How to integrate Gmail with Microsoft Excel to store survey results received in Gmail into Microsoft Excel

Step 1: Integrate Gmail and Microsoft Excel with My Apps

First, register Gmail and Microsoft Excel with My Apps to integrate them with Yoom.

1. Select "My Apps" on the left side of the Yoom management screen and click "+ New Connection".

2. On the next screen, search for and select Gmail and Microsoft Excel to proceed to the next screen.

＜For Gmail＞

・After signing in, check the box on the following screen and click "Continue" to complete the registration with My Apps.

＜For Microsoft Excel＞

・Sign in and click "Agree" to complete the registration with My Apps.

※Microsoft365 (formerly Office365) has a home plan and a general business plan (Microsoft365 Business). If you are not subscribed to the general business plan, authentication may fail.

3. Copy the template for integrating Gmail and Microsoft Excel.

・Open the link below.

・Clicking "Try this template" will complete the copy.

Step 2: Set up the Gmail trigger

Set up the trigger action that will start the flow.
In this flow, the trigger will activate when an email with a specific label is received in Gmail.

1. Select "My Projects" in the Yoom management screen and click "【Copy】Store survey results received in Gmail to Microsoft Excel".
※ The title of the template can be changed on the next screen.

2. Click "App Trigger When a specific label email is received".

3. Verify the account to be linked with Gmail and click "Next".
※ Other items are set by default.

4. Set the trigger activation interval and label, and perform a test.
※ Trigger activation intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, and 60 minutes are available, and the selectable time varies depending on the plan. The flow bot will activate once the trigger action is confirmed in the app at each selected interval. If you want to quickly add survey content to Microsoft Excel, a short interval setting is recommended.
※ Labels can be set from "Suggestions" displayed by clicking the frame.

5. If the test is successful, the information obtained from Gmail will be displayed in the output.
If there are no issues, save it.

Step 3: Set up to extract survey items

Next, set up to extract the content of each item from the survey received in Gmail.

1. Click "Extract data from text Extract data from text".
※ AI operations are only available in the Team Plan and Success Plan. If you are on the Free Plan or Mini Plan, the operation of the flow bot you have set will result in an error, so please be careful. Paid plans such as Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use restricted apps and AI features (operations).

2. Set the title and conversion type, and click "Next".
※ The title can be set arbitrarily.
※ The conversion type can be changed according to the number of characters in the survey. The default setting is within 3,500 characters.

3. Set the target text and the items you want to extract, and perform a test.
※ For the target text, set "Body" from "When a specific label email is received" in the output displayed by clicking the frame. (Values are displayed in double brackets)
※ The items you want to extract can be set arbitrarily according to the survey.

4. If the test is successful, the items set in the output will be obtained.
If there are no issues, save it.

Step 4: Set up Microsoft Excel

Finally, set up to add data to Microsoft Excel.

1. Click "Operate the database Add a record".

2. Verify the account to be linked with Microsoft Excel.
※ Other items are set by default.

3. Set up the database linkage.
※ Drive ID, Item ID, and Sheet Name can be set from "Suggestions" displayed by clicking the frame.
※ Details of each setting are also explained on this help page.

※ The table range is set as above because the following sheet was created for testing purposes.

4. Set the values of the records to be added and perform a test.
※ To reflect the survey content, set it from "Extract data from text" in the output displayed by clicking the frame. (Values are displayed in double brackets) This allows dynamic reflection of content that changes with each survey. To add content related to the email, set it from "When a specific label email is received".

5. If the test is successful, the survey results will be added to Microsoft Excel.
If there are no issues, save it.

6. When the trigger is turned ON, the survey results will be automatically added to Microsoft Excel every time a survey is received in Gmail.

If you have any questions about the flow introduced, please check this help page.

Other Automation Examples Using Gmail and Microsoft Excel

There are many other examples of automation using Gmail and Microsoft Excel in Yoom, so here are a few to introduce.

1. Generate a Quote in Microsoft Excel Based on Form Responses and Send It via Gmail

This template uses Yoom's form feature to automatically generate a quote in Microsoft Excel based on the responses and send it via Gmail.
This integration can prevent human errors that occur during the creation and sending of quotes, ensuring an accurate business process.

2. Create a quotation in Microsoft Excel using Notion database information and send an email with Gmail

This is a template for automatically creating a quotation in Microsoft Excel based on the information registered in the Notion database and sending it via Gmail.
This integration allows for the automation of the quotation creation and sending process, which can improve work efficiency.

3. When an application is submitted through the form, add the response to Microsoft Excel, notify via Chatwork, and send a thank-you email

This is a template that uses Yoom's form feature to automatically add responses to Microsoft Excel and notify via Chatwork and Gmail.
With this integration, data entry and notification tasks to both internal staff and customers can be automated, reducing the burden on the person in charge.

Benefits and Examples of Integrating Gmail with Microsoft Excel

Benefit 1: Increased Efficiency by Reducing Manual Entry

Manually adding survey responses received in Gmail to Microsoft Excel is a tedious task.
Even with copy & paste, if there are many items, it can take a lot of time, reducing the time available for other tasks.
By integrating Gmail with Microsoft Excel, survey content can be automatically added, improving the efficiency of the person in charge.
For example, if it takes 3 minutes to manually register each of 100 surveys, it would take a total of 6 hours.
By using this integration, you can handle other tasks in the freed-up 6 hours, leading to improved work efficiency.

Benefit 2: Prevention of Registration Omissions

When manually adding survey results to Microsoft Excel, registration omissions can occur.
If data is missed, the collected customer data cannot be utilized, resulting in wasted costs.
By automatically adding survey information through the integration of Gmail and Microsoft Excel, registration omissions can be prevented, ensuring an accurate business process.
For example, when multiple staff members are involved in data registration, lack of communication can lead to missed survey information registration.
By integrating Gmail with Microsoft Excel, data is reliably added, allowing effective use of survey results.

Benefit 3: Improved Accuracy of Analysis Data

Manual data entry can lead to typing errors or missed copies.
If incorrect information is registered due to such human errors, accurate analysis becomes impossible.
By integrating Gmail with Microsoft Excel, accurate data registration becomes possible, improving the accuracy of data analysis.
For example, when collecting and analyzing a large number of surveys daily, manual work is prone to input errors, which may result in inaccurate analysis results.
By using this integration, the impact of input errors can be prevented, enhancing the reliability of analysis results.

Conclusion

Managing survey results collected via Gmail in Microsoft Excel involves labor and time when done manually.
Additionally, registration omissions and input errors can occur.
These challenges can be resolved by integrating Gmail with Microsoft Excel to automate the registration process.
As a result, work efficiency and the accuracy of work processes can be expected to improve, and the reliability of analysis results will also increase.
Integrating Gmail with Microsoft Excel can be easily achieved without coding by using Yoom.
By following the steps outlined in this article, you can implement it and address the challenges arising from manual survey result registration.