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Power Platform Community / Forums / Power Automate / Automatic emails using...
Power Automate
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Automatic emails using data from an excel spreadsheet

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Posted on by SE-16071630-0 2
Hi everyone,
 
I have a table in excel which has bookings for group sessions that I run.  I want to be able to automatically send an email to all the parents to confirm which sessions their child will attend and for what time slot (all day / morning / afternoon).  The information needs to include the date of the session (column heading) and the time (in rows).  I'm half way there with the flow - but can't work out how to include the date of the session.  Please can someone help me develop a flow for this? I have attached a sample table for reference.
Test Bookings.xlsx
Categories:
Power Automate Desktop
Using flows
Building flows
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  • Suggested answer
    Inogic Profile Picture
    Inogic 1,297 Moderator on at
    Hi,
     
    Since the session dates are stored as column headers, Power Automate can't dynamically iterate through them when using the List rows present in a table action.

    If your session date columns are fixed, you can reference each date column individually inside your Apply to each. For each date column, check whether the value is blank. If it isn't, append a line such as:
    Saturday 4th July - All Day
    Saturday 11th July - Morning
    Then use the combined text in the email body before sending it to the parent's email address.
    The only issue is that if you add a new session date column or rename an existing one, you'll need to update the flow to reference the new column.
    If you have the flexibility to change the Excel layout, a better approach is to store the data like this:

    With this structure, Power Automate can simply loop through the rows, making it much easier to maintain as new session dates are added.
    If changing the Excel structure isn't possible, Office Scripts provide a good alternative. An Office Script can read the header row dynamically to retrieve the session dates, match each non-empty value in a row with its corresponding date, and return the results to Power Automate.
    The flow can then use the Run script action in Excel Online (Business) to build the email body dynamically, so you don't need to hardcode the session date columns.

    Hope this helps!
     
    Thanks!
    Inogic
     
  • SE-16071630-0 Profile Picture
    SE-16071630-0 2 on at
    Hi,
     
    Thank you for taking the time to consider my query.
     
    I am very new to this and don't quite understand some of the steps that you are suggesting.
     
    Is there anyway that we can work together to solve this?

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