AUTOMATICALLY Save Email Attachments 📎 Using Power Automate (create different folders by topic)
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- Опубликовано: 14 май 2024
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How about saving specific email attachments the moment they enter your Outlook inbox? You can save it on SharePoint so your team gets immediate access to the attachments. They don't have to wait for you to save the attachments. All it takes is 5 minutes to set up a flow in Microsoft Power Automate. You can specify to save only attachments from specific senders or add a filter for certain subjects. You can save the files to a folder, OneDrive or SharePoint. We'll even add a condition to save attachments from a specific sender to a separate folder.
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🌟 Key Learning Points:
- Setting Up Power Automate: Learn the basics of setting up an automated cloud flow in Power Automate, accessible via office.com.
- Email Trigger for Flow: Discover how to create a flow triggered by incoming emails, scanning for specific criteria like subject lines or sender.
- Saving Attachments Automatically: Understand the process of automatically saving email attachments to a SharePoint drive or other specified locations.
- Customizing Flow Conditions: Explore options to customize your flow, such as saving attachments only from emails marked with high importance or with specific subjects.
- Creating Subfolders Based on Sender: Learn how to further organize your saved attachments by creating subfolders in SharePoint based on the email sender.
- Testing Your Flow: Get insights into testing your flow to ensure it runs correctly and saves files as intended.
🚀 Practical Applications:
- Keep your email attachments organized without manual intervention.
- Ensure important project files are saved instantly and securely.
- Customize your email attachment saving process to suit your specific project needs.
00:00 How to Automatically Save Email Attachments to a Folder
00:44 How to Create an Automated Cloud Flow
05:16 How to Test the Flow
06:22 Add Check to Create Subfolders Depending on Sender
11:00 Wrap Up
🎬 LINKS to related videos:
- Power Automate for Beginners: • Learn to Use Power Aut...
- Power Automate in Excel: • Streamline Excel: Powe...
- Power Automate Desktop: • Web Scraping Made EASY...
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Leila! I really appreciate these Power Automate videos the most!! These are the cutting edge tools and most requested in the office. Please make more!!
Wow! This video came just in time. I have about 20 attachments that contain data in my inbox. I can't thank you enough Ms. Leila.
Leila!! Finally i got what i need. Previously i always try to search if there is any macro VBA can be used to automate this kind of task. And now finally I got it!! I need to learn more on this Power Automate!! Will save a lot of my time!! Thanks again for your sharing!!
great content on this channel!! Clearly spoken , stays on topic and easy to follow. Nice Work !!!!
THANK YOU!!!!!!!!!! I tried for hours before unsuccessfully, and you helped me with this tutorial to make it work!
Great video, Thank you Leila! Now I understand how to use Flow functionnality 🙂
Leila, thank you so much for the videos! This Power Automate is amazing , please make more videos showing how we can utilize it with Office 365.
Will do!
This is great, clearly put and easy to follow.
Hi Leila, thank you so much for videos about Power Automate so far! They are all amazing! Pls make video tutorial of Vacation Tracker by which I may learn how to manage leaves of my staffs via Microsoft Teams (annual leave, sick leave, maternal leave, marriage leave, bereavement leave,... then how many days left). Thank you very much! Have a happy day!
Great video. Simple and to the point!
Love your videos. So much to learn. Always interesting stuff.
It's great when the system can work for us while we are on holidays. Great explanation as always.
Glad you enjoyed it!
Hi Leila, Firstly thank you - you are my No 1 go to for all things excel, power Query and more!! Thank you. Can you help? Love this power Automate video, but how would you ensure you do not extract the email signature from the email. :)
Perfect! Just what I wanted!
I salute you for your hard-working.
Thanks a lot! I could finally configure my outlook inbox to download files automatically!
Kindly create more videos on power automate! Thanks!
Merci Leila ! Très intéressant !
Great one Leila! Thanks for demonstrating. Thumbs up!!
Thank you! Cheers!
Love your content, appreciate it. Is there a way you can save the attachments to a network share drive instead of SharePoint?
One important tip to add is - always rename your blocks. When your flow gets bigger, it gets quite confusing to select the right blocks metadata. Automate will just suffix a number so it gets confusing.
Totally agree; I do this as well, and it’s very helpful.
Thanks for the tip!
I really enjoyed this training video. Thank you so much for putting it together. This is my first exposure to Switch. Very cool.
Glad you enjoyed it!
Thanks for this video Leila ☺
Thank you so much❤❤❤❤ this was amazing.
in a perfect world this would be awsome
Very well done!
I'm glad I found you ☺️
Thank you, Leila!
Thank you!!!!!! ❤
Thanks for this awesome and very useful video.
So cool! Thanks Leila, this is awesome.
Glad you like it!
Super awesome. Thank you. Need to be able to add prefix to the file to indicate the sender?!
Can you do a video for existing email attachments? PS: I love your videos. The PowerPoint tricks I have learned from you make my college lectures more dynamic!
Yes, please, We I need to have existing emails also actioned...
hello thanks for the info really helpful. Just wondering how i filter out "Images" as i only want to save PDF and XLS attachments?
This was just what I needed! I augmented by adding a Compose Step with date to use in file name: formatDateTime(utcNow(),'yyyy-MM-dd') Then I used date in file name, but I had to put it AFTER file name and BEFORE extension. For me this was easy because my emails are automated with the name of the file as the subject line (these are automated backup files sent from Dynamics CRM using Click2Export plugin), so I named file = Subject Outputs.xlsx Other paople may need to use a COMPOSE to replace .xlsx or other file suffix with date and .xlsx in file name, that should work too.
Hi Leila, This is great! Do you have a video to save a file from a hyperlink (location in network drive instead of attachment) in an email? Thanks!
This is fantastic thank you. Would love to know how to add Unzip attachments to the flow aswell
Superb. Would you be able to create a tutorial on multi step invoice approval. Once all the parties have approved save the invoice with attachment to a sharepoint list. Thank you again. 😀
Wow! Thank you!
Super usefull video. Please do more videos about Power Automate
Fantastic tutorial as always! my questions is what if I want Power Automate to create the subfolder and rename it with the sender's name, then save all the files from this sender in their related folder!?
Happy New Year’s Leila! May 2024 be filled with good health, appropriate respect and the satisfaction your desires motivated you to achieve! Thanks for all you do and all you are!
Thank you for your kind wishes! I hope 2024 is wonderful for you too. Your support is greatly appreciated.
Leila! Thanks for the tips. There're very helpfull. I'm wondering if you would know how to just import to onedrive or sharepoint (whatever) some type of attachments as xlsx, xls or csv files. Normally in mailing there´re many other stuffs like signature of the mail, and it imports too, but I dont want this in my folder ¿How can I fix it? Thanks again!
Ngl, I am not in business or any of these stuff but your videos are so entertaining anyway!
Leila such a wonderful video
Hi perhaps you've covered this in another video, but I cannot seem to figure this one out. The email received is also downloading the images within the email, but I only want to save the excel file. I understand this would be corrected in conditions, but just don't know how. If you have a video on this, I'd appreciate the link to it! Thank you.
Hi. Have you figured this one out?
Hi Leila, thank you so much for your videos, they are precious. Regarding this video i have a "problem" that you might can help to solve. The power automate is saving images from the body of the email on sharepoint but i just want the excel that comes as attachment. Is there any way to specify the type of the file to be save (xlsx)?
very very useful ...thanks so much
Leila, we have this done too, but your Flow has one fatal flaw, If someone sends file with the same name it overwrites the previous one.
We solve it by creating Document Library with new unique file name from Date+Time+AttachmentNumber+RandomNumber and Orignal name is saved in custom text attribute.
Also You can create Directory with Sender Name (Sharepoint Flow Action) and save file there - You won't need the Switch to do that.
i was actually gonna ask: will it replaces the first file with same name, or will the flow stop working? if its the 1st one, i am happy with it. can you confirm if thata the case?
@@DiptaGhossan it replaces first file.
do you know if the tutorial works as well for shared mailbox?
@@DiptaGhossan Yes, there is special trigger block for shared mailbox.
Thanks Leila for sharing this video, This one is useful but can we create folder, if not created already basis Month (when email arrived) and text in subject line and then save attachments. I don't know whether this would be feasible in Power automate.
Hi best instructor, please a course about power apps, we need it! Thanks a lot
Very informative video
Thanks a lot for the video.
Can we automate the same for Gmail as well?
Leila you are great 👍
Hi, thanks for your awesome videos! I scheduled some reports to be sent as email attachment, would it be possible to automate not only the download but also rename it and replace existing file in specific folder?
Awesome, ¡you are the best!
Hi Leila, how to do this if I wanted to include the sub-folders too? Thanks!
This could be useful for shared projects - wonder if there’s a way to have the download occur to one’s desktop?
Thanks! Very useful!
Is there any way not to save the signatures?
I've been doing this for a few years. I save all attachments to OneDrive. I only do this because I can use bing to search those files. If you are logged into Office 365 then you will see an option at the top of the search result page called "Work" or "School". It's right in the same row of filters All/Web/Images/News etc. It filters the search to your files, notes, teams conversations in your office 365 account. It's fantastic, I don't know why Microsoft doesn't promote this more.
They thanks a lot! Can this be done on previous Emails as well or this is only for new incoming emails?
Thanks for this great video, it will be really helpful to my, just a question, is it possible to rename the file before saving? Thanks again!
Thanks!
hi Leila, great video. How can I add in a condition if the attachment name is the same everyday. Is there a way to overwrite the older file? Thank you
Nice!
Can you use this method to save attachments to a Microsoft List (create a new entry with the attachment) and than create a flow to confirm it using Approvals?
Nice thank you
hi thanks for the video. is there any option to send email to users with subfolder links (say there are 3 sub folders in a folder) so that when the user clicks on the sub folder links it shows the content inside it? can u plz help?
How I have been waiting for this
Hi Leila, this is so helpful thanks! I setup an email to save attachment from outside vendor. How can I test if that was correct? Next run is only tomorrow morning, but I hope to test if the automate worked to save the attachment...
Thank you for this Leila. I have been using this since 2 years now and have found this very useful. I did not know about the Switch/Case. How do you filter out images found in signatures though? I have found the flow saves all images and small useless files as well?
Hi there, I have the same problem, did you find out how to disregard images in the signatures?
@@SttConsultores No I have not. I did a filter to get rid of jpgs and pngs or any image starting with the name logo. It works but there are files which get through. I am sure there is a more elegant solution built in. It seems office365 users have more options compared to home users.
Very interesting however there may be some significant security risks by auto downloading attachments that may have malicious content embedded. Nonetheless, this certainly presents another "out of the box" approach to redundant tasks.
Thanks for sharing Lelia..
That was my immediate concern. Would a save to a folder trigger anything? I’d love to try this.
Downloading files isn't dangerous. It's only a risk if you run the file (or if another application runs the file). If these are custom business folders, that's not going to be a risk. If downloading those files kicks off other flows, that could be a risk though. Really it depends on the circumstance.
though, its doubtful a malicious attacker trying to send an attachment would know the subject line needed in the trigger.. without XelPlus Project included, it shouldn't run the flow, creating a barrier for "auto downloading" which is more like saving a file rather than downloading...
Good and thanks, can you please let me know how to add senders name or email
Thanks for the Informative video. Can we automate extraction of password from mail and open the attachment
Hi Leila, Can i use similar to save on a desktop folder? many thanks
Place it on a drive and sync it to the desktop
thanks Leila
Thanks for the video. Really appreciate the detailed video. Can you please provide some more information on how to add more steps to only include attachments that are .pdf? The flow is pulling in all attachments for me including in the body of the email (i.e. .jpg etc)
have you found a solution yet?
@@MrBenedict. Hello, you have to add before Condition and in condition write Attachmant.name contains PDF. I try the same with .xml and it work. :)
I have yet to graduate to Power Automate ... I am 'old-school' and am still wrestling with Power Manual. Maybe for the right scenario I will graduate ... someday.
However, I have a client that does employ Power Automate. But on several occasions, he has called looking for a 'deliverable', assuming that it was late. It was not late. His 'automation' worked as intended, but he forgot that he created the 'process' and never checked his own folders. He was outsmarted by his own creation ... 😏... 😣
PS - but still marvel at Prof Leila's comprehension of the subject matter ... 👍👍
Haha, that could be me. Creating "process improvements" and then spending more time looking for stuff and fixing mistakes 😂
@Leila Gharani great video question will you have a training class on your website.
Lelia, thanks for your video, can teach me how to save email attachments with specific name? Thank you.
Do you have to set up a new flow per project? For example, whenever an email with an attachment is received, relating to Project X, it is saved in a designated SharePoint folder... and so on. Or can you specify multiple project names in the Subject Filter (separated by a comma, maybe)?
That's powerfull! What are the licensing requirements to use this feature? Thanks!
Leila, Great video and it has really helped me start to understand Power Automate. The one condition that I find I need but not able to do is when there is no attachment and I want to save just the message. Any thoughts on how to make this work? Thanks
You're darling, by this video you saved my lot of time all thanks to you I learned lot from you.. one of the best thing I made is following you..😍😍
Glad I could help!
Leila thank you so much, I have a question, any idea how we can display in outlook office 365 entreprises the old items without clicking on link below screen ?? And even in the search it's the problem
Finally..you started something on power automate. Eagerly waiting for a full fledged course to master it...but for now i am struggling with one thing, may be you can help. In one of my flows the from field does not take an external shared mail box id that is from another company but it takes inividual ids from that company. How can i fix this?
hi Leila, thanks for the video but i encountered error 'Power Platform will start relying on a new cloud service dependency called Power Platform API, evaluate adding the service to your Conditional Access policies, and updated URLs to your firewall rules.' what is this error about?
Could we save this on local folder?
I like to add the date and time the email was received as a prefix to the attachment name. If you get 2 attachments with the same name, they don't overwrite the previous.
I think this is possible by adding the "received time" dynamic content to the file name during the file creation, e.g. RECEIVED TIME - ATTACHMENT CONTENT. I think the "attachment content" dynamic content needs to be the last one in the row, as that determines the final file extension - still testing this.
Hi Leila, your video is always useful. i did create an automatic flow to save an excel file from email attachment, but somehow the file is always empty and cannot be viewed. whilst if i open the attachment directly from email, it has data and possible to open. do you know why?
I am having the same issue. Were you able to get this resolved?
Hi Liela, can we save email attachments irrespective of subject
Been using vba to achieve something like this (save invoices in folder of supplier, for each month). Still this looks interesting and potentially easier.
thanks Leila - I've been wanting to do this forever!. but I get emails which have the sender's logo as an attachement and I only want to the pdf to be saved. Is there away to filter for pdf only?
Awesome video. My Power Automate looks a bit different. Is it possible if the attachment is a hyperlink?
Thank you for this! Love your content. What if the attachments have the same file name? Could you modify the flow to save the new file but with a new name?
Hey, under *file name, you can type the name you wish and as dynamic content I added the received time instead of attachment name and the extension of the file ReportX_receivedtime.xlsx, hope it works
I tried to give the file a static name (e.g. BAU.xlsx) for Power BI use, but it does not work. The file size is always 1KB and it says that the file format or file extension is not valid. Any idea how to solve this?
@@omidkamrad9463 that happened to me when the mail has images in the signature or in the body of the mail, you gotta add a filter for those files.
@@SttConsultores Thank you, yes definitly that was the main reason. as you suggested, I applied contains xlsx condition on my attachments name but it still does not work. :(
Is it possible to, following your example, download only one of the attachments received? And to download the attachments in a desktop folder instead of SharePoint? Great video btw helped a lot!
I can feel future automation
Hi Leila, Great content, i have a use case, is there a way to automate download?
of an excel file from a hyperlink, in the body of an email, which I receive from my provider daily and save it to SharePoint folder.?
Could we make it based timeline
I receive order files in Excel format 2x per day. Can this flow be used to save the updated sheet to file as Current Order File, ie, overwrite with current sheet?