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How to Send One Email with SharePoint PMs in CC via Power Automate

Elise Williams Oct 16, 2026 868 views

Question details

The user needs a Power Automate flow that aggregates project managers from a SharePoint list into the CC field of a single email, rather than triggering multiple individual emails.

How to Send One Email with SharePoint PMs in CC via Power Automate

Product: Power Automate & SharePoint
Device & OS: not provided
Scenario: Sending a consolidated email notification to a distribution list while keeping all relevant project managers informed via CC.
Observed behavior: Without proper aggregation, the flow sends one email per list item. The goal is to collect all PM emails, eliminate duplicates, and append them to a single email's CC field.

Before you start

Ensure your SharePoint list has a 'Person or Group' column configured to allow multiple selections, and that you have the necessary permissions to read the list and trigger email actions in Power Automate.

Solution 1Recommended

Consolidate Emails Using Array Operations

Use Power Automate's data operations to extract email addresses, remove duplicates with the union expression, and format them for a single email action.

To avoid sending an email for every single list item, you must extract the necessary data before the email action occurs. By utilizing the 'Select' and 'Join' data operations, along with a 'union' expression, you can cleanly format multiple email addresses into a single semicolon-separated string.

Retrieve and Filter SharePoint Items

Add a 'Get items' action to your flow. Connect to your SharePoint site and select the relevant list. Use the 'Filter Query' field to retrieve only the applicable records.

Extract Email Addresses

Add a 'Select' data operation. In the 'From' field, use the output of your 'Get items' action. In the 'Map' field, select the 'Email' property from your Person or Group (PM) column.

Remove Duplicate Emails

Add a 'Compose' action to filter out duplicate users. In the inputs field, insert the union expression: union(body('Select'), body('Select')). This compares the array against itself and outputs only unique values.

Format the CC String

Add a 'Join' data operation. Use the outputs from your 'Compose' action as the 'From' input. In the 'Join with' field, type a single semicolon (;) to properly delimit the email addresses.

Send a Single Email

Add a 'Send an email (V2)' action. Place this action completely outside of any 'Apply to each' loops. Put your distribution list in the 'To' field, and place the output of the 'Join' action in the 'CC' field.

Consolidate Emails Using Array Operations

Loop Placement: Keeping the 'Send an email' action outside of an 'Apply to each' loop guarantees that your flow will only send one master email instead of spamming individual recipients.

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Frequently Asked Questions

Why is Power Automate sending an email for every single SharePoint item?

This happens when your 'Send an email' action is accidentally placed inside an 'Apply to each' loop. To send just one email, you must aggregate your data (like email addresses) into a single string and place the send action outside of the loop.

How do I remove duplicate email addresses in Power Automate?

You can remove duplicates from an array of email addresses using the union() expression inside a Compose action. Passing the same array twice to the union function, like union(variables('Emails'), variables('Emails')), will output an array with only unique items.

Can I CC a SharePoint group directly in Power Automate?

No, Power Automate cannot send emails directly to a SharePoint group name. You must first fetch the group members using HTTP requests or the 'Send an HTTP request to SharePoint' action, extract their individual email addresses, and format them with semicolons.

What delimiter should I use for multiple emails in the CC field?

In Power Automate's 'Send an email' action, multiple email addresses must be separated by a semicolon (;). Use the 'Join' data operation to easily format your collected array of addresses with this delimiter.

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