How to automatically update a specified user's schedule in Outlook when an appointment is updated in Google Sheets

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How to Create a Workflow Connecting Google Sheets and Outlook

This time, we will introduce how to set up the template "When a row is updated in Google Sheets, update the calendar event for a specified user in Outlook".
By using this template, you don't need to set up automation from scratch, which is convenient.

The process only involves 2 steps, so it can be set up in 10-15 minutes.

1. Setting up the flow bot that triggers when a row is updated
2. Setting up the action to update the calendar event for the specified user

How to Connect Google Sheets and Outlook with Yoom

First, register your Google Sheets and Outlook as My Apps in Yoom.
By registering My Apps first, subsequent automation settings can be done smoothly.

Let's start by registering Google Sheets as My App.
Click "My Apps" → "New Connection" on the left side of the Yoom screen.
Search for Google Sheets from "Search by App Name" or find it from the app list.

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You will proceed to the following screen, so please log in to Google Sheets.

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Next, to set up Outlook, select Outlook in the same way as before.
When the following screen is displayed, please log in.

If Google Sheets and Outlook are displayed in your My Apps section, you're all set.

How to Update a Specified User's Calendar Event in Outlook When a Row is Updated in Google Sheets

After completing the app registration, click "Try it out" on the banner below.

After copying, click "OK" on the screen.

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You will move to the following screen, so check the "Title" and "Description".
First, set up Google Sheets by clicking "When a row is updated".

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Once you move to the following screen, check the settings.

• "Title" → Can be changed if necessary
• "Account information to link with Google Sheets" → Confirm if correct
• "Trigger action" → When a row is updated
  

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Once you move to the following screen, check the configuration method.

Move to the Google Sheets screen and enter schedule information for testing.
* The Event ID will be automatically entered if the following template settings are completed: "When a row is added in Google Sheets, register an event in the specified user's calendar in Outlook".

* For the start and end dates, you need to enter them in the format shown in the red frame in Outlook.
When entering, set the format to "Format" → "Number" → "Plain Text".

As an example, I set it as follows.

Return to the Yoom screen, scroll down, and make the following settings.

• "Trigger interval" → Choose from 5 minutes, 10 minutes, 15 minutes, 30 minutes, 60 minutes
• "Spreadsheet ID", "Sheet ID" → Select from candidates or read the description and enter
• "Table range (start)" → In this case, A
• "Table range (end)" → In this case, C
• * Specify the alphabet of the column where the items end
• "Column with unique values" → Specify the column where values do not duplicate
• * Ensure it is a column with unique values. If values are duplicated, it may not work correctly. In this case, we specified column A for the Event ID.
• "Column to detect updates" → Specify the column name to detect updates
  * In this case, we set it to detect when the start date is updated, so specify B.
  Which column to specify can be set arbitrarily.

Click "Test" → "Test successful" → "Save".

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Next, set up Outlook by clicking "Update the specified user's calendar event".

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You will move to the following screen, so check the settings.

• "Title" → Can be changed if necessary
• "Account information to link with Outlook" → Confirm if correct
• "Action" → Update the specified user's calendar event

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Once you move to the following screen, make the settings.

• "User ID" → Select from candidates
• "Event ID" → Use the output from Google Sheets
  * Click the red frame to select the output.
  {{Event ID}} ← The output will be displayed like this.
  

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Scroll and set the "Start Date" and "End Date" as before.
Enter any other necessary items.
Click "Test" → "Test successful" → "Save".

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Finally, click "Turn on Trigger" to complete the automation settings.

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Good job on the setup!

Other Automation Examples Using Google Sheets and Outlook

In addition to the flow introduced this time, you can achieve various business automations by using the APIs of Google Sheets and Outlook.
All of these can be used with simple settings, so if you find something interesting, please give it a try!

Other Automation Examples with Google Sheets and Outlook

You can store survey results received in Outlook into Google Sheets, or use Yoom's form function to read business card images with OCR, add the data, and send a thank-you email.
Furthermore, it is possible to extract received information with AI and add it to Google Sheets.

Example of Automation Using Google Sheets

Delete Registration Information When a Row is Updated in Google Sheets

By automatically executing the deletion of registration information upon updates in Google Sheets, it may be possible to reduce the time spent on manual tasks.

Add users or contacts when a row is added in Google Sheets

This eliminates the need for manual entry, helping to prevent human errors such as input mistakes or omissions, and facilitates smooth information sharing.

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Every day, retrieve records from Google Sheets that correspond to today's date and send notifications

By automating notifications, you can eliminate the need to manually search for tasks of the day in Google Sheets, allowing you to proceed with your work more efficiently.

Automation Example Using Outlook

Send an Email to Outlook When Information is Registered or Added

By sending a notification to Outlook when information is registered or added, you can prevent any oversights in information management.

Add Information When a Message Arrives in Outlook

The content of new messages will be automatically added, which should help prevent any omissions or oversights in information management.

Benefits of Integrating Google Sheets with Outlook

Benefit 1: Prevent Input Errors and Omissions

By integrating Google Sheets with Outlook, you can automatically reflect updates made in Google Sheets to the specified user's calendar in Outlook.
Automating schedule updates should help prevent risks such as input errors and omissions!
This will allow your team to confirm the correct schedule without being confused by outdated information or input errors.

Benefit 2: Easier Schedule Coordination Across Multiple Apps

By implementing this automation, you can automatically update Outlook schedules starting from Google Sheets, eliminating the need to manually input update information by switching between apps.
Since the time for schedule updates is reduced, the responsible staff can allocate time to other tasks.

Conclusion

In this article, we introduced how to set up a template that updates a specified user's calendar event in Outlook when a row is updated in Google Sheets.
If there are update omissions or input errors in schedule management, it can disrupt overall operations, so reducing human error is a crucial aspect of business.
By utilizing this integration, you may be able to adjust schedules correctly and smoothly, reducing the headaches associated with schedule management.

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