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Populate Microsoft Lists from Forms Using a ZIP Code in Power Automate

Maira Mehtab Sep 21, 2026 868 views

Question details

The user wants to automate a workflow where submitting a ZIP code via a Microsoft Form populates employee and supervisor columns in a Microsoft List and emails both individuals automatically.

Product: Microsoft Power Automate, Forms, Lists
Device & OS: not provided
Scenario: Automating list data entry and targeted email notifications based on a specific form input (ZIP code).
Observed behavior: The user requires assistance designing a custom Power Automate flow to look up the submitted ZIP code, retrieve the matching personnel data, update the List, and trigger emails.

Before you start

Ensure you have active licenses for Microsoft Forms, Power Automate, and Microsoft Lists, and prepare a lookup table (e.g., an Excel file or SharePoint List) that accurately maps all ZIP codes to their corresponding employees and supervisors.

Solution 1Recommended

Design a Custom Power Automate Flow for ZIP Code Lookup

Create an automated cloud flow that triggers upon form submission, cross-references the ZIP code with a lookup table, updates your List, and sends the emails.

To achieve this, you need a data source (like an Excel table stored on SharePoint or OneDrive) that contains the ZIP codes alongside the corresponding employee and supervisor email addresses. Power Automate will use this table to find the matching row based on the form response.

Trigger the Flow

Log in to Power Automate, go to 'Create', and select 'Automated cloud flow'. Choose the 'When a new response is submitted' trigger for Microsoft Forms and select your specific form.

Get Response Details

Add a new step and search for the 'Get response details' action. Select your form again and insert the 'Response Id' dynamic content into the required field.

Look Up the ZIP Code Data

Add a new step using 'List rows present in a table' (if using Excel) or 'Get items' (if using a SharePoint list). Use an OData Filter Query to match the ZIP code column in your table to the ZIP code dynamic content submitted in the form (e.g., ZIPCode eq 'ZIP Code Response').

Update the Microsoft List

Add the 'Create item' action for SharePoint/Microsoft Lists. Select your target Site Address and List Name. Populate the Employee and Supervisor columns using the dynamic content retrieved from your lookup step.

Send Automated Emails

Add the 'Send an email (V2)' action. In the 'To' field, insert the Employee Email and Supervisor Email dynamic content. Customize the Subject and Body with relevant details from the form submission, then save and test your flow.

Solution 2

Seek Expert Help in the Microsoft Power Automate Community

If you encounter complex array errors or filter query issues, the official community is the best place to get specific flow design assistance.

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Frequently Asked Questions

Can I use an Excel spreadsheet to map the ZIP codes in Power Automate?

Yes. You can store your ZIP code, employee, and supervisor mapping in an Excel table saved on OneDrive for Business or SharePoint. Use the 'List rows present in a table' action in Power Automate to retrieve and match this data against the form submission.

Why is my Power Automate flow failing to find the ZIP code in my list?

This usually happens due to a data type mismatch (e.g., text vs. number formats) or an incorrectly formatted OData filter query. Ensure the ZIP code field types match exactly between your Microsoft Form output and your lookup table column.

How do I email multiple people simultaneously in the same Power Automate step?

In the 'Send an email (V2)' action, you can add multiple email addresses separated by semicolons in the 'To' field. Alternatively, you can place the employee's email in the 'To' field and the supervisor's email in the 'Cc' field.

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