Bulk User Report to Excel

Overview

This flow exports all Office 365 users with their profile information (display name, email, department, job title, office location, city, account status, and UPN) to an Excel workbook on SharePoint. It runs on a weekly schedule and sends a completion notification email with the user count and report link.

Use Case

IT administrators and HR teams need a current directory of all Office 365 users for auditing, onboarding planning, license reviews, and organizational reporting. This flow automates the export so the Excel report is always up-to-date without manual effort.

Flow Architecture

Environment Variables

Connectors & Connections

Note — All connections are referenced as solution connection references; the flow is portable between environments as long as a connection is mapped at import time.

Customization Guide

Almost every realistic variant of this flow can be implemented by changing environment variable values. A few cases require small edits inside the flow definition — those are called out explicitly below.

Change the schedule

Edit the Recurrence trigger to adjust frequency (daily, monthly) or the time of day to match when you need fresh data.

Filter users

Add a Condition or Filter Array after Search All Users to only export specific departments, office locations, or enabled accounts.

Add columns

Update the Excel workbook table with new columns, then add matching fields to the item object on the Add User Row to Excel action.

Change report location

Update flowlibs_UserReportDriveID and flowlibs_UserReportExcelFile to point to a different document library or workbook.

Clear previous data each run

Add a Delete All Rows action before the loop to wipe the table on each run (or keep appending for historical tracking).

Multiple recipients

Set flowlibs_UserReportRecipientEmail to a semicolon-separated list of addresses to fan the notification out to a wider audience.

Key Expressions

The flow is intentionally light on Power Fx / WDL gymnastics — the heaviest expressions are the branch-name concatenation and the approval outcome check. They are listed below in the order they appear in the flow.

coalesce(items('Loop_Through_Each_User')?['Department'], '')

@{variables('varSiteURL')}@{variables('varExcelFile')}

@{variables('varUserCount')}