The send to OneNote plugin in Outlook for PC and Mac is awesome. The problem is when you are not in front of a computer and need to tag an email for processing later when you are on other platforms. My approach to solve this is to use flagging of email and send that to my collection section in OneNote using Microsoft Flow. In that way, I know when I have processed it and I know I can find it again in OneNote for when I process my OneNote and create actionable tasks.
Here is how to get started with using Microsoft Flow for moving flagged emails to your Collection section in Microsoft OneNote that is stored in OneDrive for Business in Office 365.
- Log on to your Office 365 portal
- Click on the Flow icon to get started
- requires that Flow is enabled for your tenant and your user
- Search for Outlook, because that is our trigger
- Choose the trigger for when flagging an email in your inbox
- Click on Next Step and search for OneNote (Business)
- Choose create page in section
- Choose the notebook that is stored in OneDrive for Business
- Choose the section you want to store it in, which should be your collection section
- In order to get a good input from the email you need to paste in some HTML code in order to get subject as title and more info from the email in to OneNote
- Attachments will not be copied in to OneNote, I think it is a good thing, so that your notebook will not get bloated
- here is the HTML code you can paste in to the page content as body
- Should look like this
- From here, save the flow
- it takes 10-15 minutes for first run
- The free version runs every 15 minutes, the Office 365 flow version runs every 5 minutes
- For Office 365 the number of times a flow can run is tenant wide and is aggregated by the number of user licenses in the tenant and is 2000 times per user per month
- One user can consume a lot more runs than 2000, but the average is 2000 per user per month
- Read more her: https://flow.microsoft.com/en-us/pricing/#plan-feature-table
- The flow with flagging of emails are only run when you actually do the flagging, so you will only consume a run when you actually do the flagging
Check out my OneNote LifeHacks video from Ignite on how to set this up.
- Make sure you also check out my OneNote LifeHacks YouTube series
- Check out how I work with OneNote and GTD
- About OneNote, about GTD, about the Pomodoro Technique
Looking for coaching on being more productive with OneNote and get more stuff done, connect with me at CloudWay
5 thoughts on “How to use Microsoft Flow to move email to OneNote”
Thank you for an excellent talk yesterday.
Could I choose the trigger into be an new email arriving (being draged) to a folder instead? Seems this would be more flexible and would allow for different recipes to be run based on which folder you dragged the email to.
For instance one recipe for all the emails I must respond to and one recipe for emails I am waiting for responses to. Thereby I can skip the collection section, and move it straight to the remember to follow up and waiting for response sections.
I can’t get it to wok because of this error message:
“One or more of the document libraries on the user or group’s OneDrive contains more than 5,000 OneNote items (notebooks, sections, section groups) and cannot be queried using the API. Please make sure that none of the user or group’s document libraries contains more than 5,000 OneNote items. Please follow the link below for instructions on how to remedy this situation.”
Is someone in my organisation a very avid OneNote user? What should I do (there is no link on the bottom of the error message.)
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I added a “mark unread” and then I moved it to Archive as well – very cool – BUT – I wish you could then unflag the message as every time someone replies, it add’s that to One Note as well…..not ideal
Cool, yeah, need to unflag it as well, I do that manually when I move it to archive :)