Are you interested in learning and working on the Power Automate Prebuilt Template?
Then, in this Power Automate tutorial, we will explain how to use Power Automate Prebuilt Templates with various examples.
Some prebuilt templates in the Power Automate.
Example 1: Send an email when a new message is added to Microsoft Teams
According to the requirements, I have implemented a Power Automate cloud flow using a prebuilt template, i.e., Send an email when a new message is added in Microsoft Teams.
When a new message is added to a Microsoft Teams channel, it will send an email with its details to the specified user’s Office 365 Outlook.
- Open a Power Automate home page -> Click on Templates.
- In this window, I have selected the template Send an email when a new message is added in Microsoft Teams.
- Here, we will see the connectors through which the flow will be connected. And if you are signed in, it will show a green tick -> Then, click on Continue.
- Now, the Power Automate cloud flow is created using the prebuilt template.
- In the trigger section, insert the values listed below.
- Team: Mitchell Black.
- Channel: General
- In this Send an email (action) section, enter the user’s email address who will get the email -> Click on Save.
- Once we click on Save, a message pops up that Your flow is ready to go. We recommend you test it -> Click on Test.
- In this Test Flow window, select Manually to add a message to the channel to trigger it -> Click on Test.
- Open Microsoft Teams -> Click on Teams from navigation -> Expand the group you have selected -> Click on General -> Click on New conversation.
- Now, write the message -> Click on Send icon.
- Open Office 365 Outlook -> Click on inbox -> Click on the email it will display ‘New message on Microsoft Teams channel’
- Go back to the window where the flow is created, here you will see the message at the top ‘Your flow ran successfully’.
This is how PowerAutomate uses a prebuilt template i.e. Send an email when a new message is added in Microsoft Teams to implement.
Example 2: Post a message to Microsoft Teams when an email arrives in Office 365 Outlook
Recently, I got a requirement to Post messages to Microsoft Teams when an email arrives in Office 365 Outlook.
Here, when a file is created or modified in SharePoint, it starts an approval process and sends an email then it moves a file to a different location in SharePoint Online on the basis of the approver’s response.
- Open a Power Automate home page -> Click on Templates.
- Here, I have selected Post message to Microsoft Teams when an email arrives in Office 365 Outlook from the Power Automate prebuilt template.
- In this window, we will see the connectors through which the flow will be connected. And if you are signed in, it will show a green tick -> Then, click on Continue.
- Now, the Power Automate cloud flow is created using the prebuilt template.
- In the trigger section, select the folder where you want the email to be received.
- In the action part, select the values listed below.
- Post as: Flow bot
- Post in: Channel
- Team: Mitchell Black
- Channel: General
- Message: Here, I have customized the message using dynamic content Body Preview and Subject.
- Click on Save.
- After, you click on save a message pops up saying Your flow is ready to go. We recommend you test it -> Click on Test
- In this Test Flow window, select Manually to add a message to the channel to trigger it -> Click on Test.
- Open Office 365 Outlook. Now, you can see an email is received.
- Open Microsoft Teams -> Click on Teams -> Click on the group you have selected (Mitchell Black)-> Click on General ->
- The screenshot below shows the message content taken from the Office 365 Outlook email.
This is how we can implement Power Automate flow using a prebuilt template Post message to Microsoft Teams when an email arrives in Office 365 Outlook
Example 3: Create a task in Planner based on Office 365 Outlook calendar event
In this example, I will implement a Power Automate cloud flow using a prebuilt template i.e. Create a task in Planner based on Office 365 Outlook calendar event as per my client’s requirements.
Here, I want when an event is created in Office 365 Outlook calendar, it will also create a task in Planner with the event subject. Follow the below-mentioned steps to implement this.
- Open a Power Automate home page -> Click on Templates.
- Here, all types of prebuilt templates will be displayed. Here, I have selected Create a task in Planner based on Office 365 Outlook calendar event.
- In this window, we will see the connectors through which the flow will be connected. And if you are signed in, then it will show a green tick -> Then, click on Create Flow.
- In this trigger section, select the Calendar id. Here, I have chosen Calendar.
- In the action part, insert Plan Id and Title to create a task based on that.
- Plan Id: Holiday Calendar
- Title: Subject
- Click on Save.
- After, you click on save a message pops up that Your flow is ready to go. We recommend you test it -> Click on Test
- In this Test Flow window, select Manually to Create a new calendar item to trigger it-> Click on Test.
- Open an Outlook home page -> Click on Calendar -> Move the mouse over the date, and click on it.
- In this window, Add a title of the item. I have inserted the title as New Product Launch -> Click on Save.
- Now, open the Planner home page -> Click on Holiday Calendar under All.
- The added task created on the Outlook calendar will be added here.
This is how we can implement the Power Automate using a prebuilt template Create a task in Planner based on Office 365 Outlook calendar event.
Example 4: Forward emails to a channel
As I have got a requirement, I need to forward emails to a channel of Microsoft Teams. Here, when a user posts new emails in Office 365 Outlook to a specific address to a channel of Microsoft Teams
Follow the below-mentioned steps to implement a Power Automate Cloud Flow using a Prebuilt Template.
- Open a Power Automate home page -> Click on Templates.
- Here, all types of prebuilt templates will be displayed. Here, I have selected Create a task in Planner based on Office 365 Outlook calendar event.
- In this window, we will see the connectors through which the flow will be connected. And if you are signed in, then it will show a green tick -> Then, click on Continue.
- Here, I have inserted the below-mentioned options.
- The address the email was sent to: You have to give the email to whom you want to send the email.
- This window shows details of the flow -> Click on Edit.
- Here, you can see Power Automate flow is created -> In the trigger section, select the folder where the email is received (Inbox) -> Click on Save.
- After, you click on save a message pops up that Your flow is ready to go. We recommend you test it -> To test it click on Test.
- Open Office 365 Outlook home page -> Click on Inbox, then you can see an email
- Open Microsoft Teams -> Click on Teams -> Click on the group you have selected (Mitchell Black)-> Click on General.
- The below screenshot shows the email received at the Office 365 Outlook will be posted here.
Conclusion
From this Power Automate tutorial, we have explained Power Automate cloud flow using the prebuilt templates. It also covered four examples:
- Example 1: Send an email when a new message is added to Microsoft Teams
- Example 2: Post a message to Microsoft Teams when an email arrives in Office 365 Outlook
- Example 3: Create a task in Planner based on Office 365 Outlook calendar event
- Example 4: Forward emails to a channel
Additionally, you may like some more Power Automate tutorials:
- How to Use Switch Action in Power Automate
- Import CSV to SharePoint List in Power Automate
- Get First Item ID from SharePoint List in Power Automate
Preeti Sahu is an expert in Power Apps and has over six years of experience working with SharePoint Online and the Power Platform. She is the co-author of Microsoft Power Platform: A Deep Dive book. As a Power Platform developer, she has worked on developing various tools using Power Apps and Power Automate. She also makes Microsoft 365 videos and shares them on YouTube.
