Here are five automations we have built and run in production for clients. None of them needed new software licences. All of them run unattended.
Sales enquiries arrive in a shared mailbox. Somebody was reading them, copying the details into a spreadsheet, and updating a pipeline by hand.
The Lead Report Bot reads that M365 mailbox on a schedule, extracts the enquiry details, and writes them into a styled Excel workbook that acts as the sales pipeline. It also maintains a dashboard sheet on top, so management sees counts, sources and status at a glance without opening every row.
The spreadsheet is still the interface the sales team knows. The difference is that nobody fills it in any more.
Email is where tasks arrive, and Microsoft To Do is where tasks should live. The gap between the two is where things get lost.
This bot watches for new email conversations and automatically creates a To Do task for each one. Dedup logic means a long back-and-forth thread creates one task, not one per reply. Follow-ups stop depending on someone remembering to flag a message.
Mailboxes fill up. Old mail slows searches, pushes users towards quota limits, and creates compliance headaches when nobody knows what is being kept or for how long.
The archiver applies a retention policy and uses Graph to bulk-archive mail older than the threshold. It runs on a schedule, so the tenant stays tidy without an admin doing an annual clean-up. Mail that needs to be kept is kept, in a defined place, on defined terms.
Businesses running 3CX for telephony accumulate call recordings on the phone server. That server is rarely backed up with the same care as the file server, and recordings are hard to find later.
This automation copies call recordings to SharePoint on a schedule. Recordings land in a structured library where they are searchable, permission-controlled and covered by the same backup and retention as everything else in the tenant. If the phone server dies, the recordings survive.
Staff keep important files on their local machines despite every policy saying otherwise. When a laptop is lost or a drive fails, the files go with it.
This tool runs a scheduled backup of chosen folders from the endpoint to SharePoint via Microsoft Graph. It is a lightweight, no-drama alternative to third-party backup agents, and it uses storage the business already pays for.
All five share the same architecture, which is why they are cheap to build and easy to keep running.
**Microsoft Graph with app-only authentication.** Each automation is registered as an application in Azure AD (Entra ID) and granted only the permissions it needs, such as reading a specific mailbox or writing to a specific SharePoint site. It authenticates as itself, not as a user. That means no stored user passwords, no MFA prompts breaking a scheduled job, and a clear audit trail of what the app did.
**Scheduled jobs.** The automations run from Windows Task Scheduler on a machine the client controls. There is no always-on service to babysit. A job runs at its scheduled time, does its work, logs the result and exits.
**Native M365 services as the destination.** Data lands in Exchange Online, SharePoint and To Do, not in a third-party system. Permissions, backup and retention are inherited from the tenant. Users keep working in tools they already know.
If you run Microsoft 365 and any of the following sounds familiar, you have an automation waiting:
Pick the most painful one. Each of these took days to build, not months, and each removed a recurring task permanently.
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