How to Update a Microsoft Lists Column from Another List Automatically
Question details
The user wants to automate Microsoft Lists to find matching records and update columns based on data from another list.
- Product
- Microsoft Lists / Power Automate
- Device & OS
- not provided
- Scenario
- Replacing a manual or Excel macro-based data-entry process with an automated Microsoft Lists workflow.
- Observed behavior
- The user needs to establish a dynamic connection between lists to update columns, display messages, or trigger actions automatically.
Ensure you have owner or edit permissions for both Microsoft Lists and an active Power Automate license to create automated cloud workflows.
Create a Power Automate Flow for Automatic Updates
Use Power Automate to create a dynamic workflow that updates columns or triggers actions whenever an item in your source list is modified or created.
Power Automate is the standard tool for creating automated actions between Microsoft Lists. It allows you to define triggers and actions to automatically sync data without requiring custom code.
Log into Power Automate, click 'Create' in the left sidebar, and select 'Automated cloud flow'.
Choose the trigger 'When an item is created or modified', then select the Site Address and List Name of your source Microsoft List.
Add a new step and search for the 'Get items' action. Select your destination list and use an OData Filter Query to find the exact record that matches the source item.
Add an 'Apply to each' control (which will automatically populate when using output from 'Get items') and insert the 'Update item' action inside it to modify the target columns with dynamic content from your trigger.
Save your flow and use the 'Test' button in the upper right corner. Modify an item in your source list to verify that the destination list updates automatically.
Use a Lookup Column for Basic Data Referencing
If you only need to display information from another list without complex trigger actions, a Lookup column is the simplest method.
Need to Manage Complex Data? Try WPS Office
While Microsoft Lists requires Power Automate for automated workflows, WPS Office provides a lightweight, highly compatible spreadsheet solution for robust data entry, offering familiar tools and excellent support for Microsoft Office formats without expensive subscriptions.
- 1. Download WPS Office: Visit the official WPS website to download and install the free WPS Office suite on your device.
- 2. Open your Data Files: Open your existing Excel (.xlsx) workbooks directly in WPS Spreadsheet with complete formatting and data compatibility.
- 3. Link Data Efficiently: Instead of setting up complex cloud flows, use built-in VLOOKUP or XLOOKUP formulas to automatically pull and update data across different sheets.
Frequently Asked Questions
Can I link two Microsoft Lists without Power Automate?
Yes, you can use a Lookup column to reference and display data from another list. However, Lookup columns cannot perform automated actions, trigger status changes, or execute complex logic—those tasks require Power Automate.
Why isn't my Power Automate flow updating the list items?
This typically occurs if the OData filter query in the 'Get items' step is formatted incorrectly, or if the flow lacks the appropriate read/write permissions for the destination list. Review your run history to identify which step failed.
Is there a limit to how many items Power Automate can update at once?
Yes, Power Automate has API request limits and pagination thresholds. For large lists exceeding the default limit of 100 items, you must enable 'Pagination' in the settings of the 'Get items' action and define a higher threshold.
How do I trigger an email when a Microsoft List column updates?
In Power Automate, you can add a 'Send an email (V2)' action immediately following your 'Update item' step. You can customize the subject and body of the email using dynamic content pulled directly from the updated list item.
