How to Quickly Check and Share Updated Data in Google Sheets via Gmail Integration
If you want to quickly check and share updated data in Google Sheets, how about integrating it with Gmail? This will allow you to send specific data only to a limited group of people, making data management and tracking across teams much easier! In this article, we'll explain how to integrate Google Sheets with Gmail to automatically send emails. We’ll introduce an easy method that anyone can follow, so be sure to give it a try!
Recommended for:
Those looking to improve work efficiency using Google Sheets and Gmail.
Those who manually send Gmail notifications after updating information in Google Sheets.
Those who want to prevent missing notifications by integrating Google Sheets with Gmail.
Those who want to try it out right away.
This article introduces how to use the no-code tool "Yoom" for the integration. No complicated settings or operations are needed, making it simple for non-engineers to implement. You can even get started right away with the template provided below, so feel free to give it a try!
Send an email with Gmail when a row is updated in Google Sheets.
How to Create a Workflow Integrating Google Sheets and Gmail
Now, let's create a "Flow Bot" that "sends an email via Gmail when a row is updated in Google Sheets."
First, let's connect Yoom with each app. This is called "My App Integration." Integrating Google Sheets and Gmail with My App is very easy!
My App Integration
Click the template banner, and a button saying "Try this template" will appear at the bottom of the screen. Click it. This will take you to a page called "My Project," where you should select "My Apps" from the menu on the left side of the screen! ↓ Let's start by integrating Google Sheets with My App. Click "Create New" in the top right corner! Enter "Google Sheets" in the search box, and the Google Sheets icon will appear, so click it!
Select an Account page: Click the Google account of the Gmail address you want to integrate with Yoom! Next, you'll be taken to a page called "Log in to Yoom," so press "Next." Finally, if a page appears saying "Yoom is requesting additional access to your Google Account," just press "Continue" and you're all set! ↓ Since Gmail is also a Google service like Google Sheets, the method for My App Integration is the same. Enter "Gmail" in the search box and follow the same steps to integrate with My App. Once both apps are integrated with Yoom, we'll move on to setting up the Flow Bot!
You can create a Flow Bot quickly by using a template that already has the flow set up, as shown in the image above, without having to create a Flow Bot from scratch! Once you've registered with Yoom, click the banner below to proceed.
Send an email with Gmail when a row is updated in Google Sheets.
This Flowbot procedure consists of two steps in total!
Setting Triggers in Google Sheets
First, prepare a Google Sheet to be integrated with Gmail and pre-enter the items.
This time, I created a Sales List as shown in the image. Once the Google Sheet is created, proceed to the next step. ↓ Click on "My Projects" on the left side of the screen and select "Send an email with Gmail when a row is updated in Google Sheets (Copy)"! Click on Edit at the top right. ↓ Click on the Google Sheets icon "When a row is updated". Since the necessary items are pre-entered using the template, just make sure the account information is correct. Click Next. ↓
First, enter the ID of the spreadsheet. Click inside the box to display a list as shown in the image, and select the Google Sheet you want to integrate with Gmail. The Sheet ID below is the tab name, so click inside the box and specify the tab.
Other required items depend on the prepared Google Sheet, so enter them according to the contents of the Google Sheet. This time, I chose "Date" for the column to detect updates. By updating the date, emails will be sent via Gmail!
For columns with unique values, choose something that doesn't overlap with others, like phone numbers.
↓
Once you've entered everything, click the Test button at the bottom of the screen. If "Test Successful" is displayed in blue, you're good to go!
Don't forget to click the Save button. Next, we'll move on to Gmail settings!
Gmail Settings
Click on the Gmail icon "Send Email". Again, since the necessary items are pre-entered using the template, just make sure the account information is correct.
Scroll down the screen as it is
↓
Set the contents of the email. First, decide the recipient. You can also set CC and the sender's name, so enter them if necessary. ↓
The next setting is the last one! Decide the content to be notified by Gmail.
Click inside the box, and when you click on the Google Sheets icon "When a row is updated", the contents of the Google Sheet you test-sent earlier will be displayed. Click on the content you want to notify and add it!
I tried it like the image this time! Adding colons ":" and such can make it easier to read. Please try to imitate it!
Press Test, and if "Test Successful" is displayed in blue, save it. If an email has arrived from Gmail to the specified email, it's OK!
This concludes the integration of Google Sheets and Gmail. Well done! Yoom has many other Flowbot templates available, so please take a look.
Send an email with Gmail when a row is updated in Google Sheets.
Other Automation Examples Using Google Sheets and Gmail
In addition to the integrations introduced today, various automations can be achieved by utilizing the APIs of Google Sheets and Gmail.
If you find something interesting, please give it a try!
Automation Examples Integrating Google Sheets and Gmail
It is possible to set up an integration that sends a notification to Gmail when information is added to Google Sheets. Additionally, you can automate the creation of quotes based on information in Google Sheets and send them via Gmail, or notify Gmail with information from Google Sheets at a specific schedule.
Automatically generate an estimate from the updated information and send it via Gmail.
This flow automatically creates a quotation using a Google Spreadsheet template and sends an email via Gmail to the person in charge when the quotation request information is updated in Yoom's database.
■Overview Are you manually sending email notifications to stakeholders every time new information is added to the list managed in Google Sheets? Composing and sending emails manually not only takes time but can also lead to human errors such as copy-and-paste mistakes or missed sends. By using this workflow, you can automate sending emails from Gmail triggered by a row being added to Google Sheets, smoothly resolving these issues.
■Who we recommend this template for ・Those who report Google Sheets updates each time via Gmail ・Those who want to quickly send an email when a new entry is added to lists such as inquiries ・Those who want to automate routine email sending tasks and focus on their core work
■Notes ・Connect Google Sheets and Gmail with Yoom. ・For notes on using Google Sheets as an app trigger, please refer to the following: https://intercom.help/yoom/en/articles/10010912 ・You can choose the trigger interval to run every 5, 10, 15, 30, or 60 minutes. ・Please note that the minimum interval varies by plan.
■Overview This workflow allows you to automatically read scanned data saved in OneDrive with OCR and add it to Google Spreadsheet. This efficiently digitizes paper-based data and simplifies information management. It eliminates the need for manual input and achieves business automation. With Yoom, you can easily connect apps without programming.
■Recommended for ・Business users managing scanned data with OneDrive ・Those who want to digitize paper documents in Google Spreadsheet ・IT personnel who want to automate data entry using OCR technology
■Notes ・Please connect both OneDrive and Google Spreadsheet with Yoom. ・OCR or AI operations for transcribing audio are available only in the Team Plan and Success Plan. In the case of the Free Plan or Mini Plan, the operations set in the Flowbot will result in an error, so please be careful. ・Paid plans such as the Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use restricted apps and AI features (operations). ・Microsoft365 (formerly Office365) has a home plan and a general corporate plan (Microsoft365 Business), and if you are not subscribed to the general corporate plan, authentication may fail.
■Overview The flow 'When an employee is added in Google Workspace, add to Google Spreadsheet' is a business workflow that smoothens the management of employee information. With Yoom, you can link between apps without programming, making it easy to achieve this flow.
■Recommended for ・HR managers who manage employees using Google Workspace ・Team leaders manually entering multiple employee info into spreadsheets ・Executives who want to streamline the process of adding new employees
■Notes ・Please link both Google Workspace and Google Spreadsheet to Yoom. ・Google Workspace is an app available only in the Team Plan and Success Plan. For Free Plan and Mini Plan, operations and data connects set in the Flowbot will result in an error, so please be aware. ・You can have a 2-week free trial of paid plans such as the Team Plan or Success Plan. During the free trial, you can use apps subject to restrictions.
■Overview Manually checking and re-entering the contents of files such as invoices and application forms uploaded to Box is time-consuming and prone to input errors. By using this workflow, when a file is added to Box, OCR automatically reads the text information and adds the data to the specified Google Sheets. This eliminates manual re-entry and improves accuracy and efficiency.
■Recommended for ・Those who manually enter the contents of files saved in Box into Google Sheets ・Those who want to streamline visual checks and re-entry in form processing such as invoices ・Those who are considering promoting DX by automating data entry using OCR
■Notes ・Please connect both Box and Google Sheets with Yoom. ・The maximum downloadable file size is 300 MB. Depending on the app’s specifications, it may be less than 300 MB; please be aware. ・For details on the file size that can be handled by the trigger and each operation, please refer to the following. https://intercom.help/yoom/en/articles/9413924 ・AI operations that perform OCR or transcribe audio to text are available only on the Team Plan and Success Plan. On the Free Plan and Mini Plan, operations configured in your Flowbot will result in errors. ・Paid plans such as the Team Plan and Success Plan offer a two-week free trial. During the free trial, you can use restricted apps and AI features (operations). ・Please note that OCR may not read data with 6,500 or more characters or when the text is small.
■Overview The "Read attachments received in Gmail with OCR and notify Discord" workflow automatically analyzes the content of email attachments and quickly shares the necessary information with the team. By utilizing this workflow, you can automatically perform OCR processing on attachments received in Gmail and notify Discord. This facilitates smooth information sharing and improves work efficiency.
■Recommended for ・Business persons managing a large number of attachments in Gmail and looking to improve efficiency ・Administrators using Discord as the main tool for team communication ・IT personnel looking to advance document digitization using OCR functionality ・Team leaders spending time on manual information sharing
■Notes ・Please link Gmail and Discord with Yoom. ・You can select the trigger interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, and 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan. ・AI operations for OCR or transcribing audio to text are available only in the Team Plan and Success Plan. In the case of the Free Plan or Mini Plan, the operations set in the Flowbot will result in an error, so please be careful. ・Paid plans such as the Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use restricted apps and AI functions (operations).
■Overview The flow "Share files to Microsoft Teams channel when receiving emails with attachments in Gmail" is a business workflow leveraging the integration of Gmail and Microsoft Teams. It reduces manual file transfer tasks and enhances business efficiency.
■Who we recommend this template for - Those who want to share attachments received in Gmail on Microsoft Teams - Businesspersons aiming to automate and improve efficiency in team information sharing - Those who wish to automate daily processes using Yoom - Administrators who feel challenges in integrating email management and team collaboration - Companies looking to save time and enhance productivity through workflow automation
■Notes - Please connect both Gmail and Microsoft Teams with Yoom. - There are consumer and general business plans (Microsoft365 Business) for Microsoft365 (formerly Office365), and if you are not subscribed to the general business plan, authentication may fail. - Branching is a feature (operation) available with plans above the Mini plan. For free plans, operations set in the Flow Bot will result in errors, so please be careful. - Paid plans like the Mini plan offer a two-week free trial. During the free trial, you can use the restricted apps and features (operations).
1. Automatically Send Updates via Gmail When Google Sheets Rows Are Updated!
By integrating Google Sheets with Gmail, you can automatically send updated data using Gmail! By enabling email notifications, you can quickly detect when data in Google Sheets has been updated. This can help reduce the time lag before you check the updated data.
2. Easily Check Updates on the Go!
For example, by integrating Google Sheets that manage client data with Gmail, you can receive emails every time the transaction status with a client is updated. If you set the emails to be viewable on your smartphone, you can quickly detect updates even when you're out and about, allowing you to respond according to the latest transaction status. For instance, if you have email addresses or phone numbers listed in Google Sheets, you can directly create an email or make a call! Additionally, it's recommended for daily sales management and task progress tracking.
Conclusion
Google Sheets is very convenient, but when working with multiple Google Sheets, have you ever found it difficult to remember which data is in which Google Sheet? With this integration, you can save the effort of searching for Google Sheets and automatically send necessary information via email, simplifying your workflow and improving work efficiency.
Please try using Yoom to experiment with app integration without any coding!
With Yoom, you can easily build the kind of collaboration described here without programming knowledge.
After working as a manager at a general store, I began working from home as an SEO writer. Later, I entered into a freelance contract with a marketing startup for about five years. Surrounded by University of Tokyo students, I spent my days learning various business terminologies and how to use SaaS tools. During my time as a store manager, I was often overwhelmed by administrative tasks such as sales and inventory management, personnel management, and ordering, which frequently prevented me from engaging with customers and caused me to miss sales opportunities. Even during my freelance work, I found myself bogged down with repetitive tasks like data entry and often thought, "Can't these monotonous tasks be automated?" Therefore, I strongly resonate with Yoom's vision!
