Extract text from email and save into Excel file

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Posted on by skay123

Hello,

Greetings to everybody. I am a new forum member and also very new to all things Power Automate.

Please note that I am using Power Automate desktop, not the web-based version.

I have identified a need within my organisation to create a flow that scans a particular inbox for emails that meet the below characteristics. Emails that meet these characteristics have a fixed body of text format, although within this body of text, some particulars change (client name, payment date etc.). I need to be able to extract some of these particulars and have them saved into an Excel file, so that I can then send the data through to Power BI.

The email characteristics are as follows:

- Specific sender name: i.e. no-reply@intermediary.com

- Specific recipient name: i.e. financedepartment@myorganisation.com

- Specific text string in subject title: Remittance advice for

I have watched a number of Youtube videos and read a number of online articles. Whilst I have tried to follow the instructions to the best of my ability, I have not yet been able to run a flow successfully. Our group only has a single IT technician and he is also new to Power Automate. I have tried a number of avenues but I am struggling to find a solution.

Based on the above, can someone provide a step-by-step guide to creating such a flow? I only need to be taken to the point where the information (emails) are saved in a folder and/or the body of text is saved in an Excel file. I can send the data to Power BI myself and clean it up there.

To give you an idea of my level of expertise (beginner) I don't even know whether to select 'Email' or 'Outlook' as my first action.

Any help is appreciated.

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Power Automate Desktop

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rzaneti 4,249 Super User 2025 Season 2 on at

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Hi @skay123 ,

You can achieve it by using some text expressions, that will be basically isolating parts of the email body based on some keywords. This is achievable for your case, as the email body follows a default template.

To build these expressions, we will need:

- The text of the email body from where you want to extract the data (feel free to replace the actual data by fake ones)

- The expected output for each entity extracted from the email body.

I know that you've already checked several videos/articles about the topic, but I will share two blog post related to this problem as reference to future users that find this thread:

- How to extract and clean texts with Power Automate: http://digitalmill.net/2023/08/12/how-to-extract-and-clean-texts-with-power-automate/

- Data extraction from email to Excel with Power Automate: http://digitalmill.net/2023/11/02/data-extraction-from-email-to-excel-with-power-automate/

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skay123 2 on at

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Hello rzaneti,

Thanks for your reply. As requested, please find below the standard body of text. Particulars that have been replaced with fake data are highlighted. Particulars that have been replaced with fake data that I require to be extracted, are highlighted in yellow. These sets of data should have their own column in the Excel table

Please note that in the table that resides within the body of text, it is possible for there to be multiple rows. In this case, each row would represent a separate job/file and in such circumstances, I would require each job to have it's own row. The particulars that do not change with the job references (such as IBAN etc.) should be repeated on these rows.

S

Template email.docx

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alkhan50 8 on at

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@skay123 Skay123 you can do the above what @rzaneti has recommended or you could also extract new emails / leads that come back as out of office replies, when running an email campaign i.e. This website does it for free for upto few 100 emails. https://haileads.com/ haileads.com

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