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🌟 POWER AUTOMATE: Send ONE Email Per Manager — Without ANY Expressions! (Beginner-Friendly Guide)

Have you ever built a flow that sends one email per SharePoint item, and suddenly managers get 25 emails at once? 😬
This guide shows you exactly how to fix that — and how to send ONE clean email per manager with all their items listed in one HTML table.

And the best part?

👉 No expressions in the email body
👉 No complex formulas
👉 No syntax errors ever again

Just simple drag-and-drop steps anyone can follow.

Let’s do it! 🚀

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🧱 Step 0 — Your SharePoint List

Your list must have at least these columns:

Column	Type
Title	Single line of text
manager	Person

This flow groups all items by the manager’s email and sends one email for each.

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🔥 Step 1 — Start Your Flow

1️⃣ Trigger: Manually trigger a flow
(or Scheduled, or Automated — your choice)

2️⃣ Initialize variables:

rowsForManager

• Type: Array

• Value: []

allRows

• Type: Array

• Value: []

uniqueManagers

• Type: Array

• Value: []

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📥 Step 2 — Get Items

Use Get items

• Site: your site

• List: managerassignment

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🔄 Step 3 — Normalize the Rows

Add Select → rename it shape rows

From:
value from Get items

Map:

Key	Expression
ManagerEmailLower	toLower(trim(coalesce(item()?['manager']?['Email'], item()?['manager']?['EMail'], '')))
ManagerName	item()?['manager']?['DisplayName']
Title	item()?['Title']
ID	item()?['ID']
Link	Link to Item

This converts every row into a clean flat object.

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🧹 Step 4 — Get the List of Managers

Add Select → rename it managers only

From:
body('shape_rows')

Map:

Key	Value
Email	item()?['ManagerEmailLower']

Now dedupe it:

Add Compose – Unique managers

@union(body('managers_only'), body('managers_only'))

Set variable → uniqueManagers = output of that Compose

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👥 Step 5 — Loop Managers

Add For each manager

Input:
variables('uniqueManagers')

Inside:

5.1 Compose — current manager

toLower(trim(string(items('For_each_manager')?['Email'])))

5.2 Reset rowsForManager

Set variable → rowsForManager = []

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🔁 Step 6 — Loop All Rows

Add For each row

Input:
body('shape_rows')

Inside:

6.1 Compose — row manager email

toLower(trim(string(item()?['ManagerEmailLower'])))

6.2 Condition (does row belong to this manager?)

Left:
outputs('Compose_2')

Operator:
is equal to

Right:
outputs('current_manager')

If YES → Append to array variable:

• Name: rowsForManager

• Value: item()

If NO → do nothing.

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🧐 Step 7 — After Inner Loop, Check If This Manager Has Rows

Add Condition:

Left:

length(variables('rowsForManager'))

Operator:
is greater than

Right:
0

If NO → skip
If YES → build & send email

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💌 STEP 8 — THE EMAIL BODY (NO EXPRESSIONS!) ← This is the replacement

Inside If yes branch:

8.1 Create HTML table

• From: variables('rowsForManager')

• Columns: Custom

  • Title → Title

  • ID → ID

  • Manager → ManagerName

  • Link → Link

8.2 Add a Compose

Rename → Email body

📌 IMPORTANT:
Do NOT click Expression.
Stay in Text mode.

Paste this:

<p>Hello,</p>
<p>Here are your assigned items:</p>

Now click inside the box where the table should appear.
Then from Dynamic content, select:

➡ Create HTML table
(or whatever the HTML table action is called)

Power Automate automatically inserts:

@{outputs('Create_HTML_table')}

Then finish with:

<p>Thanks,<br/>Power Platform Automation</p>

Your final email body box will look like:

<p>Hello,</p>
<p>Here are your assigned items:</p>
@{outputs('Create_HTML_table')}
<p>Thanks,<br/>Power Platform Automation</p>

✨ No expressions
✨ No concat()
✨ No syntax errors

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✉ Step 9 — Send Email (ONE per Manager)

Use Send an email (V2):

Field	Value
To	outputs('current_manager')
Subject	Your Assigned Items Summary
Body	Use dynamic content → Email body
Is HTML	Yes

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🎉 Final Result

You now have:

✔ ONE email per manager
✔ Clean HTML table
✔ Zero spam
✔ No expressions in email body
✔ 100% beginner-friendly
✔ Works with any number of items or managers

This method is the easiest, safest, and most reliable way to send grouped emails in Power Automate — and it works perfectly every time.

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