Power Automate can automate almost anything—which is exactly why most people struggle to get started. The possibilities feel overwhelming. Where do you begin?
This guide provides concrete Power Automate examples you can implement today. Each example includes what it does, when it’s useful, and the basic logic involved. Some use only standard connectors (included with Microsoft 365), while others require premium licensing.
Email Automation Examples
1. Save Email Attachments to SharePoint
What it does: When an email with attachments arrives in a specific folder, automatically save those attachments to a SharePoint document library.
When it’s useful: Collecting invoices, contracts, reports, or any documents that arrive via email and need to live in SharePoint.
Basic logic:
- Trigger: When a new email arrives (with attachment filter)
- Action: For each attachment, create file in SharePoint
- Optional: Move email to processed folder
Connectors: Outlook, SharePoint (Standard)
2. Email Digest of SharePoint Changes
What it does: Send a daily or weekly email summarizing all files added or modified in a SharePoint library.
When it’s useful: Keeping stakeholders informed about document updates without requiring them to check SharePoint constantly.
Basic logic:
- Trigger: Scheduled (daily/weekly)
- Action: Get files modified in date range
- Action: Compose HTML table of changes
- Action: Send email with summary
Connectors: SharePoint, Outlook (Standard)
3. Auto-Reply with Information
What it does: When emails arrive with specific keywords in the subject, automatically reply with relevant information or documents.
When it’s useful: FAQ responses, sending standard documents when requested, acknowledging receipt of specific email types.
Basic logic:
- Trigger: When email arrives
- Condition: Subject contains keyword
- Action: Send reply with template text/attachment
Connectors: Outlook (Standard)
4. Flag and Notify on Urgent Emails
What it does: When an email arrives from a VIP sender or with high importance, send a Teams notification and flag the email.
When it’s useful: Ensuring critical messages get immediate attention, especially when away from Outlook.
Basic logic:
- Trigger: When email arrives
- Condition: Sender in VIP list OR importance = high
- Action: Post to Teams channel/chat
- Action: Flag email for follow-up
Connectors: Outlook, Teams (Standard)
SharePoint Automation Examples
5. Document Approval Workflow
What it does: When a document is uploaded to a specific library, route it for approval. Approvers receive email/Teams notifications and can approve or reject. The document’s status column updates automatically.
When it’s useful: Policy approvals, contract reviews, content publishing, any document requiring sign-off.
Basic logic:
- Trigger: When file created in library
- Action: Start approval process
- Action: Wait for approval response
- Condition: If approved, update status column to “Approved”
- Condition: If rejected, notify owner, update status to “Rejected”
Connectors: SharePoint, Approvals, Outlook (Standard)
6. Move Files Based on Metadata
What it does: When a document’s metadata changes (e.g., status set to “Archived”), move it to an archive library or folder.
When it’s useful: Automatic file organization, archiving completed projects, routing documents to department folders.
Basic logic:
- Trigger: When file modified
- Condition: Status equals “Archive”
- Action: Copy file to archive library
- Action: Delete original (or update to mark as moved)
Connectors: SharePoint (Standard)
7. Notify on Overdue Tasks
What it does: Check a SharePoint list daily. If any items have due dates in the past and aren’t marked complete, send reminder emails to assigned owners.
When it’s useful: Task management, project tracking, compliance deadlines, any list with due dates.
Basic logic:
- Trigger: Scheduled (daily)
- Action: Get items where DueDate < today AND Status != Complete
- Action: For each item, send email to AssignedTo person
Connectors: SharePoint, Outlook (Standard)
8. Sync SharePoint List to Excel
What it does: When items are added or modified in a SharePoint list, update a corresponding Excel spreadsheet (for reporting, backup, or external sharing).
When it’s useful: Reporting dashboards, sharing data with people without SharePoint access, backup copies.
Basic logic:
- Trigger: When item created or modified
- Action: Get item details
- Action: Add row to Excel table (or update existing row)
Connectors: SharePoint, Excel Online (Standard)
Microsoft Teams Automation Examples
9. Welcome New Team Members
What it does: When someone joins a Teams team, automatically post a welcome message with useful links, team guidelines, and introductions.
When it’s useful: Onboarding, consistent new member experience, reducing repeated questions.
Basic logic:
- Trigger: When a new member is added to team
- Action: Post adaptive card to channel with welcome info
- Optional: Send direct message with onboarding checklist
Connectors: Teams (Standard)
10. Meeting Notes to SharePoint
What it does: After a Teams meeting ends, create a document in SharePoint with meeting details (attendees, date, duration) ready for notes.
When it’s useful: Standardizing meeting documentation, ensuring notes have a consistent home.
Basic logic:
- Trigger: When a meeting ends (calendar event)
- Action: Create Word document from template in SharePoint
- Action: Populate with meeting metadata
- Optional: Post link to Teams channel
Connectors: Office 365, SharePoint, Teams (Standard)
11. Daily Standup Reminder and Collection
What it does: Post a daily message asking team members for their standup update. Collect responses and compile into a summary.
When it’s useful: Remote teams, async standups, replacing daily meetings with async updates.
Basic logic:
- Trigger: Scheduled (weekday mornings)
- Action: Post adaptive card with input fields to channel
- Action: When responses submitted, save to SharePoint list
- Action: End of day, post summary of all responses
Connectors: Teams, SharePoint (Standard)
12. Escalate Unanswered Questions
What it does: Monitor a Teams channel. If a message with a question mark goes unanswered for 4 hours, notify a designated person or post to a manager channel.
When it’s useful: Support channels, ensuring questions don’t fall through cracks, SLA compliance.
Basic logic:
- Trigger: When message posted containing “?”
- Action: Delay 4 hours
- Action: Check if message has replies
- Condition: If no replies, send escalation notification
Connectors: Teams (Standard)
Approval Workflow Examples
13. Expense Approval
What it does: Employee submits expense via Microsoft Forms or SharePoint list. Flow routes to manager for approval. If over threshold, routes to finance. Updates status throughout.
When it’s useful: Expense management without dedicated software, small business expense tracking.
Basic logic:
- Trigger: Form submitted OR SharePoint item created
- Condition: If amount > $500, add finance approver
- Action: Start approval (sequential or parallel)
- Action: Update SharePoint with approval status
- Action: Notify submitter of outcome
Connectors: Forms/SharePoint, Approvals, Outlook (Standard)
14. Time-Off Request
What it does: Employee requests time off via form. Manager receives approval request. Calendar holds created automatically. HR notified of approved requests.
When it’s useful: Organizations without dedicated HR systems, simple PTO tracking.
Basic logic:
- Trigger: Form submitted
- Action: Start approval to manager
- Condition: If approved, create calendar event, notify HR
- Condition: If rejected, notify employee with reason
Connectors: Forms, Approvals, Outlook, SharePoint (Standard)
15. Content Publishing Approval
What it does: When content is marked ready for review in SharePoint, route through editorial approval. If approved, change status to Published and notify subscribers.
When it’s useful: Intranet content, marketing materials, any content requiring review before publishing.
Basic logic:
- Trigger: SharePoint item Status changed to “Ready for Review”
- Action: Start approval to editor(s)
- Condition: If approved, set Status to “Published”, set Published Date
- Action: Send notification to subscribers
Connectors: SharePoint, Approvals, Outlook (Standard)
Forms and Data Collection Examples
16. Form Response to SharePoint with Notifications
What it does: When a Microsoft Form is submitted, create an item in SharePoint list and notify relevant people based on form responses.
When it’s useful: Any form that feeds into a trackable process—IT requests, feedback, registrations.
Basic logic:
- Trigger: When form response submitted
- Action: Create SharePoint list item with form data
- Condition: Based on form field (e.g., department), notify appropriate team
Connectors: Forms, SharePoint, Outlook/Teams (Standard)
17. Event Registration with Confirmation
What it does: Collect event registrations via Forms. Add to attendee list in SharePoint. Send personalized confirmation email with calendar invite.
When it’s useful: Internal events, training sessions, webinars, any registration process.
Basic logic:
- Trigger: Form submitted
- Action: Create SharePoint item
- Action: Send confirmation email with event details
- Action: Create calendar event for attendee
Connectors: Forms, SharePoint, Outlook (Standard)
18. Feedback Collection and Routing
What it does: Collect feedback via form. Route positive feedback to marketing (for testimonials). Route negative feedback to customer service for follow-up.
When it’s useful: Customer feedback, employee surveys, NPS collection.
Basic logic:
- Trigger: Form submitted
- Condition: If rating >= 4, email marketing team
- Condition: If rating <= 2, create task for customer service
- Action: Log all responses to SharePoint
Connectors: Forms, SharePoint, Outlook (Standard)
Integration Examples (Premium Connectors)
19. Salesforce to SharePoint Sync
What it does: When a deal closes in Salesforce, create a project folder in SharePoint with relevant deal information and notify the delivery team.
When it’s useful: Sales to operations handoff, project kickoff automation.
Basic logic:
- Trigger: Salesforce opportunity status changed to Closed Won
- Action: Create SharePoint folder with deal name
- Action: Create project record in SharePoint list
- Action: Post to Teams channel notifying delivery team
Connectors: Salesforce (Premium), SharePoint, Teams
20. SQL Database to Email Report
What it does: Run a SQL query daily, format results as an HTML table, and email to stakeholders.
When it’s useful: Automated reporting from line-of-business databases, KPI distribution.
Basic logic:
- Trigger: Scheduled (daily)
- Action: Execute SQL query
- Action: Format results as HTML table
- Action: Send email with report
Connectors: SQL Server (Premium), Outlook
21. HTTP Webhook Integration
What it does: Receive data from any external system via HTTP webhook. Process and route to appropriate Microsoft 365 services.
When it’s useful: Integrating systems that can send webhooks but don’t have dedicated connectors.
Basic logic:
- Trigger: When HTTP request received
- Action: Parse JSON payload
- Action: Create SharePoint item / send notification / update list
Connectors: HTTP Webhook (Premium), SharePoint, Teams
Desktop Automation (RPA) Examples
22. Legacy System Data Entry
What it does: Read data from Excel or SharePoint. Open legacy desktop application. Enter data into forms. Save and log completion.
When it’s useful: Systems without APIs, legacy software that only accepts manual input.
Basic logic:
- Trigger: Scheduled or manual
- Action: Get data from source
- Desktop flow: Open application, navigate to form, enter data, save
- Action: Log completion to SharePoint
Connectors: SharePoint/Excel, Desktop flows (Premium)
23. PDF Data Extraction
What it does: When PDFs arrive (email or SharePoint), use AI Builder to extract key data. Populate SharePoint list or database with extracted information.
When it’s useful: Invoice processing, form digitization, document ingestion.
Basic logic:
- Trigger: File arrives
- Action: AI Builder extract data from PDF
- Action: Create SharePoint item with extracted fields
- Optional: Flag low-confidence extractions for review
Connectors: SharePoint, AI Builder (Premium)
Notification and Alert Examples
24. Scheduled Reminders from SharePoint
What it does: Check SharePoint list for items with upcoming dates. Send reminders at configurable intervals (7 days before, 1 day before, day of).
When it’s useful: Contract renewals, certification expirations, scheduled maintenance, any date-driven reminders.
Basic logic:
- Trigger: Scheduled (daily)
- Action: Get items where ReminderDate = today
- Action: For each, send email/Teams message
- Action: Update item to mark reminder sent
Connectors: SharePoint, Outlook/Teams (Standard)
25. System Health Monitoring
What it does: Periodically check that critical URLs or services respond. If not, alert IT team immediately via Teams and email.
When it’s useful: Website monitoring, internal system uptime, API health checks.
Basic logic:
- Trigger: Scheduled (every 15 minutes)
- Action: HTTP request to monitored URL
- Condition: If response != 200, send alert
- Action: Log all checks to SharePoint for history
Connectors: HTTP (Premium for custom URLs), Teams, Outlook
Getting Started with These Examples
Pick One Pain Point
Don’t try to automate everything at once. Choose one manual process that annoys you regularly. Build that flow. Learn from it. Then expand.
Start with Standard Connectors
The examples using only standard connectors work with your existing Microsoft 365 license. No additional cost to experiment.
Use Templates as Starting Points
Power Automate includes hundreds of templates. Search for templates similar to these examples and customize rather than building from scratch.
Test Thoroughly
Automations can fail in unexpected ways. Test with sample data. Check error handling. Monitor the first few runs in production.
Document What You Build
Future you (and your colleagues) will thank present you. Document what each flow does, what triggers it, and who to contact if it breaks.
Related Resources:
- What Is PIMS in Project Management?
- Modern Intranet Best Practices
- Intranet Homepage Design Best Practices
Need help building Power Automate workflows for your organization? Nexinite implements automation solutions that reduce manual work and integrate with your Microsoft 365 environment. Contact us to discuss your automation goals.