How to integrate Outlook with OneDrive to automatically upload attachments received in Outlook to OneDrive
How to Integrate Applications
・
2024/07/09
How to integrate Outlook with OneDrive to automatically upload attachments received in Outlook to OneDrive
e.koyama
Benefits and Automation Examples of Integrating Outlook and OneDrive
Outlook, which allows you to send and receive emails and manage schedules, and OneDrive, which enables file management, are both Microsoft tools that you likely use frequently in your work. This time, we will introduce ways to make your work more efficient by integrating these two tools.
The reason why it's beneficial to integrate Outlook and OneDrive is that it can streamline file sharing.
By integrating these two tools, you can automatically save and share email attachments received in Outlook to OneDrive. By setting up automatic saving to a specific folder, you can eliminate the worry of forgetting to save files and losing them or not knowing where they are saved and having to search for them. Additionally, since you can share links to files saved in OneDrive via email, all team members can access the necessary files at any time. If you incorporate the file link into a meeting invitation instead of an Outlook email, the recipient can access the file upon checking the invitation, preventing oversight. Ensuring that stakeholders can smoothly access necessary files contributes to the smooth progress of the project.
How to Create an Integration Flow for Outlook and OneDrive
Now, let's go into detail about how to create the workflow for the first part of the example introduced earlier, "Automatically uploading attachments received in Outlook to OneDrive."
With the no-code tool Yoom, anyone can easily automate workflows without specialized programming knowledge! There are also templates available for this workflow, so please feel free to refer to them.
How to Automatically Upload Attachments Received in Outlook to OneDrive
1. First, log in to Yoom, select "My Apps" from the left menu, and click "+ New Connection" on the right side of the screen.
2. From the list of new connections in My Apps, select both Outlook and OneDrive, and connect both apps. ※ Microsoft 365 (formerly Office365) has plans for home use and general business use (Microsoft 365 Business). If you are not subscribed to the general business plan, authentication may fail.
Next, copy the template to My Projects and create a Flowbot. If you haven't copied it yet, please copy the Flowbot template from below.
1. Hover over the banner and click "View Details" 2. Click "Try this template" on the redirected page 3. Register for Yoom ※ If you have already registered, the login screen will be displayed, so please log in.
Step 2: Set a trigger to activate when an email is received in Outlook
3. Select any project from the project list.
4. Select "+Create New" and click "Create from Scratch".
5. Enter any title and select "When a specific app event is received" as the trigger condition for starting the flow bot.
6. Select Outlook from the app list.
7. Configure "Select Linked Account and Action". ・App Trigger Title: Set as desired. (Example: "When an email is received") ・Account information to link with Outlook: Set any account. ・Trigger Action: Select "When an email is received".
8. Conduct a test, confirm success, and click "Save".
Step 3: Set an action to retrieve information from email attachments
9. Click the "+" button under the app trigger created in Step 2.
10. Select "Integrate with App" from the operation type.
11. Select Outlook from the app list.
12. Configure "Select Linked Account and Action". ・Title: Set as desired. (Example: "Retrieve Information from Email Attachments") ・Account information to link with Outlook: Select as desired. ・Action: Select "Retrieve Information from Email Attachments".
13. Click "Next".
14. Configure API connection settings. ・Email ID: Refer to the output from Step 2 - Procedure 8 as noted.
15. Conduct a test, and if successful, click "Save".
Step 4: Set an action to download email attachments
16. Click the "+" button under the operation created in Step 3.
17. Select "Integrate with App" from the operation type.
18. Select "Outlook" from the app list.
19. Configure "Select Linked Account and Action". ・Title: Set as desired. (Example: "Download Email Attachments") ・Account information to link with Outlook: Select as desired. ・Action: Select "Download Email Attachments".
20. Click "Next".
21. Configure API connection settings. ・Email ID: Refer to the output from Step 2 - Procedure 8 as noted. ・File ID: Refer to the output from Step 3 - Procedure 15 as noted.
22. Conduct a test, and if successful, click "Save".
Step 5: Set an action to upload files to OneDrive
23. Click the "+" button under the operation created in Step 4.
24. Select "Integrate with App" from the operation type.
25. Select OneDrive from the app list.
26. Configure "Select Linked Account and Action". ・Title: Set as desired. (Example: "Upload File") ・Account information to link with OneDrive: Select as desired. ・Action: Select "Upload File".
27. Click "Next".
28. Configure API connection settings. ・Drive ID: Select from the options. (This is an identifier that cannot be obtained on OneDrive.) ・Destination Folder Name: Select from the options. ※ If the folder name is not in the options, enter it directly. ・Destination Folder Item ID: Select from the options. ※ The options will change if you enter the "Destination Folder Name" above. ・File Name: Set as desired. ※ It can be referenced from the output of Step 3 - Procedure 15. ・File Attachment Method: Choose "Use Output" and "Retrieved File".
29. Conduct a test, and if successful, click "Save".
Finally, switch the trigger of the saved flow to "ON" to activate it.
This completes the flow of "Automatically uploading attachments received in Outlook to OneDrive".
Advanced Integration Flow of Outlook and OneDrive
So far, we have focused on the integration of Outlook and OneDrive. How has it been for you?
To make the most of this integration, we will introduce examples of workflow automation that also incorporate integration with other tools.
One example is a workflow that allows you to create a OneDrive folder with a single click from a Notion database by integrating Notion and OneDrive. If you use Notion for project management or various database management, automatically creating new folders based on Notion information can help centralize file management. If you set up a separate configuration to automatically save attachments received in Outlook to the folders created by this flow, file management will become even smoother.
The following is a workflow that integrates Google Sheets and Outlook, allowing data entered in a form to be added to Google Sheets and an email to be sent via Outlook. If there are any materials to be sent to customers who contact us for the first time, it is also possible to download them from OneDrive and attach them as files when sending emails through Outlook.
There are many other examples of automation using OneDrive and Outlook in Yoom, so let me introduce a few.
This flow is recommended for those who store files using two applications. It leads to reliable file management.
In this flow, you can manage files linked to Backlog issues, which seems to contribute to streamlining file management and information sharing, thereby enhancing team productivity.
You can also automatically create folders on a specified schedule. Automating routine tasks leads to increased efficiency in operations.
There are templates below for each, so if you're interested, please give them a try.
Summary
By integrating Outlook with OneDrive, file sharing becomes more efficient, leading to smoother project progression.
Additionally, if you are using other tools for project management, integrating multiple tools can enable more centralized management of files. Yoom also allows integration with various other tools, so make use of them according to the tools your company uses and the tasks you perform, and continue to automate and streamline your entire business process.
The person who wrote this article
e.koyama
Until now, I have experienced office work at specialized trading companies and in the EC industry.
The work I was in charge of covered a wide range of tasks, such as sales office work, accounting, general affairs, human resources, and legal affairs.
We worked to improve the efficiency of individual tasks, but I think the work could proceed more conveniently by using various support tools and Yoom...
I would be happy if I could send out an introduction article on Yoom that makes use of my work experience and help everyone proceed smoothly with their work.
Conventional RPA can only automate simple repetitive tasks, and the setup process was very complicated. With “hyperautomation,” which combines various technologies such as AI, API, RPA, and OCR, it is possible to automate many tasks that could not be realized until now more easily than before.
Most tools simply connect one app to another, leaving the complex tasks to you. Yoom goes much further: From document creation and browser automation to OCR and generative AI, Yoom handles it all seamlessly in one platform.
Why settle for basic integrations? Streamline your entire workflow with Yoom’s powerful hyperautomation.
.avif)
.avif)
.avif)
.avif)
.avif)
