Need to send a Power BI email table without sharing the full report? In this guide, you’ll learn how to email just the filtered table data using Power Automate. Unlike Power BI subscriptions, which only send full-page visuals as PDFs or images, this method lets you email dynamic tabular data in a structured HTML format.
Whether you’re a report developer or business user, this technique saves time and improves targeted data sharing.
Why Send Table Data via Email?
Most Power BI users rely on report subscriptions but these only send static snapshots of entire pages. With this solution, you can send just the table content relevant to a selected date range, department, or segment.
By using Power Automate, you can:
-
Filter report data on the fly
-
Format it into a clean HTML table
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Email it directly to stakeholders
This enables a Power BI email table experience that’s dynamic and scalable.
Step 1: Prepare Your Table in Power BI
Start with a report that includes a table visualization. For example, a table showing Year, Month, Day, and Total Sales, filtered using a date slicer.
Filter your visual to display the desired data (e.g., August sales), which we’ll extract and email.
Step 2: Add the Power Automate Visual
- Add the Power Automate visual from the Visualizations pane.
- Drag in the fields you want to include: Year, Month, Day, and Total Sales.
- Click the visual’s ellipsis (⋯) and select Edit to configure the flow.
Step 3: Build Your Flow in Power Automate
Click Create New to launch a new Instant Cloud Flow. Then, build your flow as follows:
➤ Use the “Select” Action
This action shapes the table structure:
- From: Choose “Power BI Data”
- Map: Define column/value pairs like:
- Year →
Power BI data - Year - Month →
Power BI data - Month - Day →
Power BI data - Day - Total Sales →
Power BI data - Total Sales
- Year →
➤ Create an HTML Table
Add the Create HTML Table action:
- From: Use the output from the Select step.
➤ Send an Email
Add the Send an Email (V2) action:
- To: Enter the recipient’s email
- Subject: “Total Sales for August”
- Body: Insert the HTML table output
- Optionally add a timestamp or dynamic content
Rename your flow (e.g., “Send Table via Email”) and save it.
Step 4: Trigger the Flow from Power BI
Return to Power BI Desktop and customize the Power Automate button:
- Rename it (e.g., “Send to Email”)
- Test it by selecting a date range and clicking the button
Check your Power Automate dashboard under “My Flows” to confirm the flow ran successfully. Then, open your email to view the sent data.
Troubleshooting Tip
If the table appears summarized or incorrect:
- Select the Power Automate visual
- Ensure the fields in the Values section are not being aggregated (e.g., no “Sum of”)
Click “Don’t Summarize” where necessary and re-run the flow.
Final Output
Once configured, you’ll receive a well-formatted HTML email containing only the table data you filtered for. This is far more efficient than sending entire reports and allows you to automate routine data sharing.
Why This Matters
This workflow is perfect for:
- Sales teams needing quick performance snapshots
- Managers who only need specific slices of data
- Automating regular email updates without exporting data manually
Using Power BI with Power Automate enhances your reporting toolkit, providing precision and flexibility in how you distribute data.
Learn More
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