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Autopopulating a field or using lookups to another list



I have 2 lists.


  • List 1: A bunch of emails of REGULAR people and what city they are from.
    • E.g Email:  City: United Kingdom
  • List 2: A bunch of emails of TRAINERS and what city they are from. 
    • E.g. Support Email: City: United Kingdom


What I want to do is when an email arrives in a mail box, create a new sharepoint item in a list with the contents of the email.

My list contains:

  1. Email address of sender
  2. Subject of email
  3. Body of email
  4. City
  5. Trainer assigned

I need help getting 4 and 5 please. 

  1. What I want to do is Look up the persons name/ email address on List 1, if they exist on List 1 then populate the City field with their city on the sharepoint list using MS Flow


Please do you have any thoughts on how to do this look up/ auto-populate step? Below is a step by step run through


  1. John emails saying he has an issue
  2. Flow autopopulates basic fields in a sharepoint list, e.g. the subject + body
  3. Flow would then search list 1, which contains a list of all users names and their city. If the person exists on that list then flow will take the persons city and populate the city field in the sharepoint item.

I can provide more info if needed. All my flow now is get an email and create an item on a SPO list.. 

I also saw this thread. 



Community Support Team
Community Support Team

Re: Autopopulating a field or using lookups to another list


Hi @jay312 ,


You could use a combination of Get items-Filter Query to get the specified item and get the field value contained in the item.

Please refer to the following blog and see if it helps:


Best Regards,

Community Support Team _ Barry
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.
Level: Powered On

Re: Autopopulating a field or using lookups to another list

Hi @v-bacao-msft 


Thank you for reply as always!


Quick question/ please if you have any pics/ advice it would be great.


So my flow looks like this at the moment..  See pic 

1) When a new email arrives in a mail box

2) Create an item on a SP List and fill in values from email e.g. subject body

3) As you can see City is blank.. 

4) Now what I wanted to do is do a look up of the persons email or name on a separate list that contains name + City.

5) If the persons name/email is on that list, then look up the value they will have for City and fill it in on List 1.


Does this make sense / sound easily done please?  or is there something better to optimise it. At the moment I just have 2 lists, one for the new emails but with City field blank and second list with a bunch of names + city names - >Need to look up the persons name, and fill in the city field in list 1 by using the city field in list 2 - if the person is on that list..


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