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

You have a table of events in Airtable.

Each record contains details such as the event name, date, organiser, country, and ticket link.

Now you want to send your audience one email every month containing the next ten upcoming events.

You do not need a script or a separate email for every record.

Airtable's Find records action can collect the events, and the Send email action can insert all of them into one email as either a list or a grid.

Create a view for the records you want to send

I would start with a view called something like Upcoming Events.

Filter it so it only shows events on or after today.

Then sort the records by date from earliest to latest.

This is useful because when Find records uses a view, Airtable can preserve the record and field order from that view when it inserts the records into your email.

Create a scheduled automation

Create a new automation and use the Scheduled time trigger.

For example, you could run it on the first day of every month.

The automation will then collect the latest upcoming events each time it runs.

Find the next ten events

Add a Find records action.

Choose your Events table and select the Upcoming Events view.

Set the maximum number of records to 10 if you only want the next ten events included.

Because the view is already filtered and sorted by date, Airtable will find the next upcoming events in the order you want.

Insert all the records into one email

Add a Send email action.

Set your recipients and subject as usual.

Then click the + button inside the message body and choose the records returned by the Find records step.

Airtable gives you two useful options.

Insert records as a list

The records appear one after another.

For example:

Event Name: Startup Conference Date: September 10 Country: UK Ticket: View tickets

Event Name: SaaS Meetup Date: September 15 Country: USA Ticket: View tickets

You can choose which fields you want included.

Insert records as a grid

You can also insert the records as a table.

For example:

This works well when you want recipients to quickly scan several records.

Choose whichever format works better for the information you are sending.

You do not need a repeating group

Repeating groups are useful when you want Airtable to perform an action separately for every record.

For example:

10 records → 10 individual emails

That is not what we want here.

For a digest, keep the Send email action outside a repeating group and insert the complete list returned by Find records.

The result is:

Scheduled trigger → Find records → Send one email containing all found records

That is enough for most weekly or monthly Airtable email summaries.

One limitation to remember is that Airtable can include a maximum of 100 found records in a single rendered list or grid. If you need to send more than that, you would need to split them across multiple emails.