hello folks welcome back to the channel.
in this video I'm going to show you how you can easily copy outlook
incoming emails into a SharePoint lists and also the attachment will go to the
SharePoint attachment field so here I have an email list, it has a subject
which is actually a title I've renamed it, from emails the person who will send you the email, email body and email date and attachments for the email body. You
want to make sure that it is a multi-line field and is a enhanced rich
text box field so I will just show you quickly what I mean by this. So if I go
to settings icon and list settings, and if I go to email body column, now you can see
that the type of the text below is the enhanced rich text which means you can
add pictures, table, hyperlinks etc when you have an email body you
sometimes have like headings paragraphs images links and stuff like that so you
want to make sure that it is enhanced rich text box where you will capture the
email body to create the workflow. I will navigate back to office 365 and select the
power automate option, so we will use power automate flow to capture the
incoming emails and save it to that list in SharePoint, so I will click on the
create, and I will click on automatic flow. I will give it a name and I will
select just search for email "when an email arrives", so when an email arrives
version 3 I will just click on create, when an
email arrives in the inbox you can actually put an email to or from and other
filters here, I will not do that for now. I will click on the new step, the step
I need here is to create item, so create item in a SharePoint, so I will select that. So in terms of site, I will select the training KeaPoit
site and the list name I will select the emails and you can see
the title is actually the subject. so I have to select the subject
in the title. From email is a person email coming from and the even body will
will be the body of the email so if I select the body here an email
receive time so that's when the email is received. so I'll select all those four
columns which will be saved in a SharePoint list. Now the next step is we have to add
attachments so they could be more than one attachment so for that we have to
put apply to each loop. First if I click on next step, we search for apply
to each control so the control input is going to be the attachments from the
email, so if I look for attachments the file has attachment for this message. If
I click that and then for each attachment we what we need to do is, we
need to attach that file into the item we created here. so I will click on add
an action and there is a SharePoint action called Add Attachment so I will select that
action now again I will select the same site, it is a training site, and same list, Now the ID will be the Id of the last item which got created. So "create item"
ID, so it will attach the attachments to the item which we just created. The
file name will be the "attachment name" from the email so attachment name
and the file content will be "attachment content" from the email again so if I
look down here, you can find" attachment content", so now this workflow is ready.
what we did is when the email arrived we're creating a record in a SharePoint
list with all the data going into the list subject, from email, body and the
received time and then we actually going looping through all the attachments in
the email and then attaching it to the same record which we already created. I will click on save The workflow is saved now the
workflow is ready to test. what I've prepared already
is an email, so the email is going to the inbox and this is a subject and I have
two attachments and this is the body of the email. so I will click on send here
click on send so the email is sent so hopefully that workflow will run and it
will copy the contents as well as the attachment into the SharePoint list as a
new item. Now if I go back to the incoming email workflow I will see that
once is run it will start appearing here the history of the workflow. now if I
navigate to Outlook I can see the email has been received to this email account
now this is the email body and we have two documents attached to it and if I go
to the workflow and refresh this page so we can see the workflow ran successfully
it didn't take a long time so it only took one second to run it. So you can see
the workflow steps. It is creating an item and also for each loop, it run twice
because there were two documents attached, the document to the item. so now if I navigate back to the list I can see that the record is already created. if I
click on the record I can see the whole email body with all the formatting is there
and also the two attachments are appearing here as well as list
attachment and we can see the email date and the from and subject. This is an
easy way to move incoming email, listen to the incoming email box using power
automate flow and moving that data, copying the information into SharePoint
lists and all the documents in an attachment. hopefully you liked this
video give it a thumbs up if you found it useful if you're new to the channel
please go ahead and press the red subscribe button I will be uploading new
videos every single week. If you have any queries related to power automate or
anything about office 365, put in the comment section below I will be happy to
answer. Thank you
I don‘t really see the use case except for a really simple ticketing system. But still interesting to see the capability.
Very helpfull