hello folks welcome back to the channel. in this video I'm going to show you how
you can easily copy outlook incoming emails into a SharePoint lists
and also the attachment will go to the SharePoint attachment field so here I
have an email list, it has a subject which is actually a title I've renamed
it, from emails the person who will send you the email, email body and email date
and attachments for the email body. You want to make sure that it is a
multi-line field and is a enhanced rich text box field so I will just show you
quickly what I mean by this. So if I go to settings icon and list settings, and if I
go to email body column, now you can see that the type of the text below is the
enhanced rich text which means you can add pictures, table, hyperlinks etc
when you have an email body you sometimes have like headings paragraphs
images links and stuff like that so you want to make sure that it is enhanced
rich text box where you will capture the email body to create the workflow. I will
navigate back to office 365 and select the power automate option, so we will use
power automate flow to capture the incoming emails and save it to that list
in SharePoint, so I will click on the create, and I will click on automatic
flow. I will give it a name and I will select just search for email "when an
email arrives", so when an email arrives version 3
I will just click on create, when an email arrives in the inbox you can
actually put an email to or from and other filters here, I will not do that for now.
I will click on the new step, the step I need here is to
create item, so create item in a SharePoint, so I will select that. So in terms
of site, I will select the training KeaPoit site and the list name I
will select the emails and you can see the title is actually the
subject. so I have to select the subject in the title. From email is a person
email coming from and the even body will will be the body of the email so if I
select the body here an email receive time so that's when the email is
received. so I'll select all those four columns which will be saved in a SharePoint list.
Now the next step is we have to add attachments so they could be more than
one attachment so for that we have to put apply to each loop. First if I
click on next step, we search for apply to each control so the control input is
going to be the attachments from the email, so if I look for attachments the
file has attachment for this message. If I click that and then for each
attachment we what we need to do is, we need to attach that file into the item
we created here. so I will click on add an action and there is a SharePoint action
called Add Attachment so I will select that action now again I will select the same
site, it is a training site, and same list, Now the ID will be the Id of the last
item which got created. So "create item" ID, so it will attach the attachments to
the item which we just created. The file name will be the "attachment name"
from the email so attachment name and the file content will be "attachment
content" from the email again so if I look down here, you can find" attachment
content", so now this workflow is ready. what we did is when the email arrived
we're creating a record in a SharePoint list with all the data going into the
list subject, from email, body and the received time and then we actually going
looping through all the attachments in the email and then attaching it to the
same record which we already created. I will click on save
The workflow is saved now the workflow is ready to test. what I've
prepared already is an email, so the email is going to the
inbox and this is a subject and I have two attachments and this is the body of
the email. so I will click on send here click on send so the email is sent so
hopefully that workflow will run and it will copy the contents as well as the
attachment into the SharePoint list as a new item. Now if I go back to the
incoming email workflow I will see that once is run it will start appearing here
the history of the workflow. now if I navigate to Outlook I can see the email
has been received to this email account now this is the email body and we have
two documents attached to it and if I go to the workflow and refresh this page so
we can see the workflow ran successfully it didn't take a long time so it only
took one second to run it. So you can see the workflow steps. It is creating an item
and also for each loop, it run twice because there were two documents
attached, the document to the item. so now if I navigate back to the list I can see
that the record is already created. if I click on the record I can see the whole
email body with all the formatting is there and also the two attachments are
appearing here as well as list attachment and we can see the email date
and the from and subject. This is an easy way to move incoming email, listen
to the incoming email box using power automate flow and moving that data,
copying the information into SharePoint lists and all the documents in an
attachment. hopefully you liked this video give it a thumbs up if you found
it useful if you're new to the channel please go ahead and press the red
subscribe button I will be uploading new videos every single week. If you have any
queries related to power automate or anything about office 365, put in the
comment section below I will be happy to answer.
Thank you