Send Custom Emails From Excel Using Power Automate

hello in this video I'm going to demonstrate how to use flow to send custom messages from file that is being saved in Excel online and you can pull data from that Excel online and then use that data to send email out to a whole bunch of people this is very similar to how mail merge works in Microsoft Word so if you've used mail Marja microsoft word before this is something similar and this is even better because you don't have to sit in front of your computer to run this unlike mail merge where you have to process everything and it's a one-time activity you could schedule this to run on a specific schedule rather than just a one-time activity for you to do this you need three things you need outlook you need onedrive Excel and also automate which is flow I'm going to be using Excel online because for this to work that file needs to be saved in onedrive and everything that you saved in onedrive is available online in Excel online and it also has to be an actual excel file not CSV so in this case let's go ahead and get started if you look at the client tab over here I already made a worksheet which has the information that I want to use to process this flow so what I want to happen with this slow is I want to be able to send email to John Mike and Julie right over here using their email addresses which is already saved in the spreadsheets now reason why you might want to do this is maybe to send bill reminder to show the due dates on the bill you can do a whole lot of things with this as long I should have the excel file saved inside onedrive so in order to get started what I'm going to do is go to flow one once again and go to create flow and I want a schedule flow so I'm going to call this build reminder and I'm going to say I want to start sending this out starting Wednesday 10:00 a.m. and I'm going to repeat it every week except Saturday and Sunday and I'm going to click create so that's the first step second step is now pulling the file that we've already saved and onedrive which would be the client file that I opened earlier this file one other thing that I forgot to mention is that you also need to make sure that your data is in table format so what do I mean by that if you have just ordinary data let's say copy and paste this this is not a table for you to make it a table you need to go here insert table and make sure you select all the entries that you want to select so but I'm going to delete this for now so now we're back to just three entries that we have here this is the father I'm going to use for my flow so I'm going to tell float that I'm going to use Excel online for business the action here is that I would like to pull the list of rows inside a table so let's roast present in a table would be the action that we're going to select and I'm going to select onedrive here as my location and the document library is going to be my onedrive and it is in the default folder so I'm going to scroll the way down until I find clients here so you have to scroll to whatever folder that you save this at and this also work with like siku database so if you have a secret that a bit especially online SiC database like either you can do the same thing with so next thing is to select the table and the table is stable one if you go back to the client and you you know go and check the table name you can see that it table name right here is Table one so this is the same table one that I'm selecting here so next step the next thing we're going to do is go through each of these roles that we have here row two three four and we're going to use the email colon to send email out to every single one of this guy let's go back here and select control and under control you want to select apply to each this will simply apply whatever action you want to do to each row in that table so over here you're going to select value because you want to get the value first and then go through the content no take action on those values so next thing is to actually send email so we already got the value of each of the rows in the table so now we're going to add an action to actually send email so in this case just type our look in the box and select office twist five outlook and we're going to select that we want to create an email so send an email I can reference anything in the table inside his email essentially so this is the beauty of this now we have the two field the two field is going to be a dynamic content it's going to so we're going to go to add dynamic content and he already present to us hit mail from the client list remember we name our header email so we select email so this is what we want to do for to field and the Nexen in the subject so that's that's called this bill reminder or something like that and now in your body I can say hi and actually reference the name portion of the colon so I'm gonna say I name in this case this correspond to the name colon in this client file that we use in so I'm going to put a comment there and I'm going to say hi name this is a reminder that your bill is due at due date I'm going to put the due dates in there and I'm going to say thank you and put my signature and I'm done now I could do a lot of fun finds of things with this if I wanted to I could go to HTML tag and add HTML tag to this I can add something like strong here and also strong here to make it bold and I could do the same thing also for these as well so I'm gonna are strong here and close here as well so if we go back to this side you won't see all that here right now but once we send it out you should be able to see the name bolded and also the due date bolded as well so let's go ahead and click Save on this now that is saved we're now going to do a test I'm going to say I'll perform the trigger action click Save and test now that that is done the next thing for us to do is to run the flow so we're gonna run the flow so the flow is running and it's done now so this is the email that got sent out once you run a flow and as you can see you can see the name be highlighted and personalized Julie here and also the due dates also show us we have it inside our file so this is how you will do it if you want to pull a list from an excel file and you want to send it out is the same concept for if you have a sicko server some database that you need to connect to or even if you have Microsoft forms so let's say you actually send out a survey for example using Microsoft forms and you want people that fill out that survey to automatically receive a specific response right so let's say for example I want anybody that fill this form out to remotely receive a response a customized response you could do the same thing also with flow just go in there you know select that you want to pour the dead form and then really data like I did in my own case where I listed the tables the rows in the table and then loop through it with the for each loop that I applied again in my in my own situation here this applied to each and customize the email everyone based on the information you received from Microsoft forms in the past you have to write a script to do something like this but with flow you don't have to you can simply just come in here and make everything work for you that's all I have now and have a great day

Channel: Tunde T.

Views: 6,303

Rating: 4.942029 out of 5

Keywords: Microsoft Flow, microsoft flow tutorial, microsoft flow sharepoint, learn microsoft flow, microsoft flow excel, office 365, what is microsoft flow, Power Automate, microsoft power automate, power automate tutorial, microsoft flow, flow, automation, forms

Id: MKJaIkRngWM

Length: 10min 58sec (658 seconds)

Published: Tue May 19 2020