Automate Email Sending from Excel

Table of Contents

1. Introduction
2. Setting up the Excel Table
3. Adding the Power Automate (formerly Microsoft Flow) Add-in
4. Creating an Instant Flow for Selected Rows
5. Adding the Email Action
6. Using Dynamic Content to Personalize the Email
7. Saving and Running the Flow
8. Testing the Flow by Sending Emails
9. Conclusion

Article

Introduction

In today's tutorial, we will explore how to send emails directly from Excel using Power Automate (formerly known as Microsoft Flow). This powerful tool allows you to automate repetitive tasks and streamline your workflow. By incorporating emails within your Excel spreadsheets, you can efficiently communicate important information to your contacts. Let's dive in and see how we can set this up step by step.

Setting up the Excel Table

To begin, we need to have our data organized in an Excel table. In this demonstration, we have a table with columns for name, company, email address, and amount. It is essential to ensure that your data is correctly formatted and structured for the flow to work seamlessly.

Adding the Power Automate (formerly Microsoft Flow) Add-in

Next, we need to add the Power Automate add-in to Excel. The add-in can be found under the "Insert" tab in Excel. If you're unable to find it, search for "Power Automate" or "Microsoft Flow" in the Office Add-ins section. Once added, it will appear as an option in the "Data" tab.

Creating an Instant Flow for Selected Rows

Within the Power Automate add-in, we can create an instant flow to run based on selected rows in our Excel table. This feature allows us to choose specific rows and perform actions based on their data. Select the location of your Excel file, which should be saved in either OneDrive or SharePoint. Then, specify the table to trigger the flow, ensuring you've provided a suitable name for the table.

Adding the Email Action

The next step is to add the email action within the flow. There are several email connectors available, such as Gmail and Office 365 Outlook. For this tutorial, we will use Office 365 Outlook as our email provider. Select the "Send an email version 2" option from the available actions.

Using Dynamic Content to Personalize the Email

To personalize the email, we can leverage dynamic content that references data from our Excel table. By using dynamic content, we can populate the "To" field, subject line, and body of the email with relevant information from the selected row. For example, we can include the recipient's email address, the company name, and the amount owed in the email body.

Saving and Running the Flow

Once we have configured the email action, it's time to save our flow. Give your flow an appropriate name for easy identification. After saving, you will have the option to run the flow immediately or access it later from the list of available flows.

Testing the Flow by Sending Emails

To test the flow, select a row or multiple rows in your Excel table and run the flow. The selected rows will determine the recipients and the data to be included in the email. You can choose to send emails to individual contacts or use the flow to send bulk emails. Verify that the emails have been sent successfully and review the content to ensure it is accurate and properly personalized.

Conclusion

Sending emails directly from Excel using Power Automate provides a convenient and efficient way to communicate with contacts and automate manual tasks. By setting up the flow and incorporating dynamic content, you can personalize your emails with relevant data from your Excel table. This tool enhances productivity and saves valuable time, making it a valuable addition to your workflow.

Remember to install the Power Automate add-in and have your Excel file saved in either OneDrive or SharePoint to utilize this feature effectively. With these capabilities at your disposal, you'll be able to streamline your communication processes and improve overall efficiency in no time.

Highlights

• Send emails directly from Excel using Power Automate (formerly Microsoft Flow)
• Automate repetitive tasks and improve workflow efficiency
• Organize your data in an Excel table for seamless integration
• Incorporate dynamic content to personalize emails
• Save time by automating manual email sending processes
• Conveniently access Power Automate add-in within Excel

FAQ

Q: Can I send emails to multiple recipients using this method? A: Yes, you can select multiple rows in your Excel table and run the flow to send emails to multiple recipients simultaneously.

Q: Can I customize the email content based on the recipient's data? A: Absolutely! By using dynamic content, you can tailor the email's subject line and body to include specific information from the selected row.

Q: Is Power Automate available for Excel offline versions? A: Power Automate is available for Excel Online, and the Excel file must be saved in either OneDrive or SharePoint for seamless integration with the add-in.