Introduction
Manually editing a Power Automate flow every time marketing wants to tweak a subject line—or when HR adds someone new to a CC list—gets old fast. In this tutorial I’ll show you how to offload all email content (To, CC, BCC, Subject, and Body) to a SharePoint list, so the flow itself never needs touching again. Update the list, save, and the next run will pick up the changes automatically.
Why This Matters
- No more developer bottleneck – Business users can change recipients or copy tweaks themselves.
- Instant rollback – Restoring a previous e‑mail version is as simple as checking list history.
- Consistent branding – Centralized templates guarantee everyone sends the same look and feel.
- One flow, infinite messages – A single flow can power multiple campaigns, reminders, or alerts by filtering on a key column (e.g., “Email Type”).
Solution Overview
- Create a SharePoint list called MailTemplates.
- Design columns for every e‑mail component (more on this below).
- Build one flow that:
- Gets the correct template row by filtering on Email Type or ID.
- Reads the To, CC, BCC, Subject, and Body columns.
- Sends the e‑mail using dynamic content—no hard‑coded text at all.
- Hand the keys to business owners: all future edits happen in SharePoint, not Power Automate.
Steps
Let’s start with setting up our SharePoint list as our source where we’ll have our email configuration settings.
The To, CC and BCC are multiselect people picker columns. The ‘Body’ column is a multiline of text (Rich Text) to allow formatting, and finally the commType, which specifies which specifies which email to send.
Next, we’ll setup our Power Automate flow.
This is the result when I use the ‘Marketing’ option from my commType. With the use of Rich Text multiline column, the formatting remains in the email body.
Final Thoughts
By treating SharePoint as a light‑weight content management system for your Power Automate emails, you unlock true “citizen‑editable” templating:
Admins build once
Business teams iterate forever
Flows keep running, untouched
Give it a try, and let me know in the comments how centralized templates are streamlining your communication pipelines!
