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How to Send Automatic Emails Based on a SharePoint Column Value

Steve K Oct 21, 2026 868 views

Question details

The user needs to set up an automated email notification system triggered by specific conditions in a SharePoint list column.

How to Send Automatic Emails Based on a SharePoint Column Value

Product: SharePoint and Power Automate
Device & OS: not provided
Scenario: Automating email workflows based on conditional values, such as scores or pass/fail statuses, recorded within a SharePoint list.
Observed behavior: Emails are successfully dispatched to designated addresses only when SharePoint list items match the predefined criteria.

Before you start

Ensure you have the necessary permissions to create Power Automate flows and have access to the target SharePoint list where the conditional data is stored.

Solution 1Recommended

Create a Power Automate Flow for SharePoint

Set up a flow in Power Automate to retrieve, filter, and send emails based on your SharePoint list data.

Power Automate is the standard tool for creating automated workflows within the Microsoft 365 ecosystem. By connecting it to your SharePoint list, you can evaluate column values in real-time and trigger actions like sending emails when specific criteria are met.

Set up the flow trigger

Log in to Power Automate, click 'Create', and select 'Automated cloud flow'. Choose the trigger 'When an item is created or modified' and link it to your specific SharePoint Site Address and List Name.

Retrieve list items

Add a new step and select the 'Get items' action for SharePoint. This allows the flow to fetch all necessary records from your designated list.

Filter the data

Add a 'Filter array' or a 'Condition' step. Set the parameters to check if the specific column value (e.g., Status) is equal to 'Fail' or if a score is below your required base score.

Apply to each record

Insert an 'Apply to each' control block. This ensures that if multiple records match your conditions simultaneously, the flow will process them individually rather than throwing an error.

Configure the email action

Inside the 'Apply to each' block, add the 'Send an email (V2)' action. Click the 'To' field and use dynamic content to insert the email address stored in the current SharePoint list item.

Create a Power Automate Flow for SharePoint

Dynamic Content Tip: Using dynamic content in your email body allows you to automatically insert the user's name, their specific score, and other relevant SharePoint data to personalize each automated message.

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Frequently Asked Questions

Can I send emails to multiple people based on one SharePoint column value?

Yes. In your Power Automate flow, you can configure the 'Send an email' action to include multiple email addresses by separating them with a semicolon, or by dynamically pulling an array of contact emails directly from your SharePoint list.

Why isn't my Power Automate flow triggering when a SharePoint list is updated?

Ensure that your flow's trigger is accurately set to 'When an item is created or modified'. Additionally, verify that your SharePoint site and list connections are properly authenticated and active within your Power Automate connection settings.

How do I format the email sent from Power Automate?

Within the 'Send an email (V2)' action, you can use the built-in rich text editor to format your message. You can bold text, add links, insert dynamic content directly from your SharePoint list, or even switch to HTML view for advanced layout customization.

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