Send E-Mails with Attachments Weekly with Power Automate

Do you send the latest version of the excel file on which you work with your team to your manager? Spare 10 minutes of your time now and create your own flow with Power Automate and send your e-mails with Excel attachments to your manager automatically every week at any hour your want.

When you want to create a flow, you start off with an action (trigger). The flow we will create needs to be run automatically every week, so we will start the flow with the Recurrence(Schedule) trigger.
*If you want, you can do monthly, daily, hourly controls.

In the next step, we need to indicate the location of the file that we want to send as an attachment to the flow. Thus, we need to add the related connector (for example: OneDrive) to the action flow. This way, the file we want to send with mail attachment will be accessed.

Actions are very short and simple. You can follow the steps below and create the flow quickly.

Power Automate Steps

  • Recurrence(Schedule) -> For weekly control
  • OneDrive(Get File Content)->
  • (List Files in Folder)-> To get the data there
  • To be able to choose the one we want among the files we have called Add Condition- > (We get the control of the file we want to call by writing [Name without Extension=ExcelName] through Name without Extension.
  • This action brings the apply to each command to the screen automatically ->
    Power Automate Uygulama Adımları 
  • If the condition is met, to send the mail: we need to add the content coming from OneDrive to the attachments content field in the Advanced Options in Outlook (Send an e-mail). Also, we need to fill in the attachments name field.
    mail atma işlemi

You can send the latest version of your Excel file in Outlook mail attachment with Recurrence(Schedule) control every week by following the steps above.

Send Mass E-mails with Power Automate

You can send the mails with custom subject and content in which you address people specially in cases like congratulating, events, special day celebrations. This is something that especially the HR needs.

This way, you don’t deal with sending mails one by one. You only need to indicate the mail list and details.

Create a Table

Open en Excel in OneDrive. Add a Table from the Insert tab.

Write Mail, Name Surname and mail details into the columns of this table like below.

Each row of this table will be sent as separate e-mails by the flow.

Flow Process with Power Automate

Start a new blank flow.

After the data in the table is filled, flow will be run by being triggered individually. For this reason, start the flow with Manually trigger a flow.

In the next step, add Excel for Business (List rows present in a table) to be able to add the data in the Excel table. Add the table you’ve just created into this item.

In the next step, add Outlook (Send an e-mail).

In this step, the columns of the Excel table is added to the related fields. With you choosing the Excel fields (mail, name, etc.) the Apply to each item will be added to the flow automatically. An event will be created for each row in the Excel file thanks to the Apply to each item.

 

After filling the related fields, name the flow on top left corner. For example: Send Mails to a Certain List. You can save and close the flow on top right corner.

You can verify the data in the Excel table and run the flow.

You can take a look at here for the Power Automate Outlook Connector.

Send the File added to OneDrive in Mail Attachment

Hello! In this article, we will be sending the file added to OneDrive in mail attachments. Of course, as you might have guessed, we will be using Power Automate.

Before we start the flow, there are some files we need to create on OneDrive.

OneDrive for Business

Go to OneDrive–> New–>Folder and create a folder named Mail Folder.

Create another folder named Attachments in the Mail Folder. We will add the mail attachments into this folder.

OneDrıve'a Eklenen Dosyayı oluşturma

Now we can move on to Power Automate.

Power Automate

Go My flows –>New–> Automated- from blank and create the process with a blank flow.

Power Automate

You don’t have to choose anything in the window that opens up. You can skip to the flow window directly with the Skip button.

Atla (Skip) butonu

Flow Actions

Our flow will run when the file added to OneDrive is added. So, we start by choosing OneDrive for Business –> When a file is created (properties only).
When a file is created (properties only) contains details like the name and root of the file that has been added to Drive.

Akış İşlemleri

After adding this item, we will indicate the file into which attachments will be uploaded.

Choose Root–>Mail Folder–> Attachments.

Dosya yolu seçim alanı

In the new step, we add the Get File Content item to use the file added to the folder in a tangible way.

We need to give the unique identifier info to this item to detect the file that has been added to the folder.

Click Add dynamic content and choose List of Files Id.

Dinamik içerik ekle

In the next step, add the Send an Email(V2) item.

In this item:

To: The mail address of the person you’ll send the mail to.

Subject: Mail’s subject (optional)

Body: Mail content (optional)

Open mail sending details with Show advanced options that is located on left bottom corner to add the mails to the flow.

Add File Attachments to the Mail

Choose Attachments name: List of Files Name.

File Content that has been gotten with the Attachments Content: Get File Content object is added to this field.

Maıle Dosya Eklerini Ekleyin

And the flow is complete.

You can name the flow on top left corners and then save it by clicking the save button on top right corner.

Now when you add any file into the Attachments folder, it will be sent as an e-mail with attachment automatically.

You can click here for the other Power Apps articles.

Send Calendar to a Guest List with Power Automate

You can send meeting calendars with customized data like addressing each person, event content and location for all your event invitations through Power Automate.

This way, you don’t have to deal with creating calendars one by one. You only need to indicate the guest list and event details.

Create a Table

Open en Excel in OneDrive. Add a Table from the Insert tab.

Write Mail, Name Surname and mail details into the columns of this table like below.

For each row of this table, e-mails will be sent separately by the flow.

The event date and hour was written as 2020-03-23T13:00:00 in order for it to be in the format Power Automate expects. The time format is 24-hours and the event will be created for the exact hour you determine.

Flow Process with Power Automate

Start a new blank flow.

After the data in the table is filled, flow will be run by being triggered individually. For this reason, start the flow with Manually trigger a flow.

In the next step, add Excel for Business (List rows present in a table) to be able to add the data in the Excel table. Add the table you’ve just created into this item.

In the next step, add Outlook (Send an e-mail).

In this step, the columns of the Excel table is added to the related fields. With you choosing the Excel fields (mail, name, etc.) the Apply to each item will be added to the flow automatically. An event will be created for each row in the Excel file thanks to the Apply to each item.

 

After filling the related fields, name the flow on top left corner. For example: Send Mails to a Certain List. You can save and close the flow on top right corner.

You can verify the data in the Excel table and run the flow.

 

You can take a look at this link for the Power Automate Outlook Connector.

We Had “Digital Strategy” Breakfast at our Office

We had “Digital Strategy” breakfast in our office and talked about the inspiring digital development applications for the Human Resources in 2020. We kindly thank everyone who participated in our event where we talked about topics like the role of change of the HR and reasons of digital transformation.

 

Using Collections

Usually it is necessary to store the data in temporary storage while calculation or processing. Then, the processed data is transmitted to the data source by saving permanently as ultimate data. Temporary records are stored in the variable tables called Collection. In this method, the data is calculated, processed and quickly written to the cache memory on the app screen only.

These tables are created virtually. Tables and columns can be named however wanted. Columns’ data types are automatically shaped based on the data they contain or the data source that will be saved tı later.

The Collect formula is used to create the collection tables. It is written as (table name ; { columns}) like below:

Collect(name_of_table;
{ column1:   textbox1.Text;
column2:   textbox2.Text;
column3:   textbox3.Text    } )

For example, you can write this formula into the OnSelect property of the SAVE button of OnTimerStart/OnTimerEnd property of the timer.

Using Collections

The personnel records will be written on collection in the screen of the image you see. 4 textboxes, 4 labels, button and gallery items have been used in this screen.

Item names are frequently used in formulas. So, the functional items in the screen should be named based on what they do or the data they contain.

Textbox names are: txt_name, txt_surname, txt_mail, txt_department

The formula below has been written into the OnSelect property of the SAVE button for the data entered in textboxes to be written to the Collection table.

*Table and columns can be named as desired.

Collect( Personnel;
{
P_name:    txt_name.Text;
P_surname:    txt_surname.Text;
P_mail:    txt_mail.Text;
P_department:    txt_department.Text   } )

When you click the save button, the data will be transmitted to the collection in seconds.

How to View Collection Data

All collections and their contents can be analyzed on a single screen with the Collections button in the View tab.

Click the gallery item to view the data in lists and choose the related Collection in the screen that opens up.

For the older versions, you can choose in the Data Source field in the Properties Window. Or you can execute the same action why writing the table name into the Items property of the gallery through formula bar.

To reset the textboxes after clicking the save button, the Reset() function is used.

*;; is used in actions that need to be executed successively.

Collect( Personnel;
{
P_name:    txt_name.Text;
P_surname:    txt_surname.Text;
P_mail:    txt_mail.Text;
P_department:    txt_department.Text   } );;

Reset(txt_name);;
Reset(txt_surname);;
Reset(txt_mail);;
Reset(txt_department)

 

Office Insider – What happened in August?

NEW FEATURES/FIXES

 

You can find and follow all monthly Office insider new features and fixes (updates) on our blog. 👍🏻  Officer insider gets updates and new features regularly. It is important to follow these Office insider updates and use them in terms of increasing your knowledge. Now let’s take a look at what kind of changes happened in Office insider in the month of August.

 

📅August 07, 2020

 

PowerPoint 

Notable fixes

  • We fixed an issue where users were seeing the ribbon/title bar not being displayed under certain conditions.

outlook new iconOutlook

Notable fixes

  • We fixed an issue where the user account attributes in Active Directory for “otherTelephone” and “otherHomePhone” were not mapped to the corresponding Outlook LDAP attributes.

 

 

📅August 11, 2020

 

word new iconWord

Explore modern comments

Add comments to objects, @mention colleagues, and resolve comment threads for a better collaboration experience.

Word’de modern açıklama ekleme

Learn more > 

 

outlook new iconOutlook

Delete messages

Delete messages and conversations in CML view.

 

📅August 14, 2020

 

Excel

Notable fixes

  • We fixed an issue where if a user typed a formula name including the parenthesis and invoked help via F1, the help topic specific to that formula would not be displayed.
  • We fixed an issue where macro links to buttons were broken after restoring the file to an older version of Excel.

word new iconWord

Notable fixes

  • We fixed an issue where the bullet picture icon didn’t display correctly.

outlook new iconOutlook

Notable fixes

  • We fixed an issue where the Meeting page would continue to be displayed after the user switched tabs from the Meeting page to the Scheduling Assistant page.

 

We compiled all the new features and fixes in August in Office insider. Hope to see you in our other articles, bye bye. 🙋🏻‍♂️
You can share this article with your friends and family to help them get information about Office insider updates released in the month of August. 👍🏻 

Conditional Formatting Lists

You can design lists with a condition with the If Formula in the gallery. It is possible to control a lot of features of the objects like color, look, size and place with these conditions. You can authorize based on person/department , hide/show buttons on the screen and highlight status in tracking processes.

Designing Lists with a Condition

In this example, items indicated with colors depending on the information they contain. While all the items of the “Education” department are indicated with purple, the Sales department is displayed with Grey.

ThisItem word is used to individually evaluate each item in the gallery. This way, it is possible to access the data of a certain row among the items.

While registering, people enter their names and surnames separately. And the & concatenation operator is used to write the name and surname next to each other.

ThisItem.P_name & ” ” & ThisItem.P_surname

Adding a Condition

An empty Label is added to the gallery and placed on the left of the gallery to highlight the items.

If(ThisItem.P_departman=”Education”;Purple; Gray) is written into the Fill property of the Label.

With this syntax, each row in the gallery will be evaluated one by one and the department info will be checked. If the department is Education, it will be displayed with Purple. If it is another department, it will be displayed with Grey.

As well as you can write the color as Purple, Red, Blue; you can also write it through the RGB codes.

When you want to use a special color code, the RGBA() function is used.
This function is written as RGBA(255; 255 ; 255 ; 1) as well. The last parameter of the formula gets a value between 0 and 1 and affects the transparency of the color.

You can click here for the other Power Apps articles.

You can click here for the details of the use of the If function.

Gebze University“7th Science and Technology Days”

Our CEO Ahmet Toprakçı attended the “7th Science and Technology Days” event that took place in Gebze University as a guest. In this event where “C level” managers of leading and innovative companies and scientist that create a hopeful future with their scientific studies were guests, we talked about a lot op topics like our experiences, development road map, business and social environment.