How To Generate Planner Tasks From Your Emails Automatically (WITH Attachments!!)

Introduction

This tutorial will guide you through the process of automatically generating planner tasks from your emails using Microsoft 365 tools, specifically Power Automate. You'll learn how to streamline your workflow by converting emails into organized planner entries with attachments in just a few simple steps. This method will help you save time and remove unnecessary steps from your business processes.

Step 1: Set Up Your Email Folder

• Create a dedicated folder in your email account for tasks or requests.
• Move relevant emails into this folder to keep things organized.
• This will serve as the trigger for your automation process.

Step 2: Access Power Automate

• Go to the Power Automate website (flow.microsoft.com).
• Sign in with your Microsoft 365 credentials.
• Familiarize yourself with the interface where you'll create your automation flow.

Step 3: Create a New Flow

• Click on "Create" on the left menu.
• Select "Automated cloud flow" to start a new automation.
• Name your flow (e.g., "Email to Planner Task").
• Set the trigger to "When a new email arrives" in your designated folder.

Step 4: Configure the Trigger

• Choose the email folder you created in Step 1.
• Optionally, set conditions like specific senders or subjects to filter emails.
• This ensures only relevant emails trigger the task creation.

Step 5: Add Planner Action

• Click on "New step" after the trigger.
• Search for "Planner" in the action search bar.
• Select the action "Create a task" in Planner.

Step 6: Fill Out Planner Task Details

• Specify the details for the task:
  • Plan ID: Choose the planner board where the task will be created.
  • Title: Use the email subject or customize it.
  • Description: You can include the email body for context.
  • Due Date: Set a due date if necessary.

Step 7: Add Attachments to the Task

• To include attachments, click on "Add an action" after creating the task.
• Search for "Get attachment" in the email actions.
• Specify the email ID and the attachment ID to pull in the email attachments.
• Then, use the "Attach file" action in Planner to link the email attachments to the created task.

Step 8: Test Your Flow

• Save your flow and send a test email to your designated folder.
• Check if a new task is created in Planner with the correct details and attachments.
• Make any adjustments as necessary based on the test results.

Conclusion

By following these steps, you can efficiently convert emails into planner tasks with attachments using Microsoft 365 tools. This process eliminates wasted time and helps you stay organized. As a next step, consider exploring additional automations in Power Automate to enhance your workflow further. Happy planning!