How to Streamline Your Calendar and Reduce Email Distractions with Power Automate

Did you know that the average employee spends more than half of their time communicating and less than half creating? According to Microsoft’s latest Work Trend Index Findings, the heaviest email users spend almost nine hours a week on email alone. And that’s not counting the time spent on meetings and chat.

With so much communication going on, it’s no wonder that many people struggle to find uninterrupted focus time during the workday. In fact, 68% of people say they don’t have enough time to concentrate on their most important tasks.

If you are one of them, then you will love the three new Power Automate templates that we have created. These templates are designed to help you streamline your calendar and reduce email distractions by using the power of Microsoft Teams, Outlook, and To Do. They are easy to set up and customize, and they will run in the background to help you focus on your critical tasks and save time.

Let’s take a look at each of these templates and see how they can benefit you.

Be notified of key emails

Tired of jumping to Outlook to check if an email has come through? “Be notified of key emails” will alert you in Teams when you receive key emails that match the criteria you have defined. You can set your keywords, add any key contacts you would like to track emails from. The automation will run every 30 minutes and notify you in Teams if any emails have been received that meet your set criteria.

Screenshot of sample notifications in Teams for an important email

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Flag important emails

This template will flag your important emails automatically as they arrive in your inbox. You can set your desired keywords that would appear in the subject line and or key contacts you would like to flag emails from. Once set, emails that match your criteria will be flagged for your attention automatically. This way, you can easily sort your inbox by flagged emails and see your most important emails first.

Screenshot of an example of key email being automatically flagged

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Turn emails into to-do items

Do you ever lose track of action items that come through the constant barrage of emails? Well, this template will convert your emails into to-do items automatically and add them to your To Do list. You can set your keywords and any key contact you would like emails to be converted to to-dos. Say goodbye to lost action items within your inbox and hello to peace of mind with up-to-date To Do items.

Screenshot of task automatically being created for an important email

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We hope you find these Power Automate templates useful and that they help you streamline your calendar and reduce email distractions. As always we’d love to hear from you, so comment below and visit our Power Automate ideas forum to upvote or ideas for templates that you would find useful.