📎 This article includes 1 downloadable practice file ↓
Power Automate is Microsoft’s automation tool. It comes with most Microsoft 365 business plans, so many people already have it.
Two kinds of flows
| Cloud flows | Desktop flows (Power Automate Desktop) | |
|---|---|---|
| Runs | In Microsoft’s cloud, 24×7 | On a Windows PC |
| Works with | Outlook, Excel online, SharePoint, Teams, Forms, 1000+ connectors | Any desktop app, old software, websites (clicks and typing) |
| Example | Save every invoice attachment to OneDrive | Download a report from an old portal every morning |
Triggers and actions
Every flow has one trigger (when an email arrives, every Monday at 9, when a form is submitted) and one or more actions (save file, send email, add a row). Connectors link to services; standard ones are included, premium ones (SQL, HTTP) need a paid licence.
💡 Good first candidates: tasks that happen often, follow the same steps every time and use Microsoft 365 apps. Avoid automating a process you haven’t stabilised yet.
Where people go wrong
| Mistake | Better |
|---|---|
| Starting with a complex process | Start with a 2-3 step flow |
| Building flows under a personal account for team work | Use a team/service account and share ownership |
Practice
Follow the steps file and list three tasks worth automating.
📎 Practice files for this article
- 📄Lesson 1 step-by-step guidePrintable steps to build the flow.⬇ TXT · 253 B
Free to use for learning. Files with macros (.bas) are plain text — import them with Alt+F11 → File → Import File, and always test on a copy.
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