Create excel file with content from several incoming mails...

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Posted on by CU17041041-0

Hi, i am new to power automate and don´t get it if its possible.

I get some mails with information in the body from servers wich made a backup.

Like :

Backup on Server xxx was succesfull

And now like to create an excel file on one drive wich fills up with the information like :

from wich is the mail, wich date, status ok or not

i tried yesterday hours but can´t find my failure.

my flow is :

on incorming mail outlook 365 (V3)

then a condition check with false or true for the sender adress and body content.

if true : i have a promt created

my prompt : Analyze the email and reproduce the information as one line according to the following format: Date, sender, and backup status (OK or error).

i put text information for Date, Sender and Backup status in the prompt.

if i test the prompt i get the right data i need like : 17.04.26, Johnson, OK

And now i like to do this with many others mails but put the info in one excel flle together and check all 3 days or so the excel file.

Is this possible ???

Thank you !

Bildschirmfoto 2026-04-17 um 12.53.04.png

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Vish WR 3,748 on at

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@CU17041041-0

Instead of building one file at the end, do this:

Create an Excel file in OneDrive with a table (columns: Date, Sender, Status).

In your flow:

Trigger: When a new email arrives (V3).

Your condition and AI prompt (what you already have).

Then add action: “Add a row into a table” (Excel Online). Map:

Date → from AI output.

Sender → from email.

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CU17041041-0 4 on at

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Thank you very much for your help. I will try this in a few days.

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Sunil Kumar Pashikanti 2,318 Moderator on at

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Hi @CU17041041-0,

Do all backup emails follow the same text format?

If it is same format, then AI is not required.

How many emails per day on average?

Do you really need AI, or is keyword detection enough?

Should failed backups trigger an alert email?

Yes, this is possible and is a common Power Automate pattern.
As suggested by @Vish WR, Create an Excel file with a table in OneDrive. Trigger the flow on each incoming email, extract date, sender, and backup status, and use “Add a row into a table” to append one line per email. Over time, the Excel file becomes your backup log. AI is optional and only needed if email formats vary.

Your flow already works conceptually, and already very close to best practice:

Trigger on email ✅

Condition ✅

Extract values ✅

Add row to Excel ✅

The key missing piece for most beginners is usually:

Excel table setup

Correct column mapping

Understanding that each email = one Excel row

https://www.youtube.com/watch?v=apBglZR9W60

https://www.youtube.com/watch?v=OrCs36S3w3w

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CU17041343-0 2 on at

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thank you.

the backup mails are quit similar but not the same. i think because of this i need ai. i am not sure.

the mails look like :

Subject : Local backup - Backup_A succesfull on Server xxx

body : Ihre Backupschedule on XXX_Backup_A is finished. (and some more information)

The sender mail (from) is always the same. the subject and body differs on the of backup.

Depending on the mail there is the servername in the subject and/or the body and the status is also in subject and body.

i just need to extract this data from every mail to put it in excel. in your sample video the second is much more related to me, but i dont have mails with exactly data like this. is it possible too ?

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CU17041041-0 4 on at

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Do all backup emails follow the same text format? / no, but quite similar

If it is same format, then AI is not required.

How many emails per day on average? aboiz 20-30

Do you really need AI, or is keyword detection enough? i don´t no, i think i need ai

Should failed backups trigger an alert email?, not importentif in excel is the status "fail" i can see it there

yesterday i played around with the second youtube video you shared. they are using html to text and expressions. is this the right way or can i get it easier ?

i think i don´t understand how the ai prompt is giving the data to the next step. if i test with sample data in the prompt the output is realy good from a complete mail. only customer, backup task and status will be shown. but in the excel row i only can give information "text" from the prompt to fill in. so i get a complete AI answer in every row in excel and not only the key info.

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