The user needs to build a workflow that automatically matches an Outlook email sender to a Microsoft List, manages the corresponding SharePoint folder, and saves email attachments.

How to Match Email Senders to Microsoft List Folders in Power Automate

Product: Microsoft Power Automate
Device & OS: not provided
Scenario: Automating email attachment management and SharePoint folder creation based on the incoming sender's address.
Observed behavior: The user needs to configure a Power Automate flow with List lookups, SharePoint folder paths, and file creation actions to achieve the automated workflow.

Before you start

Ensure you have active permissions to access the target Microsoft List, the Outlook inbox, and the SharePoint document library where the folders will be created.

Solution 1Recommended

Configure the Power Automate Flow for Outlook and SharePoint

Set up a flow using Outlook triggers, SharePoint list lookups, and file creation actions to automate the folder and attachment process.

Building this workflow requires mapping data accurately between Outlook, Microsoft Lists, and SharePoint.

Because this process involves dynamic content and variable folder paths, testing the flow after each major configuration step is highly recommended to catch authorization or path errors early.

Set up the Outlook trigger

Create an automated cloud flow and select the 'When a new email arrives (V3)' trigger for Office 365 Outlook. Ensure 'Include Attachments' is set to Yes.

Query the Microsoft List

Add a 'Get items' action for SharePoint. Use an OData Filter Query to match the sender's email address from the Outlook trigger to the corresponding email column in your Microsoft List.

Check and create SharePoint folders

Add a Condition control to check if the required SharePoint folder exists based on the List data. If it does not exist, use the 'Create new folder' action in SharePoint.

Save the email attachments

Add an 'Apply to each' loop using the attachments array from the email trigger. Inside the loop, use the 'Create file' action in SharePoint to save the attachment content into the matched or newly created folder.

Configure the Power Automate Flow for Outlook and SharePoint

Need Specialized Help?: This workflow requires careful configuration of Microsoft List lookups and SharePoint folder paths. If you encounter specific run errors, consider posting the complete flow and error details in the official Power Automate community for specialized assistance.

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Frequently Asked Questions

Why is my Power Automate flow failing to find the SharePoint folder?

The flow may fail if the folder path dynamically generated from the Microsoft List contains invalid characters, has trailing spaces, or if the account running the flow lacks the necessary SharePoint permissions.

Can I save multiple email attachments using this flow?

Yes, you can add an 'Apply to each' loop in Power Automate to iterate through all attachments in the email and use the 'Create file' action for each individual attachment.

How do I match the sender's email dynamically in the Get Items action?

Use the 'From' dynamic content from your Outlook trigger in your 'Get items' filter query (e.g., EmailColumn eq '[From]') to match the email address column in your Microsoft List.

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