Power Automate: a first Microsoft 365 flow

Power Automate automates steps between Microsoft 365 services: a new item in a SharePoint list, a message in Teams, an approval by email. This guide builds a first cloud flow and shows where beginner flows usually fail.

Cloud flow or desktop flow?

A cloud flow runs in Microsoft 365 and uses connectors: SharePoint, Outlook, Teams, Approvals. A desktop flow clicks and types on a PC, for legacy programs without an API. Always start with a cloud flow; a desktop flow is the exception.

Example: notify on a new request

A SharePoint list “Requests” with the columns Title, Requester and Urgent (yes/no). For every new urgent request, the team gets a message in Teams.

1. Go to make.powerautomate.com → Create → Automated cloud flow.
2. Trigger: SharePoint – When an item is created. Pick the site and the list.
3. Add a Condition: Urgent is equal to true.
4. Under Yes: Microsoft Teams – Post message in a chat or channel. Put the title and a link to the item in the message.
5. Save and test with a new list item.

In the trigger’s Settings, add a trigger condition, for example @equals(triggerOutputs()?['body/Urgent'], true). The flow then only starts for urgent items. That saves runs, and runs count towards your limits.

Connections: who owns the flow?

Every action uses a connection, by default the maker’s. When that person leaves, the flow stops once the account is disabled. For flows that must last, use a licensed service account, or put the flow in a solution with connection references. Always add a second owner.

When not to build a flow

• Retention periods and disposal: belong in Microsoft Purview with retention labels, not in a flow that deletes files.
• Managing access: use groups and SharePoint permissions, not a flow that sets permissions per file.
• Protecting sensitive data: DLP and sensitivity labels in Purview.
• High volumes (thousands of items a day): look at Azure Functions or Logic Apps; flows have daily limits.

Next steps: error handling that lasts and DLP policies for connectors.