How Power Automate works

  • 5 minutes

Power Automate may be one of Microsoft’s best kept secrets. It’s an add-on service for Microsoft 365 that allows educators to tie processes, actions, and events together with an array of programs. Power Automate connects over 400 applications and services including:

  • Microsoft Teams
  • Web services like OneDrive, and
  • Third-party applications like social media platforms

This interweaving of programs is what speeds up workflows and makes Power Automate such a powerful tool.

Kick-start automated workflows in three ways:

  • Use pre-built templates for a variety of tasks including data collection, email, notifications, productivity, and syncing
  • Start with a connector and select from a list of commonly used apps
  • Create a custom workflow from scratch using the visual designer

All three methods provide the same ability to process information through multiple pathways and create logical solutions and actions.

To take full advantage of Power Automate features, we must be well-versed in its terminology:

  • Power Automate – Power Automate is a cloud-based service for building workflows to automate time-consuming tasks and processes across applications and services. To learn more, visit the Power Automate blog, YouTube channel, topic, or community.
  • Templates – Templates are pre-built flows for common use cases. Using a template only requires access to the services in the template and filling out the required settings. To learn more, visit the Power Automate templates page.
  • Connectors – Connectors provide ways to connect services or applications to build flows. Examples of popular connectors include Outlook, OneDrive for Business, and SharePoint. To see all available apps and services, visit the Power Automate connectors page.
  • Connections – Connections make it easy to use services or applications with Microsoft login credentials. Once logged in, automations can take place between the different connectors to build flows.
  • Triggers – This is the first step of a flow; a trigger is an event that starts the automated process.
  • Actions – Actions are tasks to be completed after a trigger.

Let's explore how Power Automate works. Anyone can get started with these five simple steps:

Step 1: Open a web browser and sign into www.office.com.

Step 2: After signing in, go to the upper left corner:

  • Select the App launcher
  • Select All apps
  • Select Power Automate

Step 3: Once logged into Power Automate, select Create from the left pane.

Step 4: There are three options for creating workflows:

Start from blank and choose one of the following:

Start from a template (this is the easiest way) and select one with the best solution for the intended task

Start from a connector and select the most commonly used applications to link and automate tasks

Step 5: Sit back and let Power Automate do all the work!

To make things even easier, Power Automate is also available on mobile devices: