Data synchronization is a major challenge for businesses that use multiple applications, databases, and cloud services. Ensuring that information is up-to-date, accurate, and consistent across different platforms is crucial for decision-making and operational efficiency.
Power Automate, a part of the Microsoft Power Platform, allows businesses to automate data synchronization between apps like SharePoint, Excel, SQL Server, Dynamics 365, Google Sheets, Salesforce, Dropbox, and more.
In this guide, we’ll explore:
Why data synchronization is important
How Power Automate helps sync data across platforms
Step-by-step use cases for syncing data
1. Why Data Synchronization is Important
Challenges of Managing Data Across Multiple Platforms
❌ Data silos – Different systems store information separately
❌ Outdated records – One platform gets updated, but others don’t
❌ Inconsistent formats – Data stored in different formats across apps
❌ Manual effort – Employees update multiple systems manually
❌ Risk of errors – Human errors cause mismatched or missing data
Benefits of Automated Data Synchronization with Power Automate
✔️ Real-time updates – Ensures all platforms stay in sync
✔️ Eliminates manual data entry – Reduces human errors and saves time
✔️ Enhances accuracy – Keeps information consistent across systems
✔️ Improves efficiency – Automates the movement of data
✔️ Integrates multiple apps – Connects Microsoft apps with third-party tools
2. How Power Automate Enables Cross-Platform Data Sync
Power Automate provides pre-built connectors that allow data to move between different applications seamlessly.
Key Features Used for Data Sync
📌 Triggers – Detects when data changes (e.g., “When an item is created in SharePoint”)
📌 Actions – Sends data to another platform (e.g., “Create a record in SQL Server”)
📌 Conditions – Filters which data should sync (e.g., “If status is ‘Approved,’ update Dynamics 365”)
📌 Loops – Updates multiple records in bulk
📌 Expressions – Formats and transforms data before syncing
3. Common Use Cases for Data Synchronization in Power Automate
A. Syncing SharePoint Lists with SQL Server
Example: A company stores project details in SharePoint, but the main database is in SQL Server. Any updates in SharePoint should reflect in SQL.
Steps to Automate:
1️⃣ Select “When an item is created or modified in SharePoint”
2️⃣ Use “Get rows from SQL Server” to check if the record exists
3️⃣ If the record exists, update SQL
4️⃣ If the record does not exist, create a new record in SQL
Impact: Ensures SharePoint and SQL remain synchronized without manual updates.
B. Syncing Excel and Google Sheets for Cross-Team Collaboration
Example: The Sales team uses Excel (OneDrive), while the Marketing team uses Google Sheets. Updates should sync between both.
Steps to Automate:
1️⃣ Select “When a row is added or updated in Excel”
2️⃣ Use “List rows in Google Sheets” to check for existing records
3️⃣ If the record exists, update Google Sheets
4️⃣ If not, create a new row in Google Sheets
Impact: Keeps both teams updated regardless of the platform they use.
C. Syncing Contacts Between Microsoft Outlook and Salesforce
Example: A company needs to sync new customer contacts from Outlook to Salesforce to maintain an updated CRM.
Steps to Automate:
1️⃣ Select “When a new contact is added in Outlook”
2️⃣ Use “Check if contact exists in Salesforce”
3️⃣ If contact exists, update details in Salesforce
4️⃣ If contact does not exist, create a new contact in Salesforce
Impact: Ensures customer contact details remain consistent across platforms.
D. Keeping Microsoft Teams Updated with New Leads from Dynamics 365
Example: The Sales team wants to receive real-time updates in Microsoft Teams whenever a new lead is added to Dynamics 365 CRM.
Steps to Automate:
1️⃣ Select “When a new lead is added in Dynamics 365”
2️⃣ Use “Post a message in Teams” with lead details
3️⃣ If the lead is updated in Dynamics 365, edit the Teams message
Impact: Helps sales teams stay informed instantly without checking multiple apps.
E. Syncing Dropbox with OneDrive for Unified Storage
Example: A company uses Dropbox for client files but wants all files automatically copied to OneDrive for internal access.
Steps to Automate:
1️⃣ Select “When a new file is added to Dropbox”
2️⃣ Use “Create a file in OneDrive” to copy the file
3️⃣ If a file is updated in Dropbox, update the OneDrive version
Impact: Ensures file backups and easy accessibility for internal teams.