🔹 Overview
Power Automate enables seamless email automation with Microsoft Outlook, allowing businesses to streamline communication, trigger workflows, and manage emails efficiently. With Power Automate + Outlook, you can:
Automate email responses
Trigger actions based on incoming emails
Send scheduled reports and notifications
Extract email attachments and store them in OneDrive or SharePoint
Track emails and follow-ups automatically
1️⃣ Benefits of Email Automation with Power Automate
Saves Time – No need for manual email handling.
Improves Response Time – Auto-reply to important emails.
Enhances Productivity – Automate repetitive email tasks.
Ensures Consistency – Standardized email templates and workflows.
Integrates with Microsoft 365 Apps – Sync emails with SharePoint, Teams, Power BI, etc.
2️⃣ Setting Up Power Automate with Outlook
Requirements
✔ Power Automate License (included in Microsoft 365 or standalone)
✔ Microsoft Outlook Account (Outlook.com, Exchange, Office 365 Mailbox)
✔ Power Automate Outlook Connector
How to Connect Power Automate to Outlook
1️⃣ Go to Power Automate
2️⃣ Click “Create” → Choose Automated Cloud Flow
3️⃣ Select an Outlook trigger (e.g., “When a new email arrives”)
4️⃣ Sign in with your Outlook account
5️⃣ Add actions such as sending an email, extracting attachments, or saving data
6️⃣ Save and Test the Flow
Example: Send an automated reply when an important email arrives.
3️⃣ Power Automate Triggers for Outlook
| Trigger Name | When It Runs | Example Use Case |
|---|---|---|
| When a new email arrives | A new email is received in Outlook | Auto-respond to important emails |
| When an email arrives in a shared mailbox | A new email arrives in a shared mailbox | Notify a team when a support email is received |
| When an email is flagged | A user flags an email in Outlook | Create a task in Microsoft To Do |
| When an event is added to a calendar | A meeting is scheduled | Send meeting reminders via Teams |
| When a new email matches a condition | An email with a specific subject, sender, or keyword arrives | Extract attachments and save them in SharePoint |
Example:
Trigger: “When an email with ‘Invoice’ in the subject arrives”
Flow: Extract the invoice attachment and save it to OneDrive.
4️⃣ Power Automate Actions for Outlook
| Action Name | Purpose | Example Use Case |
|---|---|---|
| Send an email | Send an email from Outlook | Auto-reply to inquiries |
| Send an email from a shared mailbox | Send an email from a shared mailbox | Reply from a team email (e.g., support@company.com) |
| Get emails | Retrieve emails from an inbox | Process unread emails with attachments |
| Move email | Move an email to a different folder | Organize emails based on sender or subject |
| Create an event in the calendar | Add a meeting in Outlook Calendar | Schedule an interview automatically |
| Delete email | Remove an email from Outlook | Clear spam emails automatically |
Example:
Action: “Send an email”
Flow: Notify a manager when an urgent email is received.
5️⃣ Automating Workflows with Power Automate + Outlook
Example 1: Auto-Responding to Important Emails
Scenario: Automatically reply to customer inquiries sent to a support email.
1️⃣ Trigger: “When an email arrives in a shared mailbox”
2️⃣ Condition: If subject contains “Support Request”
3️⃣ Action: Send an automated response with support guidelines
4️⃣ Action: Create a Teams notification for the support team
Use Case: Ensures customers receive an immediate acknowledgment.
Example 2: Saving Email Attachments to OneDrive or SharePoint
Scenario: Extract and store all invoice attachments in SharePoint.
1️⃣ Trigger: “When an email with ‘Invoice’ in the subject arrives”
2️⃣ Action: Extract the email attachment
3️⃣ Action: Save the attachment to SharePoint or OneDrive
4️⃣ Action: Notify the finance team via Teams
Use Case: Automate invoice storage and tracking.
Example 3: Creating Tasks from Flagged Emails
Scenario: When an email is flagged in Outlook, create a task in Microsoft To Do.
1️⃣ Trigger: “When an email is flagged”
2️⃣ Action: Create a task in Microsoft To Do
3️⃣ Action: Add the email details to the task
Use Case: Turn important emails into actionable tasks.
Example 4: Scheduling Meetings from Emails
Scenario: When an email contains “Meeting Request,” automatically schedule an Outlook meeting.
1️⃣ Trigger: “When an email with ‘Meeting Request’ in the subject arrives”
2️⃣ Action: Create an Outlook calendar event
3️⃣ Action: Send an email confirmation to the sender
Use Case: Automate meeting scheduling for efficiency.
Example 5: Notifying Teams When an Urgent Email Arrives
Scenario: Alert the sales team in Teams when an email from a VIP client arrives.
1️⃣ Trigger: “When an email arrives from VIP contacts”
2️⃣ Condition: If subject contains “Urgent”
3️⃣ Action: Send a Teams notification to the sales channel
4️⃣ Action: Forward the email to the sales manager
Use Case: Ensure VIP emails get immediate attention.