How to Create a Power Automate Flow from Booking Emails to SharePoint
Question details
The user needs to build a workflow that processes Microsoft Bookings confirmation emails, extracts the booking details, logs them into a SharePoint list, and generates a daily booking summary.
- Product
- Power Automate, Bookings, SharePoint
- Device & OS
- not provided
- Scenario
- Automating data entry from booking confirmation emails into a structured SharePoint list and generating a next-day automated report.
- Observed behavior
- Currently, extracting email data and compiling booking summaries require manual effort, and the user seeks a fully automated workflow to achieve this goal.
Ensure you have active Microsoft 365 licenses with permissions to create Power Automate flows, access to the shared mailbox receiving the Bookings emails, and a configured SharePoint list with matching columns.
Build the Email Extraction to SharePoint Flow
Follow these standard steps to configure your Power Automate flow to monitor incoming booking emails, parse the content, and create a new item in your SharePoint list.
Building this flow involves combining email triggers, text parsing functions, and SharePoint actions. Because email structures can vary, extracting the text reliably often requires data operations or AI Builder tools.
Log into Power Automate, create an Automated Cloud Flow, and select the 'When a new email arrives in a shared mailbox (V2)' trigger. Configure it with the shared mailbox address that receives Microsoft Bookings confirmations.
Add the 'Html to text' action to convert the email body into clean plain text. Next, use 'Compose' actions combined with string expressions (like split or substring) or use the AI Builder 'Extract information from text' action to identify specific fields like Customer Name, Service, and Booking Date.
Add a new step and search for the 'Create item' SharePoint action. Select your target Site Address and List Name. Map the parsed data outputs from your previous steps into the corresponding SharePoint columns.
Create a separate Scheduled Cloud Flow set to run daily. Use the 'Get items' SharePoint action with an OData filter query to fetch records for tomorrow's date. Add the 'Create HTML table' action, then use 'Send an email (V2)' to distribute the daily report.
Need a Lightweight Office Suite to Analyze Your Booking Data? Try WPS Office
While Power Automate and SharePoint are excellent for capturing automated data, you still need a capable tool to open, edit, and analyze your exported reports. WPS Office is a high-performance, cost-effective alternative to Microsoft Office that easily handles complex spreadsheets and documents without the heavy subscription fees.
- 1. Download and Install: Download WPS Office for free from the official website and follow the installation wizard.
- 2. Export SharePoint Data: In your SharePoint list, click 'Export' and choose 'Export to Excel'.
- 3. Analyze in WPS Spreadsheet: Open the downloaded .xlsx file in WPS Spreadsheet to utilize advanced formulas, pivot tables, and formatting on your booking records.
Frequently Asked Questions
How do I reliably extract specific text from the booking email body?
You can use the 'Html to text' action to convert the email body into plain text. From there, use string expressions like `split()` to isolate the data between known labels, or utilize Power Automate's AI Builder text recognition models to accurately extract structured fields like name and time.
Can I trigger this flow only for specific booking services?
Yes. You can optimize your flow by adding a trigger condition in the settings of the email trigger, or by inserting a 'Condition' control step immediately after the trigger to check if the email subject contains the exact name of the service before running the rest of the flow.
Where can I get help designing the exact parsing formulas for my flow?
Because email formats from Bookings can be structurally complex, the best resource is the Microsoft Power Automate Community. By posting a sanitized sample of your email text there, experts can help design the exact `substring` or `split` expressions you need to parse the content cleanly.
