As Excel users, we often prefer to do all our work within Excel. However, there are times when we need to transfer data in and out of Excel for tasks like sending emails or tracking projects. In the past, this kind of cross-program interoperability was cumbersome, but it has become much more streamlined with Power Automate.
Each Power Automate flow must have a starting point. In this post, we will explore the various types of flows and how they can be effectively utilized with Excel.
What is a flow in Power Automate?
In Power Automate, a “flow” refers to a set of automated instructions designed to perform specific tasks across multiple applications, including Excel. For an Excel user, this might involve automating the extraction of data from incoming emails and directly updating a spreadsheet. Each flow is triggered by certain predefined events—like the arrival of a new email—initiating a sequence of actions that execute without manual intervention. This helps reduce repetitive manual work and ensures tasks like data entry are handled automatically and efficiently.
Making your first flow in Power Automate
To get started with your first flow in Power Automate, head to make.powerautomate.com and select the + sign on the left of the menu to create a flow from scratch. You will see the following options:
Types of Flows in Power Automate
Automated Cloud Flow
Automated Cloud Flows are triggered automatically by predefined events, making them ideal for tasks that need to respond to changes or new information as it happens. For Excel users, an automated cloud flow might activate whenever an email with a specific subject line arrives, extracting data from the email attachment and updating an Excel spreadsheet stored in SharePoint.
This type of automation ensures that data in Excel is always up-to-date without manual input. While basic triggers and actions involving standard connectors like Office 365 are available in the free version, using premium connectors such as SQL Server, Salesforce, or custom connectors requires a premium license.
Instant Cloud Flow
Instant Cloud Flows require manual initiation, typically through a button press either in the Power Automate app or another service. This type of flow is useful for tasks that need human decision-making before they run.
For instance, an Excel user might set up a button that, when pressed, triggers a flow to refresh data in an Excel document, perform calculations, and then generate a report. This is especially useful for tasks that are not needed regularly but require immediate action when they are. Basic actions and standard connectors are available for free, but advanced functionalities and premium connectors necessitate a premium license.
Scheduled Cloud Flow
Scheduled Cloud Flows are set to run at specific times, making them suitable for repetitive tasks that need to occur on a regular schedule. An Excel user could use this to automate the generation of a weekly status report. The flow could pull new data from a database, update an Excel spreadsheet, apply necessary formulas, and then save or email the spreadsheet at the same time each week, such as every Monday at 8 AM. While basic scheduling and standard connectors are available in the free version, more complex scheduling and premium connectors require a premium license.
Desktop Flow
Desktop Flows automate tasks on a local computer, involving applications and actions that are not necessarily in the cloud. These flows are particularly helpful for integrating with software that does not have built-in cloud support. For example, an Excel user might automate the process of gathering data from a local software application by recording a sequence of mouse clicks and keystrokes that open the application, copy data, and paste it into an Excel file. Basic desktop automation features are available for free, while advanced desktop automation features require a premium license.
Process Mining
Process Mining is a tool rather than a flow type, used to analyze and improve business processes. It works by examining the logs from operational systems to visualize actual process flows, find bottlenecks, and identify areas for enhancement. In the context of Excel, process mining could be used to analyze the flow of data handling and usage within Excel processes, helping to uncover inefficiencies and suggest more streamlined methods of managing data workflows. This feature is available only with a premium license.
A summary table follows comparing each of these flow types:
| Flow Type | Trigger | Usage | Excel Example | Licensing |
|---|---|---|---|---|
| Automated Cloud Flow | Event-based (automatic) | Real-time data updates and responses to changes | Updating an Excel spreadsheet with email data | Free (basic), Premium (advanced) |
| Instant Cloud Flow | Manual initiation | Tasks requiring human decision | Button-triggered data refresh and report generation in Excel | Free (basic), Premium (advanced) |
| Scheduled Cloud Flow | Time-based (set schedule) | Recurring tasks on a regular schedule | Weekly sales report automation | Free (basic), Premium (advanced) |
| Desktop Flow | Local actions on a PC | Automating non-cloud applications | Gathering data from a local application to Excel | Free (basic), Premium (advanced) |
| Process Mining | Data log analysis | Analyzing and improving processes | Analyzing Excel data handling for inefficiencies | Premium only |
Conclusion
For Excel users, Power Automate represents a significant step towards more efficient data management and task automation. By understanding and utilizing the different types of flows, Excel enthusiasts can automate tedious tasks, ensure data accuracy, and save valuable time. As the digital landscape evolves, integrating tools like Power Automate into your Excel strategy can transform your data management practices, making them more efficient, accurate, and time-effective.
What questions do you have about Excel automation with Power Automate specifically, or more generally? Let me know in the comments.
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