Using Power Automate to Send an Email and Teams Message for a Selected Item in SharePoint

Jonathon Silva walks through how to use Power Automate to send an email and a Teams message when a user selects an item in a SharePoint list. This process enables streamlined communication with one or multiple recipients directly from SharePoint.

Setting Up the Flow

• The flow is triggered manually using the “For a selected item” trigger in SharePoint.
• It must be created in the company’s default environment to function correctly.
• Inputs are added to the trigger to collect:
  • Email address(es) to send to
  • Yes/No options for sending via Teams and/or Email
  • Optional comments

Retrieving SharePoint Item Data

• Since the trigger doesn’t provide full dynamic content, a “Get item” action is used to retrieve the selected item’s details.
• This ensures access to all necessary fields like title, due date, and technology used.

Conditional Logic for Messaging

1. Email Condition:
   • If the user selects to send an email, the flow uses the “Send an email (V2)” action.
   • Dynamic content is used to personalize the message with:
     • Sender’s username
     • Project title
     • Formatted due date
     • Technology used
     • Additional comments
2. Teams Condition:
   • If the user selects to send a Teams message, the flow uses “Post message in a chat or channel.”
   • Since Teams only supports one recipient per message, the flow uses an “Apply to each” loop.
   • The email string is split using the split() expression and a semicolon delimiter.
   • Each recipient receives an individual Teams message with the same content as the email.

Testing the Flow

• The flow is tested by selecting a SharePoint item and entering the required inputs.
• Messages are successfully sent to multiple recipients via both email and Teams.
• Email supports multiple recipients in one message, while Teams requires individual messages.

Key Takeaways

• Use the default environment for SharePoint-triggered flows.
• Always retrieve the full item data using “Get item.”
• Use conditional logic to handle different messaging channels.
• Loop through recipients when sending Teams messages to multiple users.

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