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How to Match Microsoft Lists Columns and Update Items with Power Automate

Kushani Nimanthika Sep 28, 2026 868 views

Question details

The user needs to update an existing item's VIN in a Recruiting list by matching the Team column with a Rosters list using Power Automate.

How to Match Microsoft Lists Columns and Update Items in Power Automate

Product: Microsoft Lists / Power Automate
Device & OS: not provided
Scenario: Automating data synchronization between two Microsoft Lists based on a matching column value.
Observed behavior: The current Power Automate flow creates a completely new row in the destination list instead of updating the existing item.

Before you start

Check your Power Automate flow to ensure you have access to the unique Item ID for the specific record you want to modify in your destination list.

Solution 1Recommended

Use the Update Item Action with the Correct Item ID

Fix your Power Automate flow by replacing the 'Create item' action with an 'Update item' action, ensuring you pass the correct list item ID.

When Power Automate creates a new row instead of updating an existing one, it usually means the flow is using a 'Create item' action, or the 'Update item' action is not receiving the correct unique identifier (ID) for the existing row.

Edit the Flow

Open your Power Automate flow in Edit mode and locate the step where data is written to the Recruiting list.

Replace the Action

If you are using a 'Create item' action, delete it. Click 'Add an action' and search for the SharePoint 'Update item' action.

Map the Correct ID

In the 'Update item' action settings, click on the 'Id' field. Use the dynamic content menu to select the unique 'ID' belonging to the existing Recruiting list item you want to modify.

Update the VIN Field

Map the 'VIN' field in the 'Update item' action to the VIN dynamic content retrieved from your Rosters list. Save and test your flow.

Use the Update Item Action with the Correct Item ID

Dynamic ID Mapping: Ensure you are using a 'Get items' action prior to the update step to retrieve the correct item ID from the Recruiting list based on the matching Team name.

Solution 2

Create a Native Lookup Column in Microsoft Lists

Bypass Power Automate entirely by using a built-in Lookup column to automatically display the VIN based on the selected Team.

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Manage Your Roster and Recruiting Data Easily with WPS Office

If setting up automated flows and list relationships feels overly complex, managing your tracking lists in a spreadsheet might be a better fit. WPS Office offers a free, highly capable spreadsheet tool that lets you seamlessly match columns and retrieve data using simple formulas like VLOOKUP, without the need for complex automation.

1. Download WPS Office: Install WPS Office for free from the official website and open WPS Spreadsheet.
2. Organize Your Data: Create two sheets: one for your Recruiting data and one for your Rosters.
3. Match Columns with Formulas: In your Recruiting sheet, use a formula like =VLOOKUP(A2, Rosters!A:B, 2, FALSE) to automatically pull the correct VIN based on the Team name.

Completely free and lightweight office suiteFully compatible with Microsoft Excel (.xlsx) formatsUse powerful built-in functions like VLOOKUP or XLOOKUP to match columns effortlesslyFamiliar spreadsheet interface that requires zero learning curve

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Frequently Asked Questions

Why does my Power Automate flow create duplicates instead of updating?

This happens when your flow uses a 'Create item' action instead of an 'Update item' action, or if the flow cannot find the existing item's unique ID and defaults to creating a new record. Always ensure you pass the specific list item ID into the 'Update item' action.

Can I link two Microsoft Lists without using Power Automate?

Yes. You can use a Lookup column. By adding a Lookup column to your first list, you can reference a column (like Team name) in a second list, and optionally pull in associated data (like VINs) automatically without any workflows.

How do I find the correct Item ID to use in the 'Update item' action?

To get the Item ID, you must first add a 'Get items' action to your flow. Use an OData Filter Query (e.g., Title eq 'TeamName') to search the destination list for the matching record. You can then use the 'ID' dynamic content returned by that step in your 'Update item' action.

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