Power Automate / Flow - Create automatic reminders Tutorial

In this video, you will learn about creating automatic reminders using Microsoft 365. The video covers the process of setting up reminders and demonstrates how to use the Microsoft 365 tools to automate this task.
This will help you stay organized and never miss an important deadline or task.

4:10
10773 views

Available in Microsoft365

Objectifs :

This video aims to demonstrate how to use Power Automate to set up a recurring email reminder for filling in timesheets, enhancing productivity and focus.

Chapitres :

Introduction to Power Automate
Power Automate is a powerful tool that allows users to automate repetitive tasks. In this video, we will explore how to create a reminder system for filling in timesheets using templates available in Power Automate.
Setting Up the Reminder
To create a reminder for filling in timesheets, we will utilize a template in Power Automate. Templates, also known as Flows, provide a pre-structured framework that simplifies the setup process. Here’s how to do it: 1. **Search for Templates**: Start by searching for email-related templates in Power Automate. 2. **Select a Template**: Scroll through the options and select 'Get daily reminders in email'. This template is a scheduled flow, meaning it can be set to run at specific intervals (daily, weekly, monthly, etc.). 3. **Configure the Flow**: Click on 'Continue' to set up the flow. The connection to your email is automatically validated, indicated by a green tick.
Customizing the Reminder Frequency
Next, customize how often you want to receive the reminder: - **Frequency**: Choose 'Every week' from the options. - **Advanced Options**: Click on 'Show advanced options' to specify the exact days and times for the reminder. For instance, set it to run at 9:00 AM on Fridays, which is when you plan to complete your timesheets.
Setting Up Email Details
Now, configure the email details: - **Email Address**: Enter your email address in the designated field. - **Subject Line**: Change the default subject to something more personalized, such as 'Do your Timesheets, Julien please'. - **Email Body**: Write a brief reminder message, for example, 'Just a reminder to do them as they are due by tomorrow.'
Finalizing and Testing the Flow
After filling in all the necessary information, remember to save your flow. Use the flow checker to identify any errors or warnings. You can also test the flow manually or automatically to ensure it works as intended.
Managing Your Flows
If you decide you no longer want to receive the reminder, you can easily manage your flows: - **Access My Flows**: Navigate to 'My Flows' in the left menu. - **Edit or Delete**: Use the edit button to change the email body, recipient, or frequency. Alternatively, use the ellipsis menu to turn off or delete the flow.
Conclusion
In summary, using Power Automate to set up a recurring email reminder for timesheets can significantly improve your productivity. By following the steps outlined in this video, you can create a tailored reminder system that fits your schedule and helps you stay on track.

FAQ :

What is Power Automate used for?

Power Automate is used to create automated workflows that connect different applications and services, allowing users to automate repetitive tasks, synchronize data, and receive notifications.

How do I create a reminder using Power Automate?

To create a reminder in Power Automate, you can use a template for a scheduled flow. You will need to specify the frequency of the reminder, the time it should be sent, and the email content.

Can I customize the email reminders in Power Automate?

Yes, you can customize the subject and body of the email reminders in Power Automate by editing the flow settings after selecting a template.

What should I do if I want to stop receiving reminders?

If you want to stop receiving reminders, you can go to 'My Flows' in Power Automate, select the flow you want to edit, and either turn it off or delete it.

What is the difference between an automated flow and a scheduled flow?

An automated flow runs based on specific triggers, while a scheduled flow runs at predetermined intervals, such as daily or weekly.

Quelques cas d'usages :

Weekly Timesheet Reminders

A professional can set up a scheduled flow in Power Automate to receive weekly email reminders to fill out their timesheets every Friday at 9:00 AM, ensuring timely submission and reducing the risk of forgetting.

Project Deadline Notifications

A project manager can use Power Automate to create a flow that sends email reminders to team members about upcoming project deadlines, helping to keep the team on track and informed.

Daily Task Reminders

An employee can set up daily reminders for important tasks or meetings using Power Automate, ensuring they stay organized and manage their time effectively.

Automated Follow-Up Emails

A sales representative can create a flow that automatically sends follow-up emails to clients after meetings, improving communication and increasing the chances of closing deals.

Monthly Reporting Alerts

A finance team can use Power Automate to set up monthly reminders for generating financial reports, ensuring that reports are prepared and submitted on time.

Glossaire :

Power Automate

A cloud-based service that allows users to create automated workflows between applications and services to synchronize files, get notifications, collect data, and more.

Template

A pre-designed workflow in Power Automate that serves as a starting point for creating automated processes without needing to build them from scratch.

Flow

A specific type of automated workflow in Power Automate that can perform tasks based on triggers and actions defined by the user.

Automated Flow

A workflow that runs automatically based on specific triggers, such as receiving an email or a scheduled time.

Scheduled Flow

A type of flow that runs at specified intervals, such as daily, weekly, or monthly, rather than being triggered by an event.

Flow Checker

A tool in Power Automate that helps users identify errors and warnings in their flows before they are activated.

00:00:05

Let's now create something

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a bit more complicated.

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In this example, I know I have to fill

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in my timesheets every single day.

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I tend to have issues focusing sometimes.

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Therefore, could I use Power Automate

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in order to remind me to do such thing?

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The answer is yes,

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and to do so I'm going to use

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what is called a template.

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The templates in Power Automates are Flows

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which skeleton has already been created?

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I will just need to fill in the

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resulting informations.

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I can search templates for my case.

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I'm going to search

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templates regarding emails.

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And by scrolling down a few blocks

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I can see just right there

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Get daily reminders in email.

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This one is not what we call an

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automated flow, but a schedule.

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It says that this one will happen every day,

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every week, every month,

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every year depending on my

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needs at a certain time.

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In order to set this up right now,

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I just need to click on continue.

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This flow will connect to mail

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and the green tick tells me that

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the connection is already valid.

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Nothing to do more.

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I can see that everything

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is already made for me.

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Now I just have to fill

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in the last options. 1st

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how often do I want to

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receive this reminder well?

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Let's say: Every week

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and by clicking on show advanced option.

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I can also use a stall time on

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specific days and a specific

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hour and a specific minutes.

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Let's say I want to receive

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these reminders at

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9:00 AM. Preview runs at 9:00 every week.

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On these days, let's say I want this only

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on Fridays at, as this will be today,

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I will most likely do my timesheets.

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Now I can see that the preview

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tells me that not only it will

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run at 9, but just on Fridays.

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And how can I set up the email?

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I simply have to add my email

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address and the two field.

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What would be the subject?

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By default, daily reminder

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from Microsoft Power Automates

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I can should I want to do so,

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change it to: Do your

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Timesheets Julien please.

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What would be the body of the email?

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Just a reminder to do them

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As they are due by tomorrow.

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And we can see that by simply

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using the templates I was able to

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create a recurring flow that will

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happen on specific dates.

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Now let's not forget to save it.

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Use the flow checker for errors and warnings.

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And test it manually or automatically.

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As usual with Power Automates, should I

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not want this reminder to happen again?

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I can always just go to the "my flows"

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on the left navigation menu.

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I can see here get daily

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reminders in the email.

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Use the edit button to change

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the body of the email,

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who will receive it,

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the frequency anything and use the ellipses

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to turn it off

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or even delete it.

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