How to Send a List of Airtable Records in a Single Automated Email

You have a table of events in Airtable.

Each row is an event with details such as title, date, organiser, country, and ticket link. Every week new events are added.

Now you want to share the upcoming ones with your audience over email. A clean summary of the next ten events that lands in their inbox.

Instead of copying and pasting by hand, you want this to happen automatically. On the first of every month an email should go out with the next ten upcoming events, sorted by date, so your audience can easily see what is coming next.

To start, you already have a view that shows upcoming events on or after today and sorts them in ascending order by date.

So how do you take records from Airtable and place them into one formatted email to share with your audience?

1. Create the automation trigger

Set up the automation to run on a schedule.

Choose the first of every month at a fixed time, for example eight in the morning. This makes sure the email always goes out on time with fresh data.

2. Find the records

Use the Find records action. Point it to your Upcoming Events view.

Add a limit of ten so only the next ten upcoming events are included in the summary.

3. Send the email

Add the Send email action.

In the To field, enter the addresses of the people who should receive the email. In the Subject field write the subject line you want for the message.

In the body click the blue plus button. From the panel that opens on the left choose the Find records action you set up earlier. On the right you will see two options for inserting the records.

The first option is List format. This will show the records one after another. For example Event 1 followed by Event 2 followed by Event 3, each with its details displayed in order.

The second option is Grid format. This will show the records in a table layout just like your Airtable view, with all the fields lined up neatly for easy scanning.

Pick the format you prefer. Both options automatically include the records from your Upcoming Events view and respect the ten record limit you set.

With this setup your audience receives one clean summary of upcoming events automatically every month.