How to integrate Google Drive with Microsoft Excel to manage Microsoft Excel contracts sent via email in Google Drive
How to Integrate Applications
・
2024/07/12
How to integrate Google Drive with Microsoft Excel to manage Microsoft Excel contracts sent via email in Google Drive
e.koyama
In many cases, data files handled by companies are managed by multiple people, and it is often the case that cloud storage services are used instead of local storage. This time, we will discuss the integration of the cloud storage service Google Drive with the spreadsheet software Microsoft Excel. Microsoft Excel is a tool used by many people for various purposes such as spreadsheets, aggregation, data analysis, and graph creation. To make your work more convenient, please try integrating it with Google Drive!
Benefits of Integrating Google Drive and Microsoft Excel
So, what are the benefits of integrating these two tools?
One benefit is the ability to share and update data in real-time. If you set up sharing for a Microsoft Excel file saved on Google Drive, you can share and update data in real-time. You can use Excel files according to the situation, such as co-editing while exchanging opinions in meetings or simultaneously adding data held by remote workers to the same file. Enabling simultaneous work by multiple people improves team work efficiency.
Another benefit is the simplification of data backup and recovery.
If you set Microsoft Excel files to be automatically saved to Google Drive at certain intervals, it serves as a backup and minimizes the risk of data loss. Even if important files are corrupted or accidentally deleted, as long as you have a backup, you can easily restore a previous version.
Examples of Business Automation Enabled by Integrating Google Drive and Microsoft Excel
Next, we will introduce two examples of business automation that can be achieved by integrating these two tools.
One example is saving data from Microsoft Excel to Google Drive.
You can set updated data in Excel to be automatically saved to Google Drive at regular intervals. This eliminates the need for manual backups and streamlines work.
Another example is updating data from Google Drive to Microsoft Excel.
If you also integrate Google Forms, you can set it so that responses to Google Forms are automatically reflected in Excel on Google Drive. This allows for real-time aggregation of data such as surveys and feedback, making analysis work smoother.
How to Create a Workflow for Integrating Google Drive and Microsoft Excel
Now, we will introduce one example of how to create a workflow for integrating Google Drive and Microsoft Excel, and the automation that can be achieved through this integration.
Even if you think integration and automation sound difficult, don't worry! With the no-code tool Yoom, anyone can easily set it up without specialized knowledge such as programming!
Now, the workflow we introduce is "Managing Microsoft Excel contracts sent by email with Google Drive". If you have documents that always arrive in Excel format, besides contracts, please try automating your work with this flow.
By copying the following template, you can easily start integration and automation.
If you want to start from scratch, please refer to the following steps.
How to Manage Microsoft Excel Contracts Sent by Email in Google Drive
Step 1: Connect Google Drive and Microsoft Excel to My Apps
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 Google Drive and Microsoft Excel, which will be used this time, and connect the apps. ※ Microsoft 365 (formerly Office 365) has both a home plan and a general business plan (Microsoft 365 Business). If you are not subscribed to the general business plan, authentication may fail.
Step 2: Set a Trigger to Activate When an Email is Received
3. From the project list in the menu, select any project of your choice.
4. Select "+Create New" on the right side of the screen and click "Create from Scratch".
5. Enter a title of your choice and select "When an email with specific conditions is received" as the trigger condition for activating the flow bot.
6. Set the conditions for the email trigger. "Title": Set as desired. "Create a receiving address": Enter any value. "Trigger conditions": You can set words included in the subject, body, or From as conditions for triggering. ※ When setting up forwarding from Outlook or Gmail for email reception, please refer to the following. Also, if you set up forwarding, please link with each app. How to forward emails from Microsoft Outlook to activate email triggers How to forward emails from Gmail to activate email triggers
7. Click "Next". (From here, the flow is after completing the email forwarding settings.)
8. Conduct a test, and if successful, click "Save".
Step 3: Set an Action to Check the Contents of Attachments Received by Email
※ This setting is for the person in charge to check whether the attachment is a contract to be saved. If specific words are included in the subject or body of the email sending the contract, you can set the trigger conditions in Step 2-Procedure 6 and skip this step to automatically save.
9. Click the "+" button below the email trigger created in Step 2.
10. Select "Request Approval" as the operation type.
11. Make detailed settings. ※ The image below is an example of input/selection. ・Title: Set as desired. ・Approver: Select as desired. ・Details of approval content: Enter the confirmation content. ※ You can refer to the output from Step 2-Procedure 8. ・Approval completion condition: Select as desired. You can also set up a confirmation system with multiple people by matching the "Approver" settings. ・Return operation: Select "Previous response/approval request or operation for preliminary confirmation by the person in charge".
12. Click "Save".
Step 4: Set an Action to Save the Contract to Google Drive
13. Click the "+" button below the operation created in Step 3.
14. Select "Integrate with App" as the operation type.
15. Select Google Drive from the list of apps.
16. Set "Select Integration Account and Action". ・Title: Set as desired. ・Action: Select "Upload File".
17. Click "Next".
18. Set "API Connection Settings". ・Folder ID for storage: Set as desired (be sure to check the note below the input field, selectable from candidates) ・File name: Set as desired (refer to the output from Step 2-Procedure 8) ・File attachment method: "Use Output", refer to the output from Step 2-Procedure 8
19. Conduct a test, and after confirming success, click "Save".
Finally, switch the trigger of the saved flow to "ON" to activate it.
This completes the flow of "Managing Microsoft Excel contracts sent by email in Google Drive".
Advanced Integration Flow of Google Drive and Microsoft Excel
We introduce several templates for automating business flows by integrating Google Drive and Microsoft Excel with other tools.
Store received forms in Google Drive and notify via Slack
Earlier, we explained how to save email attachments to Google Drive. This template automates the process up to notifying Slack about the saved information after storing it. By notifying via chat, the confirmation of receipt and the verification of the file itself become smoother.
Notify LINE WORKS when a new file or folder is created in Google Drive
You can also notify about the creation of files or folders. By sharing folders for specific projects or companies within the team, you can centralize information management and improve work efficiency.
Automatically create an employment contract upon receiving form responses, register in SmartHR and Microsoft Excel, and notify via Microsoft Teams
This is an automated integration flow that is triggered by entering new employee information into a Yoom form.
Based on the form content, the flow is as follows: ・Automatically create an employment contract in Google Docs ・Send the employment contract to the individual via Outlook email ・Register new employee information in SmartHR ・Append new employee information to Microsoft Excel ・Notify the completion of all tasks in a Microsoft Teams channel
When using multiple tools for onboarding procedures and employee information management, integration eliminates the need to enter the same information repeatedly, enabling error prevention and time-saving for improved business efficiency. You can simultaneously or sequentially interact with tools other than Excel from a single data entry, so please consider using this template as a reference for tasks beyond onboarding procedures.
If you create a template in Microsoft Excel, you can also automate the creation of documents.
Create a delivery note from a Microsoft Excel template and notify via Slack
Create an invoice from the HubSpot contact page and send an email via Outlook
Please use them according to the task.
Summary
The integration of Google Drive and Microsoft Excel streamlines data management. By sharing and updating data in real-time, you can always stay informed with the latest information. Additionally, ensure a regular automatic backup system is in place to prepare for any unexpected issues, allowing you to proceed with your work smoothly.
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)
